Chat & Communication
Stay connected with your athletes through direct messaging and communication tools.
Chat & Communication 💬
Training is a relationship business. The connection you build extends beyond sessions—it's countless interactions that demonstrate your engagement, expertise, and genuine care.
Why integrated chat?
No more scattered texts, emails, Instagram DMs, and WhatsApp messages. Everything in one place, searchable, linked to each athlete's profile.
The Interface
Familiar messaging layout:
| Panel | What's There |
|---|---|
| Left | Conversation list, sorted by recent activity |
| Right | Message thread for selected conversation |
| Bottom | Compose area |
Finding Conversations
- Unread indicators — Never miss a message
- Search — Find conversations or search message content
- Filters — Show only unread, or specific athlete groups
Sending Messages
The Basics
- Type your message
- Hit send (or Enter)
- Delivered instantly
Athletes with notifications enabled get alerts on their devices.
Media Attachments
| Type | How |
|---|---|
| Images | Attach directly—appears inline |
| Videos/documents | Share links (YouTube, cloud storage) |
Use cases:
- Photo of modified exercise setup
- Screenshot of a resource
- Link to instructional video
Timing & Expectations
Chat is asynchronous. No expectation of immediate response.
But responsiveness matters. Athletes notice when you reply promptly vs. letting messages sit. Develop a consistent rhythm—check at reliable intervals.
Communication Strategies
Proactive Check-Ins
Don't wait for athletes to reach out.
| Situation | Quick Message |
|---|---|
| After a tough workout | "How did today's session feel?" |
| After a missed session | "Noticed you missed yesterday—everything OK?" |
| When progress shows | "Your squat numbers are climbing! Nice work." |
These small touches take minimal time but significantly impact how athletes perceive your engagement.
Session Follow-Ups
Extend your coaching impact after sessions:
Great session today! Key focus was [X].
For next time, keep working on [Y].
Let me know if any questions come up.Doesn't need to be long. Consistency matters more than length.
Handling Questions
| Question Type | Response Approach |
|---|---|
| Straightforward | Answer directly |
| Complex/medical | Acknowledge, suggest discussing in-person or consulting professional |
| Outside your scope | Redirect appropriately |
Set expectations: "I check messages twice daily" helps athletes understand response timing and prevents frustration.
Group Communication
Team Chat
Teams can have shared chat channels:
- You post announcements → everyone sees
- Members communicate with each other
- Builds community and peer support
Configure per team: open discussion or trainer-led only.
Broadcast Messages
Reach multiple athletes who aren't on a team together:
- Compose your message
- Select recipients
- Each gets it in their individual conversation with you
They see a personal message, not a group email.
Use for: Practice-wide announcements, schedule changes, new offerings.
Athletes can tell generic from personal. Reserve broadcasts for genuinely practice-wide info. Keep personal touches in individual conversations.
Managing Volume
As your client base grows, so does communication volume.
Set Expectations
| Expectation | How to Communicate |
|---|---|
| Response time | "I typically reply within 24 hours" |
| Communication hours | "I check messages 8-9 AM and 6-7 PM" |
| Emergency protocol | "For urgent issues, text/call this number" |
Prioritization
When messages pile up:
- Read through all first — Triage before responding
- Handle urgent items — Pain reports, upcoming session questions
- Batch routine responses — General check-ins can wait for your regular rhythm
Templates
For common situations, keep templates ready:
- Welcome message for new athletes
- Post-session follow-up structure
- Answers to FAQs
- Session reminder format
Customize quickly rather than composing from scratch each time.
Communication as Coaching
Every message is an opportunity.
| Situation | Coaching Opportunity |
|---|---|
| Athlete asks question | Teach the reasoning, not just the answer |
| Athlete shares struggle | Acknowledge, normalize, encourage |
| Athlete celebrates win | Amplify, recognize effort, reinforce behavior |
The compound effect
The aggregate impact of countless small interactions shapes athlete experience far more than any single grand gesture. Every message matters.
Professional Boundaries
What Chat Provides
- Dedicated professional channel
- Your personal number stays private
- All communication logged and searchable
- Clear context (coaching relationship)
Setting Limits
| Boundary | How to Enforce |
|---|---|
| Response timing | Communicate your rhythm, stick to it |
| Scope | Redirect out-of-scope questions |
| Urgency | Establish protocols for true emergencies |