You got into fitness to change lives, not to spend your evenings on scheduling and check-in messages. Your Chief handles the business side so you can spend your energy on your clients.
Great trainers spend hours on check-in messages, program notes, cancellation texts, and social content. Your Chief takes all of that off your plate.
"Send weekly check-in messages to all my active clients." Your Chief sends personalized check-ins via direct message or email, asking about progress, energy levels, and any issues. It works alongside TrueCoach and your other training platforms. Clients feel seen. You don't spend an hour typing.
Cancellations and reschedules are a constant interruption. Your Chief monitors your Acuity or Mindbody calendar, confirms upcoming sessions, sends reminders, and handles reschedule requests so you're not texting back and forth during sessions.
"Client hit a new squat PR today, notes on mobility still limited." Voice a quick note after each session and your Chief organizes it, drafts any program updates, and flags anything to follow up on next session. It works alongside TrueCoach and TrainHeroic so your notes stay organized without extra data entry.
"Sarah hasn't booked in 3 weeks." Your Chief flags at-risk clients, drafts a personal check-in message, and helps you re-engage before they fully drop off. Retention is more profitable than acquisition, and your Chief helps you protect it.
"Someone signed up for a free consultation on my website." Your Chief sends an immediate confirmation, a questionnaire to understand their goals, and a pre-session prep note. New leads get a professional experience before they ever meet you.
"Write a week of Instagram content about my online program launch." Your Chief drafts posts, captions, and stories based on your voice and your niche. Stay consistent online without spending hours creating content after a full day of training.
From sign-up to a working chief of staff, no technical skills required.
Pick your plan. We immediately start building your dedicated, private server.
One hour on Zoom. We connect your tools: Mindbody, Acuity Scheduling, and Gmail directly. For coaching platforms like TrueCoach and TrainHeroic, your Chief works alongside them, handling the communication and follow-up layer. You just share your screen.
Within 48 hours, your Chief is live. Message it between sessions, from the gym floor, or in the car on the way home. The business side runs itself.
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One-time setup to build your Chief. Monthly subscription to keep it running, learning, and improving.
Month-to-month. No long-term contracts. Cancel anytime.
Mindbody manages your scheduling and we connect to it directly. TrueCoach and TrainHeroic host your programs. Your Chief works alongside all of them: sending check-ins, organizing your session notes, flagging at-risk clients, drafting content. We handle the communication and follow-up layer that your existing tools don't.
Your Chief runs on a dedicated private server. Your client data never touches another user's instance. Health and fitness information is treated with full privacy. You stay HIPAA-conscious and your clients' data stays private.
Perfectly suited for both. Online coaches love the check-in automation and program update features. In-person trainers love the scheduling management and session note logging. Many trainers run hybrid models and your Chief handles both without missing a beat.
We're building team plans for gym owners managing multiple trainers. Email us to get on the waitlist. Currently, the individual plan works best for solo trainers and owner-operators.
Yes. Your Chief can track client nutrition check-ins, log food diary updates, and draft personalized responses to nutrition questions. If you offer integrated fitness and nutrition coaching, it handles both sides of the client relationship.
Two things. First, less admin means you protect your energy for coaching, which improves results and retention. Second, many maxed-out trainers find that a Chief helps them launch a scalable online program or group coaching offer they never had time to build. It opens the ceiling on your income.
Your fitness business Chief of Staff is live within 48 hours. Spend your time transforming clients, not managing logistics.
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