Add New Users

New accounts are created from the Users screen with + Add User. Choose the Role first — the form adjusts to fit (client accounts include coach assignment and contact details; staff accounts are simpler). A few fields worth knowing:

• Email is optional for clients — some clients may not have one.
• Notification Preference — None, Email, or SMS.

What happens next depends on whether you set a password, so follow the guidance for the kind of account you’re creating.

Creating staff (Coach, Volunteer, Org Admin)

Always set a password when creating a staff account. The account becomes Active immediately and the person can log in right away with the password you set. Share it with them directly — by phone or in person — and have them change it after their first login (User Settings → Password).

Don’t skip the password

Creating a staff account without a password currently leaves it in a pending state that can’t be completed from the Users screen — you’d need to delete and re-create the account. An email invitation flow for staff is planned but not available yet.

If a staff member is ever locked out later, use Set Temp Password.

Creating clients

Prefer coach mode for new clients

Client accounts are best created in coach mode with Create New Client — it assigns the client to the coach’s working context and flows directly into intake. Use the Users screen’s + Add User for clients only when that’s not practical.

Client accounts are normally created without a password and start with status Created. That’s the expected end state for now: the account holds the client’s record, and staff work with it on the client’s behalf.

The full client lifecycle the platform supports:

1. Created — the account is added via + Add User (no password).
2. Invited — when a client enrolls in a program that includes client login, their coach sends an invitation; the client receives an invitation code.
3. Active — the client accepts the invitation and sets their own password.
4. Inactive — when a client leaves, their account is disabled.

Steps 2–3 (Invite User in the row’s ⋮ menu, and Set to Active to skip the invitation) apply once client-facing program supports are in use; most organizations currently move accounts straight from step 1 to step 4.

Self-serve sign-ups

Clients who sign themselves up appear with status Self Serve and wait for your review. Invite User and Set to Active work for these accounts too.

When someone leaves

Open ⋮ → Edit User and disable the account — its status becomes Inactive and the person can no longer log in. Prefer this over Delete whenever the account has history you may need to keep.