Product Help Centre

Home opens with the ranked list of who needs you and why. Every flag names its evidence — a quote, an amount, a number of days — so you can argue with it.

The counter strip on Clients is a set of saved filters: check-ins waiting, gone quiet, payments failing, ending soon, starting. Click a counter to open the list it counts.

The search bar on Clients matches name or email across your whole book, and the search stays in the address bar — bookmark it or send it to an assistant.

Training templates, meal plans and client history import from the capture files. Retired templates are flagged rather than dropped, duplicate recipes are folded together, and anything the importer could not read is reported, never guessed.

Use “+ Add client” on Clients. Only a first name is required; the email is how the client will sign in to the client app, and a start date left empty means today.

Saving opens the new profile. An email already in your book is refused, so you cannot create the same person twice. For the business owner, “Email them an invitation to the client app” is ticked by default and invites them as you add them.

A profile has seven tabs: Overview, Goals, Meals, Training, Payment, Communications and Info. The header shows status, start and end dates, and whether the client has accepted their client-app invitation.

Edits you make inline wait behind “Save (n)” until you save them, so you can change several things at once. The right-hand rail holds quick actions, pinned notes and your reminders.

Check-ins appear on the profile's Overview with their answers and weigh-ins. Press “Mark as reviewed” once you have read one; “Show photos” opens the progress photos sent with it.

The progress graph plots every check-in, one axis per unit. Set a goal with a target date under Goals and it is pinned on the chart.

Plans added to a client start as drafts — the client sees nothing until you publish. Tick the drafts you are ready to release and press “Save & Publish”, or use “Send to client” on a single draft.

Editing a template in the Toolbox never changes plans already assigned from it; each client keeps their own copy.

“Edit” in the profile's quick actions opens the full record — details, goal, membership, training and nutrition — with one “Save changes” at the foot.

Clients sign in at client.phorm.fitness with a one-time link sent to their email — there is no password to forget. From there they fill in forms, keep their food diary, see their meal plan and recipes, and view their payments.

The “Portal” line on a profile reads “Accepted” once the client has signed in. For a client with an email and no access yet, the business owner can press “Send invite” on that line.

On the Communications tab, “Upload file” attaches a document to the client's record. Tick “Visible to the client” to share it with them; leave it unticked to keep it for your team.

Toolbox › Training templates › “+ Training template”. Add sessions, then exercises and set groups inside them, or “Insert block” to drop in a saved exercise block.

From the template's Assign bar, pick clients and “Create draft” — each gets a draft plan to review and publish from their profile.

Exercises is a shared catalogue. Make it yours with “Favourite”, “Hide from my catalogue” and “Your cues” — your cues are what your clients read. Switch views between All, My exercises, Favourites and Hidden.

Save a run of exercises you use often as an exercise block, and insert it into any template.

Build a plan straight on the client's Meals tab with “Add plan”, or start from a template. Set the day's targets and meal shares, pick recipes, then “Save plan”, “Save & publish”, or “Save as template” to reuse it.

The client's food diary sits on the same tab. It is read-only for you and fills in as they log from the client app.

Write your own recipes with “New recipe”, and group them into recipe books to hand a client a whole collection. If a food is missing from Ingredients, add it with “+ Custom food”.

Toolbox › Forms › “New form”. Save drafts as you go; “Publish” freezes that version, so answers always match the questions that were asked.

Onboarding, check-in and health-assessment forms reach clients in the client app. Web capture forms get a public address you can share. “Archive form” cannot be undone.

Products describe what you sell — one-to-one, lite or bootcamp. Tags are your own labels for clients; manage the list under Toolbox › Tags and add them from a profile's header.

Every enquiry keeps its original wording, its source and its attribution. The pipeline runs new → contacted → in dialogue → first meeting → offer sent → won, with on-hold and lost to the side.

On a lead, log each call, message, meeting or note as a touch, and use “Move” to change stage. Moving a lead to lost asks why.

On the lead's page, “Convert to client” asks for a start date and, optionally, a monthly price. Their name, goal and notes carry over to the new client profile; the deal talk stays on the lead. If the lead has an email, the business owner can also invite them to the client app in the same step.

Groups gather clients for a challenge, a team or an intake. Create one, add active or starting clients from “Add a member…”, and use “Open thread” to message the whole group in Messenger.

Opening a thread marks it read. Messages live on the client record for your team; the client app does not show them yet.

“Message” in a profile's quick actions opens that client's thread; it shows only for clients who have one, because a new conversation cannot be started yet.

Flags lists everything open across your book, most serious first, each linked to its client. There is nothing to dismiss: the book is checked again every night.

Notifications shows the latest sixty events — check-ins, payments, leads, messages and flags — in the order they happened.

Phorm never holds your money. Rails settle your share directly to your own account, and the platform's commission is taken on each charge where the money moves — your arrangement is shown under Payment settings.

Billing for a sterling book runs in external mode — recorded here, collected by you.

Under Payment settings, the owner chooses where the payout account is held. For South Africa, pick your bank, enter the account number and holder name, and “Connect Paystack”.

An account held in another country is kept on file, encrypted, for a future international route. Nothing is paid into it yet.

Open a client's Payment tab and “Edit subscription”: price per cycle, billing cycle, period end and status. Paystack charges begin only once the client's card is on file.

Payment history is written by the payment rail. It cannot be entered by hand, so what you see is what actually moved.

The owner invites people from Settings › Team with an email and a role: a coach sees the whole book, an assistant only the clients assigned to them, and an owner also runs billing and the team.

The invitation link is shown once, so copy it before you leave the page. Invitations not yet accepted can be revoked.

Change your own password under Settings › Account. An owner can also make a reset link for someone on the team and pass it on to them.

Forgotten yours? Use “Forgotten it?” on the sign-in page.