Manage your roster
Your roster is the client list on the left and the dashboard behind it. Together they tell you who to focus on today. This guide covers finding clients, reading the signals, moving a client through their lifecycle, and what each move does to their billing.
Before you begin
Section titled “Before you begin”- A few clients on your roster — the signals and lists come alive once you’re coaching a handful of people.
1. Find a client
Section titled “1. Find a client”The client list stays open on the left. From the top you can search by name or email, filter by status, and sort by name or by who needs attention first. Archived clients aren’t in this list; they’re under the Archived filter on the Clients page.
To compare everyone at once, open Clients in the top bar. It’s one row per client: their program and week, the last seven days of training and of nutrition logging (a filled square for each day), their last session and check-in, their weight and how it has moved in four weeks, the last message and who sent it, and what they pay. A figure that needs your attention is coloured.
- It opens on your Active clients, A to Z. The filters above the table show Paused, Invited, Inactive, Archived or All.
- Click any column heading to sort by it; the first click puts whoever needs you at the top, and a second click reverses it. Stem remembers your sort.
- Click a figure to open the screen it comes from: training opens their Training tab, weight opens Progress, the last message opens the conversation. Click a name to open their Summary.
- Right-click a row, or use its ⋯, for the same actions as the client list, including Resend invite and Revoke invite link… for a client who hasn’t accepted yet. Click someone’s initials to select them, then Send message or Assign program to everyone selected.
2. Read the signals
Section titled “2. Read the signals”Two ambient signals let you scan the whole roster at a glance. A small legend names whichever ones are currently in play.
| Signal | Looks like | Means |
|---|---|---|
| Needs attention | amber dot beside a name | something to look at — hover to see why |
| Urgent | red dot beside a name | time-sensitive, e.g. a payment past due |
| Unread | blue pill on the right of a row | unread messages in that conversation |
3. Know the statuses
Section titled “3. Know the statuses”Each client sits at a stage in their lifecycle. You can filter the list by any status except Archived. If a client pays you through Stem, their plan follows their status.
| Status | What it means | If they pay through Stem |
|---|---|---|
| Invited | added, but hasn’t accepted their invite yet | — |
| Active | the coaching relationship is live | charged as normal |
| Paused | a temporary hold — the row shows when they’re due to resume | not charged while paused |
| Inactive | lapsed, with no return expected — your renewal / win-back list | cancels at the end of the billing period |
| Archived | off your roster | cancels at the end of the billing period |
4. Change a client’s status
Section titled “4. Change a client’s status”Open the client and go to their Summary. The Lifecycle card shows where they stand, the moves available from there, and a Journey of every status change so far.
| They’re currently | You can |
|---|---|
| Active | Pause, Mark inactive, or Archive |
| Paused | Resume, Change resume date, Mark inactive, or Archive |
| Inactive | Reactivate or Archive |
| Invited | Mark inactive or Archive |
- Pause asks for the date they’re due back, which has to be in the future. A pause isn’t churn: they stay on your roster and keep building tenure.
- Mark inactive moves them to your renewal list, and counts as churn.
- Archive asks you to confirm, then takes them off your roster. Their data is kept, but they can no longer sign in to the app.
5. Know what it does to their billing
Section titled “5. Know what it does to their billing”If a client pays you through Stem, their plan follows their status automatically. There’s nothing to do in Stripe.
| Move them to | Their plan |
|---|---|
| Paused | Suspended. They aren’t charged while they’re paused. |
| Inactive or Archived | Cancels at the end of the current billing period. |
| Active | Collects again. This lifts a pause, and withdraws a cancellation that hasn’t taken effect yet. |
Two parts of this work the way they do on purpose:
- Nothing restarts billing on the resume date. A paused client stays paused, and unbilled, until you choose Resume — so you’re never charging for coaching you aren’t delivering. If their resume date passes, the Lifecycle card points it out.
- Cancelling isn’t immediate. Marking a client inactive or archiving them lets the period they’ve already paid for run out. Until it does you can change your mind: Reactivate them and the cancellation is withdrawn. Once the period has ended the plan is over, and billing them again means putting them on a plan again from their Billing card.
The Lifecycle card spells out where their money stands in a billing line — for example suspended since 3 Sep, or their price followed by cancels 30 Sep. Clients who don’t pay you through Stem aren’t affected: changing their status changes only their status.
A plan that stopped after a failed payment doesn’t follow their status: moving them back to Active won’t restart it, and the Lifecycle card says so. Send them a new payment link from their Billing card instead.
6. Bring back an archived client
Section titled “6. Bring back an archived client”Open Clients from the top bar and choose the Archived filter to see everyone you’ve archived, when, and the status they held at the time. Choose Restore and they come back to your roster as Inactive.
Restoring doesn’t restart billing. To coach them again, Reactivate them from their Lifecycle card — and if their plan has already ended, put them on a plan again from their Billing card.
7. Work the dashboard
Section titled “7. Work the dashboard”Your dashboard turns the roster into a to-do list. Its Today card lists what needs you, from Payments to sort and Unread messages to Gone quiet and Invites to chase, and names the clients in each, with a button that opens the screen where you deal with it. See Read your dashboard.
8. Keep details current
Section titled “8. Keep details current”Open a client’s Summary and choose Edit on Details to update their name, phone, coaching type, or notes (your notes are private — the client never sees them). If they haven’t accepted their invite yet, the invite banner at the top of Summary is where you resend it, copy their link, or revoke it (Add & invite a client covers each).
Birthday is optional: add it here, or your client can add it in their app’s Profile. Details shows it with their age, and on the day before and the day itself your dashboard’s Today lists them under Birthdays, with a button to message them.
Nickname is optional too: the name they go by, if it isn’t their first name (Josh for a Joshua). A message’s first-name placeholder uses it, and searching your client list or the command palette finds them by it — typing “bob” finds Robert.
What you’ll be able to do
Section titled “What you’ll be able to do”- Search, filter, and sort to find any client fast
- Read the attention and unread signals at a glance
- Pause, resume, mark inactive, archive, and restore clients
- Know what each status change does to a client’s billing
- Use the dashboard to triage your day
- Keep client details up to date