Assigning clients to trainers
Build each trainer’s roster, let trainers add their own clients, and end an assignment when someone stops training.
A PT assignment is the link between a client and a trainer. It's what puts a client on a trainer's roster, and it's what decides whose goals, measurements and session notes that trainer can see.
Who sees whose clients
This is the rule everything else follows:
- A manager or owner sees every active assignment in the studio.
- Anyone else sees only their own clients.
That's enforced on the server, not just hidden in the interface — a trainer can't get at another trainer's client data by poking around.
Assigning from the staff dashboard
- Go to Personal Training and open the Assignments tab.
- Add an assignment, choosing the Client and the Trainer.
- Add Notes if there's something worth recording about the arrangement.
The assignment starts as Active.
This is the only place you can assign a client to somebody else. Trainers can add clients to their own roster from the PT app, but they can't assign one to a colleague.
Trainers adding their own clients
In the PT app at pt.telosgym.com, a trainer opens Roster and taps Add client.
They can search by name or member number, and clients already on their roster are filtered out. Picking one puts that client on their own roster immediately.
Two useful details:
- A trainer doesn't need the Clients access area to do this. The search deliberately returns names and member numbers only — enough to find the right person, nothing more.
- It works the same for a studio-employed PT and for an individual trainer running their own account, because the assignment always defaults to whoever is logged in.
Ending an assignment
When someone stops training with a trainer, end the assignment rather than deleting it. An ended assignment drops off the roster but keeps the history — the goals, measurements and session notes stay attached to the client.
Ending an assignment is a staff dashboard job. It can't be done from the PT app.
💡 If a client moves from one trainer to another, end the old assignment and create a new one. Don't edit the existing one — you'd lose the record of who was training them and when.
What an assignment unlocks
Once a client is on a trainer's roster, that trainer can:
- see the client's contact details and read-only biometric profile,
- set and track goals,
- log measurements and session notes,
- sell and draw down session packages,
- view the client's programmes and diet plan,
- record caliper tests,
- and message them, subject to the checks in Messaging your PT clients.