The Coach Dashboard provides a real-time overview of your club members, active plans, pending requests, and shared member progress.
Unlimited Members Rule: Every Coach Club supports unlimited members as a core product principle. Multiple Clubs are designed for organizing distinct coaching groups, programs, or communities (e.g. Nutrition Club vs Fitness Club), NOT for increasing member limits.
Club Join Links, QR Codes & Approvals
Onboarding new members is private and controlled:
Club Join Link & QR Code: Share your unique Club Link or download the high-resolution QR code for posters or social messaging.
Pending Join Requests: When a prospective member opens your link, they submit a join request. They immediately appear in your Pending Requests queue.
Approval / Rejection: Approving a member activates their membership and automatically delivers your Club plan. Rejecting stops the request without granting access.
Roster Privacy: Prospective or pending members cannot view club rosters or member counts.
Coach Item Library
Each Coach has their own reusable Item Library to create and manage custom tracking items tailored to their unique coaching methodology.
Coach-Owned Catalog: Items are created and owned by you, not predefined Let It Track-wide recommendations. You have complete flexibility over names, units, daily targets, and instructions.
Generic Tracking Categories: Items can cover Nutrition, Hydration, Meals, Supplements, Fitness & Activity, Habits, Sleep, Weight, or Custom tracking goals.
Multi-Club Reusability: If you own multiple Clubs (e.g. Running Club and Nutrition Club), your master Item Library is available across all your Clubs without needing to recreate items.
Management & Organization: Items can be edited, duplicated for quick variations, searched by keyword, filtered by category, and archived.
Safe Archiving Semantics: Archiving an item deactivates it for future plans but never deletes historical member tracking entries, photos, or existing assigned plans.
Cross-Coach Isolation: Your library is strictly private. Coach A cannot access or view Coach B's library items.
Member Privacy Isolation: Enrolled members never see your entire Item Library. Members only receive items explicitly assigned in their effective Club Plan.
Product Hierarchy & Data Flow:
My Item Library (Coach master catalog)
↓
Club Plan (Selected items & substitution rules)
↓
Member (Assigned effective tracking items)
↓
Individual Override (Member-specific customizations)
Plans, Rules & Substitutions
Coaches build structured plans for their clubs by assembling items from their Item Library and setting substitution rules.
Select from My Item Library: In the Plan Builder, tap + Add from Library to select any reusable items from your master catalog.
Quick Create New Item: You can also tap + Create New Item directly inside the Plan Builder. The new item is simultaneously saved to your Item Library for future reuse and attached to your current Plan.
Plan Rules: Configure items as Required, Optional, or Skip on designated days.
Replace / Substitution: Define item substitutions (e.g. Skip Breakfast → Replace with Herbal Shake). The member receives a clean effective plan without duplicate or confusing prompts.
Individual Member Customization
Coaches can customize or override plan items for a specific individual member without modifying the base Club plan. In the member details view, tap Customize Plan to add member-specific targets or supplements (e.g. specialized vitamins or adjusted protein targets). Individual overrides remain private to that specific member and never appear for other members.
Viewing Progress & Privacy Controls
The Coach Portal displays synchronized daily summaries for active members.
Member-Controlled Privacy: Members choose which categories (Water, Meals, Supplements, Sleep, Weight) are shared with each club. If a member disables sharing for a category, that category is omitted from the Coach view.
Member Removal & Data Preservation
A Coach can remove/revoke a member from their Club at any time:
The member's status changes to inactive.
The Coach can no longer view the member's tracking data.
The Coach plan is revoked on the member's device.
The member automatically returns to their Personal Starter Plan if no other active Club exists.
The member's local tracking history, photos, and personal data are 100% preserved.
Multi-Role Isolation & Password Recovery
Coach + Member Role: A person can be a Coach of their own Club and simultaneously a Member of another Coach's Club. Both roles are completely isolated in separate sessions.
Forgot Password: If you forget your password, use the Forgot Password link on the login screen to receive a secure, cryptographically random single-use reset token sent to your registered email.
