Client Onboarding Portal
A concrete project with a clear subject and real-world context.
Why we built it
When we started taking on remote coaching clients, the first week was always the messiest part. New members filled in a paper form at the studio, then we emailed a PDF with their workout plan, and somewhere in between the kettlebell weights and the session times got lost. The onboarding portal was built to fix that specific gap: one place where a client lands after paying, answers the fitness screening questions, and sees their first week of sessions laid out before they even leave the page.
The portal is not a full app. It is a focused flow that covers three things: a short health and experience questionnaire, a video library of the movements they will actually use, and a seven-day schedule that adapts based on how many sessions they can realistically fit in. We tested it with a small group of existing clients first, and the feedback shaped most of the final decisions.
What changed
The clearest win was time. Before the portal, a new client needed about two emails and a phone call before their first session felt real. Now the whole thing happens in one sitting, and the coach gets a clean summary of the answers instead of a scanned form. The video library also cut down on the same three questions being asked every week — people watch the swing demo once and then just get on with it.
We also learned what not to do. The first version asked for too much detail up front, and people dropped off halfway through. The current flow keeps the screening to eight questions and lets clients add more context later if they want to. That single change lifted the completion rate from about half to nearly all new sign-ups.