Add & invite a client

Adding a client creates their record and hands you an invite to send. Once they accept, they set a password, fill in a short intake, and land on your roster as active. The whole thing takes about a minute.

Before you begin

Their name and email. That’s all you need. A phone number is optional.
How you coach them — online, hybrid, or in person. You’ll pick one as you add them.

Steps

1. Open the add-client form

Choose the + button at the top of your client list. You can also open the command palette (⌘K / Ctrl+K) and choose New client.

2. Fill in their details

Enter their Name and Email, add a Phone if you have it, and choose a Coaching type (Online, Hybrid, or In person). If you keep more than one intake form, pick the one they should answer under Intake form — it starts on your default.

Two more choices, both optional:

Plan — pick one of your recurring offerings and the client goes straight on to set up payment for it after choosing their password. It starts on No plan. It appears once your Stripe setup is finished and you have a recurring offering.
Email the invite now — on by default. Untick it to add the client now and send the invite later, for example while you move your whole roster across before anyone should hear from Stem.

Choose Add client.

3. Send their invite

If you left Email the invite now on, Stem has already emailed them. The success screen says so, and gives you:

Copy invite link — copies their invite link, the same one the email carries, so you can drop it into your own message, DM, or wherever you already talk to them.
Email it again — if the first email doesn’t arrive.

If you unticked it, the screen says the invite hasn’t been sent. Choose Send invite when you’re ready, here or later. Until then the client shows Invite not sent in your client list, on the Clients page and on their Summary, and Send invite is in their row’s ⋯ menu. Nothing reaches them until you send it.

When you’re done, Go to [name]‘s dashboard takes you straight to their record.

4. What your client does

Opening the link, the client sets a password — and at that moment their status flips from Invited to Active. If you chose a plan, the invite named it, and they go straight on to pay for it with Stripe. They then answer your short intake form in the app, and their answers appear on their Intake tab.

5. Chase a pending invite

Until a client accepts, they show as Invited, and their Summary tab carries an Invite pending banner with when the link expires. From the banner:

Resend invite email emails them their current link again. If it has lapsed, the banner reads Invite expired, and resending sends a fresh link instead.
Copy invite link copies that same current link, and keeps it working for seven days from now. Copying it twice gives you the same link, and the one in their email keeps working.
Revoke link is for a link that went to the wrong person or the wrong chat. Every link already sent to them stops working, the one in their invite email and any you copied, and Stem shows you a new link to give them yourself. Nothing is emailed, so send them the new one.

You’ll find Resend invite and Revoke invite link… in their row’s ⋯ menu too.

What you’ll be able to do

Add a client in under a minute, on a plan if you like
Add clients now and send their invites later
Send their invite by email, or copy the link to send yourself
See who hasn’t accepted yet, and resend their invite
Revoke an invite link that went to the wrong place, and hand over a new one