Client Onboarding Portal

The Client Onboarding Portal is a structured intake system we built to replace the scattered sign-up process that used to slow down new athletes. Before this, a prospective client would fill a generic form, wait for a phone call, then answer the same questions again during the first session. That friction created gaps in the information we needed to design a safe and effective training block.

The portal now collects the data that actually matters for programming decisions: training age, injury history, current sport and season, weekly availability, and any movement restrictions the athlete already knows about. Each field maps directly to a section of our initial movement assessment, so the coach walks into the first session with a working hypothesis instead of a blank sheet.

We also added a document upload step for medical clearances and prior physiotherapy reports. This keeps the consent and screening paperwork in one place, which matters for liability and for continuity when an athlete trains across multiple blocks or returns after a break.

What the portal changes in practice

The main shift is timing. Athletes complete the intake at home, at their own pace, before they ever step into the facility. That means the first face-to-face session is spent on movement screening and barbell technique, not on administrative back-and-forth. For the coaching team, the portal produces a consistent pre-session brief that highlights red flags and priority areas for each individual.

It also reduced the number of missed appointments. Because the portal includes a clear confirmation step and a reminder sequence, athletes are less likely to forget their assessment slot. The data stays in the athlete's profile, so when they move from a general fitness block to a sport-specific conditioning phase, the coach can reference the original screening without asking the same questions again.

• Training age and sport history captured before the first session
• Injury history and movement restrictions flagged for the assessment
• Medical clearance uploads stored in the athlete profile
• Reminder sequence reduces no-shows for initial assessments
• Coach receives a structured pre-session brief for every new client

The portal is not a replacement for the assessment itself. It is a front-end filter that makes the assessment more targeted. For a cricketer with a history of hamstring strains, the coach knows to prioritise posterior chain testing and eccentric loading progressions. For a badminton player with shoulder issues, the screening starts with thoracic and scapular control. The portal gives each session a direction before the warm-up begins.