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DH · How-to guide

How to use the Coach Portal

Click here, do this, done. Green boxes = the system does it for you.

1 · Pre-assessment 2 · Review 3 · Assess 4 · Client file 5 · Check-ins 6 · Advice 7 · Handover 8 · Physio
1

The pre-assessment sends itself

Nothing to do
(almost)
Automatic
When a client books an assessment, they automatically receive the pre-assessment link. You send nothing, chase nothing.
!
Only exception — a walk-in who hasn't filled it in (rare): portal home → tap Copy pre-assessment link → send it to them.
Copy pre-assessment link button on the portal home
Submitted = filed
Client file created · 17 symptom clusters scored · appears under “To review”
2

Review before the session

Before assessment
day · ~10 min
1
Tap Assessments on the portal home — the badge counts new submissions.
Assessments tile with new badge
2
Open anyone marked “To review”.
A to-review row in the assessments list
3
Scan the clusters. Red = dig here. Tap a cluster to see the answers behind the score.
A Prioritise cluster card
Leave with a hypothesis: what you'd coach first, second — and what you'd leave for now.
3

Run the in-person assessment

During the
assessment hour
1
Tap Start in-person assessment — from the Assessments page or the client's file.
Start in-person assessment tile
2
The client is pre-selected. Fill sections 1–6 as you go: scan, movement screens, Cooper, verdict, package.
Coach form with client preselected
Submit once. Done.
Use the same email as their pre-assessment — that's what links the records.
Automatic
On submit: client → Active and assigned · records linked · pre-assessment Reviewed · email to the coach with Dan & Jen in copy.
4

Open a client's file

Any time — it's the
source of truth
1
My clients → tap a name. Tabs filter: leads, yours, everyone.
Client list rows
2
Top of the file = this week. Trends and flags first; recommendations and both assessments below.
Weekly trend cards on the client file
3
Fix things at the bottom: Manage client. Assign or change the coach, pause, or archive — no Airtable needed. Archive hides, never deletes.
Manage client panel
Covering for a colleague? Read the file top to bottom — you'll coach like you've known them for months.
5

Weekly check-ins

Before every
session · ~2 min
Automatic
Clients receive their check-in email every week — you send nothing. Submissions land on their file flagged NEW, and mark themselves Reviewed once you've looked.
1
Before each session, open their file. The newest week is expanded — open with their win.
The client's biggest win of the week
Adjust from data, not memory
Watch for: 2 weeks of poor sleep · sliding compliance · rising waking HR
6

Log advice as a recommendation

Whenever you give
advice · 30 sec
1
Client file → + Add recommendation.
Add recommendation button
2
Category, advice, save. Nutrition, lifestyle or supplement — written the way you said it.
Add recommendation form
If it isn't on the file, the team can't back you up. Mark it Completed when the habit sticks.
7

Handover before leave

Before holidays
or absence
1
Coach handover → New handover.
New handover button
Fill the squad sheet
Dates · who covers · a line per client. Tell your clients, tick “clients informed”.
Automatic
Handovers stay visible until a week after you're back, then hide themselves.
8

Physio hub

Physio-capable
coaches
1
Physio → Add new patient. Physio patients stay separate from coaching clients.
Add new physio patient tile
Run a pathology assessment
Ankle & knee live · more on the way
Never your job

The system handles all of this

DO IT FOR YOU.
DH Coach Portal · How-to guide · v2