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How to Add, Invite, and Onboard Your Clients in upcoach

Bring your clients into your coaching experience — quickly and confidently.

Written by Emre Atmaca
Updated over a month ago

This guide walks you through three easy ways to add and invite clients, and shares best practices to give them a smooth onboarding experience.

Key Takeaways

  • Add yourself as a client to preview the experience

  • Choose from 3 ways to add & invite: Email, Program Link, or Offer

  • Clients don’t see anything until you invite them

  • Offers are powerful for scalable onboarding (especially paid programs)

  • A short walkthrough or welcome video builds clarity and trust

1. Add Yourself First: See What They See

Adding yourself as a client is a quick way to test how your program looks from a client’s perspective. You'll catch small issues early and build with confidence.

Steps:

  • Go to Admin Panel > Clients

  • Click the ➕ plus button

  • Use a different email than your main upcoach login (e.g., your personal email)

  • Leave the program selection as “None”

  • Click Create Client

  • In the next step, choose whether to send the invitation email now or later

  • Open a different browser or incognito window and log in with your “client” email

  • You can also use the "Login as Client" feature anytime

Watch this quick demo to see the process in action!

2. Three Easy Ways to Add & Invite Clients

Option 1: Add Clients via Email (Single or Bulk)

  • Go to Admin Panel > Clients

  • Click the ➕ plus button

  • Enter one or more email addresses

  • Click Create Client

  • Choose whether to send invitations now or later

💡 Pro Tip:
When you create a client, they don’t get notified yet. You can prepare their program, add notes, assign tasks, and more — and send the invitation when you're ready.

What happens when you create vs. invite?

Create Only:

  • Client record is created, but they can't log in

  • You can:

    • View their CRM

    • Add them to a program

    • Assign smart docs

    • Add private notes

Invite:

  • Sends an email with login details

  • If already in a program, they get immediate access

  • They see their homepage, start receiving notifications, and can update their profile

Option 2: Program Invitation Links

Program invitation links let clients self-register directly into a program.

  • Go to Admin Panel > Programs

  • Choose a program

  • Click the three-dot menu (⋯) and select Member Management

  • Click Create Invitation Link

You can:

  • Set usage limits

  • Create multiple links (e.g., different channels, discount tiers)

  • Track who signed up from which link

💬 Share links anywhere — email, WhatsApp, Telegram, or even Twitter.
⚠️ Anyone with the link can join the program.

Option 3: Using Offers

Offers are great when you want clients to sign up (and optionally pay) before accessing your program.

🛠️ Note: To use Offers, connect your Stripe account first.

With Offers, you can:

  • Create free or paid offers

  • Enroll clients into one or more programs automatically

  • For 1-on-1 programs, upcoach duplicates your template per client

  • For group programs, clients are added to the same shared space

3. Best Practices for Client Onboarding

upcoach is designed to be intuitive, but a little guidance goes a long way.

✅ Give a Quick Walkthrough

Use your first call to show clients the important sections of their program — what to expect, where to find tasks, how to submit docs.

🎥 Record a Welcome Video

Many coaches create short welcome videos that walk clients through the essentials.

📺 Watch how David, our CEO, onboards his own clients:

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