CoachVana in Claude and ChatGPT

Connect CoachVana to Claude or ChatGPT and talk to your coaching business: ask who needs you, read a client's weeks, draft replies, build programs, and prepare messages and changes. Anything a client, member or prospect would see is shown to you first and happens only after you say yes.

Connect it

Claude (web, desktop and mobile): open Settings, then Connectors, and add a custom connector with this address: https://www.coachvana.com/mcp. Sign in to CoachVana when asked and choose Allow.

ChatGPT: open Settings, then Apps and connectors, and add CoachVana with this address: https://www.coachvana.com/mcp/gpt. Sign in to CoachVana when asked and choose Allow. Everything works there except plan offers, which ChatGPT's rules keep to Claude.

Connecting works for coach accounts. The sign-in page shows which assistant is asking and where it sends you back to; only continue if that is Claude or ChatGPT, or a tool you started yourself.

What it can do

Read your clients, programs, check-ins, calendar, messages and business numbers, as you see them in CoachVana.
Prepare messages, replies and changes for your clients. Nothing a client will see is sent until you say yes.
Save private things only you see, like notes, tags and drafts.
Delete or archive things, and set your own plans and prices, each only after you say yes to a preview.
Look at progress photos and form-check videos of clients who said yes to sharing with AI, and read files you attach.

Keep approvals on.Sending, assigning, posting, booking, deleting and price changes happen through a preview you read first, then a separate step the assistant asks your approval for. Leave your assistant's approval prompts on for CoachVana so that step always waits for you. A preview expires after 15 minutes and is used once.

What it never gets

Data from a client's watch, ring, scale or health app.
What a client logs, unless that client has said yes in their own app.
Refunds, payouts or deleting your account. A client pays only by agreeing at checkout themselves.
Your password. You can disconnect it anytime in Settings.

Clients choose once in their own app whether an assistant their coach connects may read what they log. Until they say yes, the assistant sees their name, their status and what you wrote for them, never what they logged or wrote. Watch, ring, scale and health app data is never sent, whatever anyone chooses. Words a client wrote reach the assistant marked as their words, never as instructions.

Try asking

“Who needs me today?”
“Summarize Ada's last four weeks.”
“Draft replies to the check-ins waiting, in one preview.”
“Build a 3-day upper/lower for Sam and assign it from Monday.”
“Set Maya to 2,100 kcal on training days and 1,800 on rest days.”
“Message everyone who missed a workout this week.”
“What did I make last month?”
“Put Jo on a vacation hold until the 20th.”
“Here is my old program as a PDF: import it as a draft.”
“Show me Ada's last three progress photos side by side.”
“Add a 10-session package at $450.”
“Archive Sam: she moved away.”

Ready-made jobs, in Claude's prompt menu and as ChatGPT starters:

Monday review. Start the week: what needs you today, check-ins waiting, quiet clients, and drafted replies.
Review my check-ins. Read every waiting check-in and prepare replies for all of them in one preview.
Build a program for a client. Design a training program for one client, save it as a template, and preview assigning it.
Who is slipping and what do I say. Find clients drifting away and draft a message for each.
Month in numbers. Revenue, clients gained and lost, retention and adherence for the month.
Turn my leads into calls. Work the lead list: who to contact, what to say, and invites or reminders to prepare.

Every tool

Today, search and activity

What needs you today coachvana_get_todayReturns the coach's Today briefing from CoachVana, in priority order: check-ins waiting for review, clients who wrote last and are waiting on a reply, leads untouched for three days, clients at risk, programs ending within a week, free-group members ready for coaching, failed payments and plans ending, monthly reports waiting for a note, and setup blockers. A source that could not be read is listed under `failed_sources` and is never shown as an all-clear. Device data is never included.
Search CoachVana coachvana_search_workspaceSearches the coach's whole CoachVana workspace by name or title: clients, programs, meal plans, forms, leads, groups and more, the same search as the app's command bar. Returns each match with its kind and id, best matches first. Use the id with the matching get tool.
Recent client activity coachvana_get_activityReturns the coach's activity feed, newest first: finished workouts (with how it felt and the client's note), personal records, badges and submitted check-ins. Watch or ring cardio is never included. Optionally one client, and only some kinds. A client who has not allowed AI sharing shows badges and check-in arrivals only.
Coaching analytics coachvana_get_analyticsReturns the coach's analytics page numbers: habit adherence now and its change, the weekly adherence trend, sessions completed per week over 12 weeks, retention (active, ended, retention rate, average tenure), monthly recurring revenue and revenue by plan, and where leads came from. Figures are the coach's own business, never CoachVana's prices.
A client's week coachvana_get_week_recapSummarizes one client's last seven days from what they typed into CoachVana: workouts finished against the plan, personal records, typed weigh-ins (never smart-scale readings), habits ticked by hand, and the check-in. Needs the client's own yes to share their logs with AI assistants; without it, says so.

Clients, holds, goals and reports

List clients coachvana_list_clientsLists the coach's clients with their status, health (on-track, needs-check-in, at-risk) and the reasons behind it, adherence, current program, streak, last check-in and tags. Filters: status (current = active and paused, the default), a segment (at_risk, needs_check_in, on_track, check_in_due, needs_programming, on_hold), a tag, or part of a name. Deleted accounts are left out, and so is the practice client (a made-up client for trying CoachVana, never billed or counted) unless include_practice is true. Each row's client_ref is what other CoachVana tools take.
Client overview coachvana_get_clientReturns one client's overview: status, health and the reasons for it, adherence and its window, streak, current program and week, how they pay (billing arrangement and monthly amount), tags, an open hold, the last check-in, and, for an archived client, why they were archived. Says whether the client shares their logs with AI assistants, and whether this is the practice client (made up for trying CoachVana).
Coach notes on a client coachvana_list_client_notesLists the private notes the coach has written about one client, pinned first then newest. Clients never see these notes.
Client tags coachvana_list_tagsLists the tags the coach uses to group clients, by name. Use a tag name with list_clients to filter.
Clients on hold coachvana_list_holdsLists the clients on a vacation or injury hold now, with the reason and the first day back. For one client, also their past holds.
Client invites not yet accepted coachvana_list_invitesLists the client invites the coach sent that nobody has accepted yet: the name and email each carries, its join code and link, when it was sent and when it expires. Open ones by default, or expired ones, or both. Each row's invite_id is what coachvana_preview_delete takes to withdraw it. Team invites of a gym or company are in coachvana_list_org_team.
A client's goals coachvana_get_client_goalsReturns one client's goals (body weight, a lift, a habit streak or their own number) with the target, the date if any, and progress. Weight progress uses only weigh-ins the client typed, never a smart scale's, and a habit a phone ticks by itself shows no progress here. Needs the client's yes to share their logs with AI assistants.
Monthly progress reports coachvana_list_progress_reportsLists monthly progress reports: drafts waiting for the coach's note (they send themselves on the 4th) and sent ones, with sessions done against the plan, records, check-ins, held days, goals and the coach's note. Weight and habit figures are left out because they can include smart-scale and phone readings. Only reports of clients who share their logs with AI assistants are visible.
Retention and why clients leave coachvana_get_retentionReturns the coach's retention numbers: why clients were archived (the coach's reasons), the share still coaching 1 to 12 months after starting, average lifetime, revenue per client, and the monthly revenue at risk (failed payments, plans ending, leave requests, holds) with the clients behind it. Clients' own leaving words are not included.
Add a private note coachvana_add_client_noteSaves a private note on one client. Only the coach (and their org's admins) can read it; the client never sees it. Nothing is sent to anybody.
Tag clients coachvana_tag_clientsAdds a tag (made if it does not exist yet) to one or more clients. Tags are the coach's own labels; clients never see them. Tagging a client who already has it changes nothing.
Remove a tag from a client coachvana_untag_clientTakes one of the coach's tags off one client. The tag itself stays and can be added back any time; clients never see tags.
Update a client's birthday coachvana_update_client_detailsSets the birthday the coach keeps for one client (used by birthday automations). It is a coach-side detail; nothing is sent. Other details, like a client's name or email, are the client's own and cannot be changed here.
Preview pausing or resuming a client coachvana_preview_client_statusPrepares pausing an active client or resuming a paused one. Archiving and restoring are coachvana_preview_client_archive and coachvana_preview_client_restore. Nothing changes until coachvana_apply_client_changes runs with the returned action_id.
Preview a vacation or injury hold coachvana_preview_client_holdPrepares a hold for one active client until a date (vacation, injury or other): nothing is due while it lasts, their streak is held, and by default their plan's billing pauses too. Also changes an open hold's end date or ends it now. Nothing changes until coachvana_apply_client_changes runs with the action_id.
Preview a client invite coachvana_preview_client_invitePrepares a new client invite with a short code and a join link. The invite can carry the person's name and email, but CoachVana does not email anyone from here: the coach shares the code or link. Created only when coachvana_send_messages runs with the action_id.
Preview sending a monthly report coachvana_preview_report_sendPrepares sending one drafted monthly progress report to its client now, optionally with the coach's note on top (up to 1,000 characters). The client gets it in their app. Sent only when coachvana_send_messages runs with the action_id.
Edit a private note coachvana_update_client_noteChanges the words of one private note the coach wrote on a client, or pins or unpins it (pinned notes show first). Only the coach's own notes; the client never sees notes. Nothing is sent to anybody.
Save a note on a monthly report coachvana_save_report_noteSaves (or clears, with an empty note) the coach's note on one drafted monthly progress report without sending it; the report still sends itself on the 4th with the note on top. Only reports of clients who share their logs with AI assistants. Up to 1,000 characters.
Preview a to-do for a client coachvana_preview_todoPrepares a to-do for one client (like booking bloodwork), with optional notes and up to 14 due dates; each date is its own to-do the client ticks off in their app. Nothing is given until coachvana_apply_client_changes runs with the returned action_id.
Preview setting or changing a goal coachvana_preview_goalPrepares a goal for one client: op set (body weight or a lift in the coach's units, a habit streak in days, or their own number with a name and unit), op update (a new target or date), op log (a number for a custom goal), or op close. The client is told when a goal is set. Changing, logging or closing needs the client's yes to share their logs with AI assistants (that is where the goal ids come from). Nothing changes until coachvana_apply_client_changes runs with the returned action_id.
Preview starting or ending a rest coachvana_preview_restPrepares a coach-set rest for one client (op start: sick, travel or other, from today or later, up to 30 days, at most 30 rest days in any 90), during which their streak holds; or ends their current or next rest (op end): one not begun yet is removed, one under way ends yesterday. A rest the client set themselves is ended here only with their yes to share their logs with AI assistants. Nothing changes until coachvana_apply_client_changes runs with the returned action_id.
Preview cheering a client coachvana_preview_cheerPrepares the coach's tapback (like, love, fire, strong, laugh or celebrate) on one client's finished workout, personal record or badge from their activity feed: their newest one of that kind, or the one on a given day; or takes a cheer back. The client hears it once. Watch or ring cardio is never cheered from here, and a workout or record of a client who has not shared their logs with AI assistants is not visible to cheer. Nothing is sent until coachvana_act_in_community runs with the returned action_id.

Check-ins, forms, assessments and documents

List check-ins coachvana_list_checkinsLists the coach's check-ins: waiting for review (submitted), missed or late (never sent, oldest silence first), sent and pending (due today or later), and reviewed this month. Filter by client and by status. Each row has its check_in_id for coachvana_get_checkin and coachvana_preview_checkin_replies. Photo counts show only for clients who share their logs with AI assistants. Deleted accounts are left out.
Open a check-in coachvana_get_checkinReturns one check-in: the client's answers (in the form's order, fenced as client_wrote) beside the numbers over the days it covers: typed weigh-ins and the change (never smart-scale readings), workouts finished, days with food logged and their average, and how many photos came with it (a count, never the images). Also the coach's reply if there is one, and last time's reply. Takes a check_in_id, or a client for their latest sent check-in. Device readings a check-in was prefilled with are left out. Needs the client's yes to share their logs with AI assistants; without it, only what the coach wrote shows.
Recurring check-in schedules coachvana_get_checkin_scheduleReturns the coach's recurring check-in default for everyone (cadence, days, form, photos, metrics) and how each current client stands against it: on the default, a custom schedule of their own, stopped for them, or nothing recurring. One client, or every active and paused client, paged.
List forms coachvana_list_formsLists the coach's own forms (intake, check-in and custom questionnaires), newest edit first, with how many questions each asks. Quick questions sent with Ask your clients are not listed here. Optionally also the shared starter library every coach can copy. Each row's form_id works with coachvana_get_form, coachvana_preview_question and coachvana_preview_checkin_schedule.
Open a form coachvana_get_formReturns one of the coach's forms (or a shared starter form) with every question: its type, label, whether it is required, help text, the choices for a pick-one or pick-many question, and the range of a number or scale.
Form responses coachvana_list_form_responsesLists answers clients sent to the coach's forms and quick questions, newest first, each answer fenced as client_wrote. Filter by form and by client. Device readings a form was prefilled with are left out. Only clients who share their logs with AI assistants appear; for a named client who has not, it says so.
Assessments coachvana_list_assessmentsLists the coach's assessment templates (each with its items) and assessments: for one client, every scheduled and completed record with who fills it; without a client, every scheduled one across the roster, soonest due first. Use an assessment's client with coachvana_get_assessment_results for change over time.
Assessment results over time coachvana_get_assessment_resultsReturns one client's assessment results: per item, the latest value and the change since last time and since the first, across every completed assessment; and the values of the latest completed assessment (or the one named) with its notes. Words a client wrote on an assessment they filled in are fenced as client_wrote. Assessments the client filled in themselves need their yes to share with AI assistants.
Intake documents and signatures coachvana_list_documentsLists the coach's intake documents (waivers, agreements, PAR-Q) with whether each needs a signature, who signed and when, and which current clients have not signed one that needs it yet. Archived documents (kept because somebody signed them) are marked. The files themselves are not returned.
Create a form coachvana_create_formSaves a new form (intake, check-in or custom questionnaire) to the coach's forms from a list of questions in the form builder's shape. Nothing is sent to anybody: the form can then be used in a check-in schedule or a question. Returns the new form_id.
Create an assessment template coachvana_create_assessment_templateSaves a new assessment template to the coach's templates: a name and up to 30 items, each a measurement (with a unit), a movement scored 0 to 3, a count, a time in seconds, or a short answer. Nothing is scheduled or sent. Returns the template_id.
Preview check-in replies coachvana_preview_checkin_repliesPrepares the coach's replies to one or many submitted check-ins (up to 50). Each reply marks the check-in reviewed and also lands in the coach's 1:1 thread with that client. Check-ins already replied to, not sent yet, answers to a question, or from a client who has not allowed AI sharing are left out with the reason. Nothing is sent until coachvana_send_messages runs with the returned action_ids.
Preview asking your clients coachvana_preview_questionPrepares asking active clients one quick question (3 to 500 characters) or one of the coach's saved forms: chosen clients, or every active client when none are named. Each gets it in their app as a one-off; it never nags, never counts as missed and is not a check-in. Answers come back in coachvana_list_form_responses. Nothing is sent until coachvana_send_messages runs with the action_id.
Preview a recurring check-in schedule coachvana_preview_checkin_schedulePrepares a recurring check-in change. For everyone (scope default): set the coach's default (cadence, days, a form, photos, body metrics), which applies to every client without a schedule of their own, or stop it. For one client (scope client): set their own custom schedule (the default then skips them), reset them back onto the default, or stop their check-ins. Nothing changes until coachvana_apply_client_changes runs with the action_id.
Preview scheduling an assessment coachvana_preview_assessment_assignmentPrepares scheduling one of the coach's assessment templates for one active or paused client on a date, filled in by the coach or by the client (who is then told in their app). Nothing is scheduled until coachvana_apply_client_changes runs with the action_id.
Edit a form coachvana_update_formChanges one of the coach's own forms: its title, its kind (intake, check_in or custom), and when given, its whole list of questions in the form builder's shape (keep a question's id to keep its earlier answers lined up). Saves the form's next version. Nothing is sent to anybody.
Copy a library form coachvana_clone_form_templateCopies one of CoachVana's shared starter forms (listed by coachvana_list_forms with include_library) into the coach's own forms, where it can be edited without changing the library. Nothing is sent to anybody. Returns the new form_id.
Edit an assessment template coachvana_update_assessment_templateChanges one of the coach's assessment templates: its name and, when given, its whole list of up to 30 items (keep an item's id so results compare across assessments). Assessments already scheduled keep the items they were made with. Nothing is scheduled or sent.
Preview recording an assessment coachvana_preview_assessment_recordPrepares the coach's results for one of a client's assessments: a number per measurement, count, time or 0 to 3 movement score, or words for a short answer, each named by its item's id or label, plus optional notes. It completes a scheduled assessment, or corrects one; correcting what the client filled in themselves needs their yes to share their logs with AI assistants. Nothing is saved until coachvana_apply_client_changes runs with the returned action_id.

Training

List programs coachvana_list_programsLists the coach's training programs: library programs (templates and drafts the coach assigns from) and clients' own copies (each assignment makes a copy). Filters: kind (template, client_copy or all), a client, part of a name, and whether to include finished or replaced client copies. Each row has the program_id other tools take, its length and whether it runs as a 7-day week or a longer rotation.
Program, day by day coachvana_get_programReturns one of the coach's programs day by day: each day's name, whether it is a rest day or a testing day (the client works up to a max), and every exercise with its prescription in words (sets, reps or time, load, rest, tempo) and its program_exercise_id. Says how long it is and whether it runs as a 7-day week or a longer rotation from the start date. A week number narrows a long program to one week.
Search exercises coachvana_search_exercisesSearches the exercise catalog and the coach's own exercises. Gym shorthand is understood (db, bb, kb, ohp, rdl, bss and more expand to the catalog's words). Filters: category, equipment, a primary muscle, and scope (all, custom for the coach's own, global for the catalog). Each row names its movement family and variation, so related lifts can be found.
Exercise detail coachvana_get_exerciseReturns one exercise: category, equipment, primary muscles, instructions, its demo (a link, or that an uploaded clip exists), whether the coach attached their own demo clip, and the other exercises in its movement family (incline, single-arm, other equipment), nearest first.
A client's training coachvana_get_client_trainingReturns one client's training: the program they are on and where they are in it today, their recent sessions (completed, started, skipped, sets and volume), personal records, the current max per lift by kind (tested 1RM, estimated 1RM, training max) that the coach entered with its date, the pain scores (0 to 10) they logged per exercise, exercises they swapped mid-session with the reason and their note, and workouts they moved to another day. Logged data and the coach's maxes need the client's yes to share with AI assistants; without it only the program the coach assigned shows. Watch workouts and cardio are never included.
A workout, set by set coachvana_get_sessionReturns one logged workout set by set (weight, reps, effort, done or not, records), each lift compared with the last time the client did the same workout day, the client's rating and their note, and any exercise they swapped. Needs the client's yes to share their logs with AI assistants.
Program suggestions waiting coachvana_list_program_suggestionsLists the AI program suggestions waiting for the coach's decision: for each client, the summary and every proposed change (load up or down, new rep target, more or fewer sets, a swap) with its reason and the prescription before and after. Each has an adjustment_id that coachvana_preview_program_change takes. Suggestions for clients who have not allowed AI sharing are not shown.
Create a program coachvana_create_programCreates a new program in the coach's library (not assigned to anybody) from a spec: weeks, each with its days in order (rest days included, so the spacing holds), blocks and exercises with sets, reps, load, rest and tempo. A week of up to 7 days runs on weekdays; 8 to 14 days makes a rotation that repeats from the start date. Exercise names are matched to the catalog (shorthand like db or rdl included), and a name with no match becomes one of the coach's custom exercises. Nobody sees it until it is assigned.
Edit a library program coachvana_update_programEdits a program in the coach's library (a template or an unassigned draft): its name, description, length in weeks, and the prescription of any of its exercises (by program_exercise_id from coachvana_get_program). A client's own copy is refused here; a client's running program changes through coachvana_preview_program_change, so the client is never surprised.
Create a custom exercise coachvana_create_custom_exerciseAdds an exercise to the coach's own library (name, primary muscles, instructions), for a movement the catalog does not have. Refused when an exercise with exactly that name already exists, so the library never holds two. Clients see it only once it is in a program they run.
Preview assigning a program coachvana_preview_program_assignmentPrepares assigning one of the coach's library programs to a client from a start date. The client gets their own copy; their current program, if any, is replaced (its history is kept). For a 7-day program each day can be placed on a weekday (by default Day 1 is Monday, Day 2 Tuesday and so on); a longer rotation ignores weekdays and repeats from the start date. Nothing changes until coachvana_apply_client_changes runs with the action_id.
Preview a change to a client's program coachvana_preview_program_changePrepares a change to the program a client is running now: either a new prescription for one exercise (sets, reps or time, load, tempo, rest), or applying a waiting AI suggestion by its adjustment_id (all of its changes, or the numbered items chosen). Only the chosen slot changes; other weeks keep their own prescriptions. Nothing changes until coachvana_apply_client_changes runs with the action_id.
Dismiss an AI program suggestion coachvana_dismiss_program_suggestionCloses one waiting AI program suggestion (from coachvana_list_program_suggestions) without changing anything in the client's program. Already applied or dismissed suggestions are left as they are.
Set a client's bar and plates coachvana_set_plate_configSets the bar weight and the plates one client has (the workout player's plate math uses them), in the coach's units or the unit given, with an optional label like "Home gym". Replaces the client's earlier setup. Nothing is sent to anybody.
Preview a recovery rule coachvana_preview_recovery_rulePrepares the rule a client's app follows on a low-recovery morning: when readiness is below a number (30 to 90), HRV is a percent under their week (5 to 50) or resting heart rate is beats over it (2 to 20), offer one set fewer, loads a percent lighter (5 to 50), an easier day from the client's program, or a note. For one client, or the coach's default for everyone (an easier day needs a client). It is the rule only: no reading ever reaches the assistant, and the client decides each morning. Nothing changes until coachvana_apply_client_changes runs with the returned action_id.

Nutrition, habits and progress

A client's nutrition coachvana_get_client_nutritionReturns one client's nutrition: their calorie and macro target (with separate rest-day numbers when the coach set them), their meal plans, and, for the days asked, what they logged by meal with each food in its own unit, the day's totals against that day's target (the rest-day target on a rest day of their program), and the notes the coach left on their meals with each note_id, how each meal felt (hunger before and fullness after on 1 to 10, mood and their note), and the coach's food settings for them (logging mode, allergies, dislikes). Logged food, those notes, how meals felt and the food settings need the client's yes to share with AI assistants; without it only the targets and plans the coach set show.
List meal plans coachvana_list_meal_plansLists the coach's meal plans: unassigned ones (templates and drafts) and the ones each client has. Filters: assigned, unassigned or all, a client, and part of a name. Each row has the meal_plan_id other tools take.
Meal plan, day by day coachvana_get_meal_planReturns one of the coach's meal plans day by day: each meal with its options (the client eats one option per meal), every food in the food's own unit (grams for most of the catalog) or recipe in servings, with calories and macros, and each day's totals counting the first option of every meal. Each option carries the meal_id and each food the item_id (and food_id) that coachvana_update_meal_plan and coachvana_preview_meal_plan_change take.
List recipes coachvana_list_recipesLists the coach's recipes with servings, calories and macros per serving, and whether clients can browse them. Each row has the recipe_id other tools take.
Recipe coachvana_get_recipeReturns one recipe: servings, prep time, each ingredient with its food_id, its amount in the food's own unit and its calories and macros, the steps, and calories and macros per serving (worked out by CoachVana from the ingredients).
Search foods coachvana_search_foodsSearches the food catalog, ranked by relevance (curated foods first, then packaged ones), plus the coach's own custom foods. Calories and macros are for the food's own serving, which is 100 g for most of the catalog; the per_serving line says the basis. The food_id goes into a recipe or a meal plan.
Grocery list for a meal plan coachvana_get_grocery_listBuilds the grocery list for one of the coach's meal plans: everything the chosen number of days and people need, recipes opened into their ingredients, merged by food and grouped by aisle, in the coach's units. By default one option per meal counts (the first); all options can be counted instead.
Habit library coachvana_list_habit_libraryLists CoachVana's ready-made habits, each with its name, category, cadence, a one-line summary and the short lesson the client reads. A few tick themselves (steps or sleep from the client's phone or watch, a logged workout, protein from the food log). The key goes into coachvana_preview_habits.
A client's progress coachvana_get_client_progressReturns one client's progress over the weeks asked: weigh-ins they entered themselves (never a smart scale's) and the change, body measurements in the coach's units, and each habit with the days it was due and the days they ticked it by hand. A habit that ticks itself from the phone (steps or sleep) shows only the hand ticks and no rate. Each habit carries its habit_id (for coachvana_preview_habit_change and coachvana_preview_delete); the ticks need the client's yes to share their logs with AI assistants, the habits you assigned show either way.
Create a meal plan coachvana_create_meal_planCreates a meal plan in the coach's library (not given to anybody) from a spec: 1 to 14 days, each with meals, each meal with 1 to 6 options (the client eats one), each option with foods by food_id and an amount in the food's own unit, or the coach's recipes in servings. Calories and macros are priced by CoachVana from the catalog rows, never typed. Nobody sees it until it is assigned.
Create a recipe coachvana_create_recipeAdds a recipe to the coach's library: name, servings, steps, prep time, and ingredients by food_id with an amount in each food's own unit. CoachVana works out the calories and macros from the ingredients. By default the coach's clients can browse it.
Create a custom food coachvana_create_custom_foodAdds a food to the coach's own foods for something the catalog lacks: its name, brand, one serving (amount and unit, like 100 g or 1 bar) and the calories and macros for that serving. Clients of the coach can log it, and it can go into recipes and meal plans.
Preview a client's calorie and macro target coachvana_preview_nutrition_targetsPrepares a daily calorie and macro target for one client from a date (today by default), optionally with separate numbers for rest days of their program. A number below the calorie floor (1,200 kcal, or 1,500 for a man) is refused with the reason; only the coach can set a target below it, in CoachVana. Nothing changes until coachvana_apply_client_changes runs with the action_id.
Preview giving a client a meal plan coachvana_preview_meal_plan_assignmentPrepares giving one of the coach's unassigned meal plans to a client, optionally with the date its Day 1 falls on. It becomes the plan they see in their app; a client with no calorie target gets the plan's daily totals as their target. Nothing changes until coachvana_apply_client_changes runs with the action_id.
Preview assigning habits coachvana_preview_habitsPrepares 1 to 10 habits for one client, from the habit library (with its lesson) or written by the coach, each with the days it is due. A habit may tick itself: steps or sleep from the client's phone or watch, a logged workout, or protein from the food log. Nothing changes until coachvana_apply_client_changes runs with the action_id.
Preview notes on logged meals coachvana_preview_meal_notesPrepares coach notes on meals clients logged (one note per client, date and meal: breakfast, lunch, dinner or snack). Each client reads the note on that meal in their app and is notified. A client who has not allowed AI sharing, or who logged nothing for that meal, is left out with the reason. Sent only when coachvana_send_messages runs with the action_ids.
Edit a library meal plan coachvana_update_meal_planEdits one of the coach's meal plans that is not on a client: rename it, change its notes or Day 1, add a meal or another option of a meal, rename or remove a meal, add a food or recipe, change an amount, remove a food, or swap a food for another (amounts in the food's own unit; calories and macros are priced from the catalog). A plan a client follows changes through coachvana_preview_meal_plan_change instead. Nothing is sent to anybody.
Preview editing a client's meal plan coachvana_preview_meal_plan_changePrepares changes to a meal plan a client follows: the same changes coachvana_update_meal_plan makes to a library plan (rename, notes, Day 1, meals and options, foods and recipes, amounts, swaps), priced from the catalog. The client sees the plan change in their app. Nothing changes until coachvana_apply_client_changes runs with the returned action_id.
Copy a library meal plan coachvana_clone_meal_plan_templateCopies one of CoachVana's shared starter meal plans into the coach's own library (not given to anybody), where it can be edited and assigned. Returns the new meal_plan_id.
Edit a recipe coachvana_update_recipeChanges one of the coach's recipes: name, description, servings, steps, prep time, whether clients can browse it, and its ingredients: either the whole list by food_id with an amount in each food's own unit, or ingredient_changes that change, swap, add, remove or note single ingredients (by the food_id coachvana_get_recipe shows) and leave the rest as saved. CoachVana works out the macros again, and plans that use the recipe follow. Nothing is sent to anybody.
Preview changing a client's habit coachvana_preview_habit_changePrepares a change to one habit the coach gave a client: its name, description, the days it is due, switching it off or on, or what ticks it by itself (steps or sleep from the client's phone or watch, a logged workout, or protein from the food log; those ticks never reach an assistant). Nothing changes until coachvana_apply_client_changes runs with the returned action_id.

Functional health: protocols and labs

List protocols coachvana_list_protocolsLists the coach's functional-health protocol templates (supplement, diet and lifestyle plans in phases) and the starter templates CoachVana provides, each labelled, with its focus, length in days and how many phases and items it holds. Filters: source (yours, starters or all) and part of a name. Each row has the protocol_id that coachvana_get_protocol and coachvana_preview_protocol_assignment take. Says in one line when the coach has not listed functional health as a specialty.
Protocol, phase by phase coachvana_get_protocolReturns one protocol template (the coach's own or a starter) phase by phase: each phase's name, length in days and notes, and every item with its kind, dose, how often, how many times a day and at what times (each time is a dose slot the client ticks), whether it is required, and its instructions. Items outside any phase run for the whole protocol.
A client's protocols and labs coachvana_get_client_protocolsReturns one client's functional-health picture: each protocol assigned to them (active and paused, or every one with include_ended) with its items and which are on now; today's doses slot by slot with what they ticked, and their adherence over the last 7 days (required doses taken out of those due); symptom scores (0 to 10, lower is better) with the latest per symptom and the last 14 days against the 14 before; the supplements they already take; and their latest lab panels with each marker against the lab's reference range and the functional range. Dose ticks, symptom scores, supplements and labs need the client's yes to share with AI assistants; without it only the protocols the coach assigned show.
Preview assigning a protocol coachvana_preview_protocol_assignmentPrepares assigning one protocol template (the coach's own or a starter) to one or more clients from a start date. Each client gets their own copy, laid out by phase from that date, and is told "New protocol: <name>" with what to take and when in their app. A client already on it gets a second copy, and the preview says so. Archived clients are left out with the reason. Nothing changes until coachvana_apply_client_changes runs with the action_ids.

Messages and community

Inbox coachvana_list_conversationsLists the coach's conversations, newest activity first: who each one is with (a client, a colleague, or a group chat), unread count, when the last message came, and whose turn it is (yours when the other person wrote last). No message words are included; read one thread with coachvana_get_conversation.
Read a conversation coachvana_get_conversationReturns the recent messages of one conversation, newest page first and shown oldest to newest, found by the client's name or client_ref, or by conversation_id. Messages from a client or member who has not allowed AI sharing are hidden by CoachVana; the answer says so, so the thread is never read as one-sided. Words not written by the coach come back fenced as client_wrote. A message the coach's assistant sent from the coach's account is labelled "Sent by" with the assistant's name.
Saved replies coachvana_list_reply_snippetsLists the coach's saved replies (the shortcuts typed after / in a message box), by shortcut, with each reply's words. {first_name} in a reply is filled with the reader's first name when it is used.
Scheduled messages coachvana_list_scheduled_messagesLists the messages the coach has scheduled that have not gone out yet, soonest first: who each is for (one client, chosen clients, or every active client), the words, and when it sends in the coach's time zone. Each scheduled_id can be stopped with coachvana_cancel_scheduled_message.
Groups coachvana_list_groupsLists the groups (communities) the coach runs: name, description, member count, posts in the last seven days, whether it is open to join, whether the chat is on, whether members may post, and whether it is archived. Archived groups are left out unless asked for. Each group_id is what the other group tools take.
A group's feed coachvana_get_group_feedReturns one group's feed: posts newest first, or most liked this week or month (Top), optionally in one category, with likes, comment counts and the group's categories. With post_id, returns that post's comments and replies instead. Hidden and held posts and comments are left out, and so are the words of members who have not allowed AI sharing. Members' words come back fenced as client_wrote.
A group's members coachvana_get_group_membersLists one group's members with when they joined and whether each is already the coach's client or has been invited. Optionally only names containing some words. Group points and levels are not shown here: they count habits a phone ticks from steps or sleep. Deleted accounts are left out.
A group's events coachvana_list_group_eventsLists one group's upcoming events (each week of a weekly event is its own row), soonest first, with the time in the coach's time zone (starts_local, YYYY-MM-DDTHH:MM, the form coachvana_preview_group_event takes; series_starts_local is a weekly event's first week, which is what a change to its time moves), the place or link, whether it repeats, and how many members said they are going.
Courses coachvana_list_coursesLists the coach's courses, in groups and on their own: title, summary, the group it belongs to, whether it is published, how many modules and lessons, and how many current members started and finished it. Optionally one group's courses only.
A course's outline coachvana_get_courseReturns one of the coach's courses: its modules in order with when each opens (at once, some days after joining, or at a group level) and each module's lessons with whether they carry a video or a file. Lesson text is not included.
Challenges coachvana_list_challengesLists the coach's challenges: what each counts, the goal, the dates, whether it is upcoming, running or ended, the group it is in, and the top ten standings. Standings are never shown for a steps, gym-visit or weight-lost challenge, because those numbers come from watches, phones and scales.
Reports and held posts coachvana_get_moderation_queueReturns what waits for moderation in the coach's groups (or one group): reported posts and comments, grouped per item with the report reasons and counts, and posts and comments the keyword filter held for review. Who reported something is never shown. A reported or held item's words come back fenced as client_wrote, and only when its author allows AI sharing.
Save a reply coachvana_save_reply_snippetSaves a new reply the coach can drop into any message box by typing / and its shortcut. {first_name} in the reply is filled with the reader's first name when it is used. Nothing is sent to anybody.
Stop a scheduled message coachvana_cancel_scheduled_messageStops one of the coach's scheduled messages before it goes out, by scheduled_id from coachvana_list_scheduled_messages. Nobody has seen it yet. A message that already went cannot be taken back here.
Draft a course coachvana_create_course_draftSaves a new course as an unpublished draft: a title, an optional summary, an optional group it belongs to, and modules of lessons (text and an optional video link). Every module opens at once; the coach can change that in CoachVana. Nobody sees it until it is published.
Preview a message to clients coachvana_preview_messagesPrepares a message from the coach to one client, several, everyone active, or a segment (at_risk, needs_check_in, on_hold) or tag, sent now or at a local time in the coach's time zone. Up to 50 chosen clients each get their own message in their thread; everyone, or more than 50, is one broadcast that lands in each client's own thread. Deleted, archived and not-yet-joined people are left out and named. Nothing is sent until coachvana_send_messages runs with the returned action_ids. It is a message only: it does not offer, price or sell a plan, package or subscription (plan offers are their own tool where available, and are sent from the CoachVana app otherwise).
Preview a group post coachvana_preview_group_postPrepares a post or an announcement in one of the coach's groups (optionally with a title and a category), or a reply to a post or to one of its comments (reply_to_post, and reply_to_comment for a comment). Members see it in the group's feed. Nothing is posted until coachvana_act_in_community runs with the returned action_id.
Preview a group event coachvana_preview_group_eventPrepares a new event in one of the coach's groups, or a change to one (event_id from coachvana_list_group_events), at a local time in the coach's time zone (YYYY-MM-DDTHH:MM, the same form coachvana_list_group_events gives as starts_local), for a length in minutes, with an optional place, https link and description, once or every week until a date. For a change, only what is sent changes: the title, time, length, place, link, description and repeat stay as saved when left out, and an empty place, link or description clears it. Members see it on the group's calendar and get a reminder an hour before. Nothing is saved until coachvana_act_in_community runs with the returned action_id.
Preview a moderation action coachvana_preview_moderationPrepares hiding a post or comment in one of the coach's groups (by target_id), or muting a member of a group for some hours (1 to 720), with an optional reason. A hidden item reads "Removed by the coach" to members and its author sees why; a muted member can read but not post, comment, like, vote or chat. Banning and removing a member stay in the CoachVana app. Nothing changes until coachvana_act_in_community runs with the returned action_id.
Preview a challenge coachvana_preview_challengePrepares a new challenge counting workouts, sets, volume, check-ins or days with food logged, with an optional goal (volume in the coach's weight unit), start and end dates, and either one of the coach's groups or all of the coach's clients. Steps, gym visits, weight lost and perfect habit days are not offered here. Nothing is created until coachvana_act_in_community runs with the returned action_id.
Preview publishing a course coachvana_preview_course_publishPrepares publishing one of the coach's draft courses. A course in a group becomes readable to the group's members, each module as it opens; a course on its own can then be sold through a course listing on the coach's page. Nothing is published until coachvana_act_in_community runs with the returned action_id.

Calendar

Calendar coachvana_get_calendarReturns what is on the coach's CoachVana calendar over a range of days in the coach's own time zone: sessions and free consults, check-ins due, lead follow-ups, gym classes, challenge starts and ends, program starts, moved workouts, meets and group events. Filter by kind; canceled items are left out unless asked for. A session's item_id is what coachvana_preview_session_change takes. Free text a client or prospect may have written (a booking note, a moved workout's reason) is fenced. No device data is ever on it.
Booking settings coachvana_get_booking_settingsReturns how the coach takes bookings: how they meet (in person, video or either, and where), their booking hours by weekday, whether clients may book paid one-to-one sessions themselves (length and cancellation window), free consults, the onboarding call, the standing video room, and whether Google Calendar is connected, which decides where a video session's link comes from.
Preview booking a session coachvana_preview_sessionPrepares a session with clients on the coach's calendar: a 1:1 with one client or a group session, once or weekly at the same local time (optionally until a date). Time is the coach's own clock. A video session's link follows CoachVana's rule: a link typed for it, else a Google Meet made by a connected Google Calendar, else the coach's standing room, else none (and the preview says so). In person uses the coach's meeting place unless another is given. Clients are told in their app and reminded before it starts. Nothing is booked until coachvana_act_on_calendar runs with the action_id.
Preview moving or canceling a session coachvana_preview_session_changePrepares moving or canceling one of the coach's scheduled sessions: this one only, or, for a weekly series, this one and every later one. A move takes a new date and/or time on the coach's own clock (a part left out stays as it was). Attendees are told in their app. Nothing changes until coachvana_act_on_calendar runs with the action_id.
Preview editing a session coachvana_preview_session_editPrepares changes to one of the coach's scheduled sessions: its title, notes, place, video link, length, and which clients are on it (add or remove by name; a 1:1 stays with one client). For a weekly series, scope later changes this one and every later one (notes change one session at a time). Attendees are told in their app. To move or cancel it, use coachvana_preview_session_change. Nothing changes until coachvana_act_on_calendar runs with the returned action_id.
Answer a meeting invite coachvana_respond_to_sessionAnswers a team meeting the coach was invited to by their gym or company (accepted, declined or tentative), as the app's invite card does. Only meetings the coach is on.

Leads, page, business and automations

List leads coachvana_list_leadsLists the coach's leads (prospects who left their details on the coach's page, a free tool, a lead magnet, a DM link, a form or a free group), newest first, with each one's stage (new, contacted, invited, client, lost), where they came from, when they arrived, and the last thing they wrote (marked client_wrote). Filters: stage, source, or part of a name, email or handle. Also returns how many leads sit at each stage. Use lead_id with the other lead tools.
One lead coachvana_get_leadReturns one lead in full: their contact details as they gave them, stage, where they came from, the plan they said they were interested in, what they wrote, their answers to the coach's intake questions and DM-link questions (all marked client_wrote), the coach's own note, and open reminders. Takes a lead_id or a name, email or Instagram handle; an ambiguous name returns a list to pick from.
Applications coachvana_list_applicationsLists applications to coach with the coach: who applied, when, the plan they applied for, their goal and message, their answers to the coach's application questions and what they said about themselves (all marked client_wrote), and how many photos they sent. Status: pending (the default, waiting on a decision), decided, or all. Use application_id with coachvana_preview_application_decision.
Waitlist coachvana_list_waitlistLists the people on the coach's waitlist (people who asked for a place while the coach was full), in the order they joined, with their place in line, their note and answers to the coach's waitlist questions (marked client_wrote). Status: waiting (the default), offered (offered a place, not yet accepted), or all. Use entry_id with coachvana_preview_waitlist_offer.
Your public page coachvana_get_storefrontReturns the coach's public page: whether it is live and its link, the headline, bio and highlights, specialties, open places and waitlist, how complete the listing is and what is missing, the live layout (look and the sections a prospect sees, in order) and whether an unpublished layout draft is waiting.
Lead magnets coachvana_list_lead_magnetsLists the coach's lead magnets (free guides, files, videos or codes a prospect unlocks by leaving their email or Instagram handle) with their kind, teaser, whether each is on, how many leads each brought in, and its unlock link when the public page is live.
Referrals coachvana_get_referral_statsReturns how referrals are going: the coach's own referral offer to clients, how many clients hold a referral link, who joined through a client's referral and who referred them, and the coach's code for referring other coaches with how many coaches joined on it and how many of those have their first client.
Page visits and leads coachvana_get_page_funnelReturns how the coach's public page is doing over the last 1 to 365 days (30 by default): visits, leads and the leads that became clients, by where visitors came from (Instagram, Google, a campaign tag) and by which page they landed on. Counts only: CoachVana stores no visitor's identity.
Your coaching revenue coachvana_get_businessReturns the coach's own coaching money: monthly recurring revenue from clients' plans and its split by plan, the number of active client plans, what was collected this month against last month, revenue for each of the last twelve months (net of refunds, including programs and courses sold once), session packages still running, and whether Stripe payouts are set up. A source that could not be read is listed under failed_sources.
Your coaching plans coachvana_list_plansLists the plans the coach sells to their own clients (one-to-one, group and session packages) with price and billing period, how many clients are on each, whether it shows on the public page, and whether it can be bought yet (a plan made before Stripe was connected cannot), and its term: a fixed number of payments after which it ends (term_payments), or a minimum number of months before the client may cancel (min_term_months). Inactive plans are left out unless asked for.
Client payments coachvana_list_paymentsLists payments the coach's clients made to the coach, newest first: who paid, for which plan, the amount, anything refunded, and the status. For one client, the list also includes payments the coach recorded by hand (cash, bank transfer). Paged.
Your books coachvana_get_booksReturns the coach's books for a year (or one quarter of it): income received from clients (net of refunds, including payments recorded by hand and programs or courses sold once), spending by category, profit, margin, and the same month by month. The current year runs to today. A record for the coach's accountant, not accounting software or tax advice; that sentence comes with every answer.
Automations coachvana_list_automationsLists the coach's automations (when something happens to a client, do something): each one's trigger and action in words, whether it is on, how many times it has run and when it last ran, what it sends, whether it can run as saved, and its most recent runs with the reason any run was skipped.
Drip sequences coachvana_list_dripsLists the coach's drip sequences (steps that run a set number of days after a client first joins: a message, a check-in form or a program), with whether each is on, how many clients are enrolled now, and every step in day order.
Update a lead coachvana_update_leadChanges one lead in the coach's own pipeline, which the lead never sees: save the coach's note (op note, with text), mark them followed up, mark them lost with a reason (no_reply, not_a_fit, price, timing, other), reopen a lost lead, or set a reminder (op reminder, with remind_at or remind_in_days and an optional text). Nothing is sent to the lead.
Edit your page layout draft coachvana_update_storefront_draftChanges the DRAFT of the coach's public page layout: the look (signature, editorial, athletic, quiet), light or dark, the order of sections, which sections are shown or hidden, and which pieces show at the top of the page. Nothing changes on the live page until a publish is previewed and approved (coachvana_preview_page_publish). The headline, bio and highlights go live the moment they are saved, so they are edited in CoachVana, not here. Client reviews stay visible while there are any, and the closing call to action always shows; the saved draft says when those rules moved something.
Add an expense coachvana_add_expenseRecords one business expense in the coach's books: the date it was spent, the amount, a category aligned to US Schedule C (equipment, software, rent, education, marketing, travel, meals, vehicle, insurance, professional, supplies, fees, other), and optionally the vendor and a note. No receipt file is attached from here. Only the business's owner or admins keep the books. Nothing is sent to anybody.
Save an automation (off) coachvana_save_automation_draftSaves a new automation for the coach, switched OFF: when a trigger happens to a client (client_joins, checkin_submitted, checkin_missed, no_activity, workout_missed, program_completed, payment_failed, birthday), do an action (send_message, notify_coach, create_task, assign_form, send_content, assign_program, add_tag, assign_habit, send_course). A trigger about a lost lead can only notify the coach, and one about a client who left can only message them, notify the coach or add a tag; other pairs are refused because CoachVana would never run them. It reaches nobody until it is turned on through coachvana_preview_automation_switch. The fields an action needs: message for send_message; title, notes and due_in_days for create_task; form_id and due_in_days for assign_form; content_id (a published guide) for send_content; program_id (a library program) for assign_program; tag_name for add_tag; habit_name or habit_library_key (with an optional description and https link) for assign_habit; course_id (a published course in a live group) for send_course. checkin_missed and no_activity can be limited to run_days, and no_activity takes quiet_days.
Preview inviting a lead coachvana_preview_lead_invitePrepares an invite for one lead to become a client. When the lead gave an email address, the invite is emailed to that address; otherwise they get a code the coach shares. A lost lead must be reopened first, and a lead who is already a client is refused. Sent only when coachvana_send_messages runs with the returned action_id.
Preview approving or declining an application coachvana_preview_application_decisionPrepares a decision on one pending application. Approving makes them a client and emails them how to get started (somebody without a CoachVana account is emailed an invite to create one first). Declining marks the application declined. Nothing happens until coachvana_act_on_growth runs with the returned action_id.
Preview offering a waitlist place coachvana_preview_waitlist_offerPrepares offering a place to one person waiting on the coach's waitlist: they are added to the coach's roster as invited and choose to accept in their CoachVana app. Takes the entry_id or the person's name. Offered only when coachvana_act_on_growth runs with the returned action_id.
Preview publishing your page draft coachvana_preview_page_publishPrepares publishing the coach's saved page layout draft, so the live public page takes its look and section order. Refused when there is no draft or the draft already matches the live page. Published only when coachvana_act_on_growth runs with the returned action_id; the live page then updates within five minutes.
Preview publishing a guide coachvana_preview_content_publishPrepares a written guide (an article) for clients: to every client, or to chosen clients by name; in Resources, or in Nutrition (shown on the client's Nutrition tab and in Resources). The clients it reaches are told once it is published. Published only when coachvana_act_on_growth runs with the returned action_id.
Preview turning an automation on or off coachvana_preview_automation_switchPrepares turning one of the coach's automations on or off, and says who it would reach in the next week where the data allows. An automation that could never run as saved (no form, guide, program or tag chosen) is refused before it can be turned on. Takes the automation_id or the automation's name. Changed only when coachvana_act_on_growth runs with the returned action_id.
Guides and resources coachvana_list_contentLists the coach's guides and resources (articles, videos, PDFs, links, images), newest edit first: where clients find them (Resources or Nutrition), whether everyone or chosen clients see them, and whether they are published.
Preview changing a guide coachvana_preview_content_changePrepares a change to one of the coach's guides: its title, its text, where clients find it (Resources or Nutrition), who sees it (everyone, or chosen clients by name), or unpublishing it so clients no longer see it (or publishing it again). Clients newly reached by a published guide are told once. Nothing changes until coachvana_act_on_growth runs with the returned action_id.

Program structure

Edit a library program's structure coachvana_edit_program_structureChanges the structure of a program in the coach's library (never a client's copy): add, rename, move or delete days and mark rest days; add, name, reorder, move or delete blocks and set their kind and rest; add, swap, reorder, move or delete exercises; set sets with tags (warmup, drop, failure, cluster, amrap), notes, and the coach's Easier, Harder and No-equipment options; set days per cycle and the length; copy a week. Up to 40 changes run together: if one is refused, none happen. Answers each change in words and every removed day, block and exercise as `removed`, which coachvana_restore_program_nodes puts back. A client's running copy changes through coachvana_preview_program_structure instead.
Preview changing a client's running program coachvana_preview_program_structurePrepares changes to the structure of the program a client is running now (their own copy): the same changes coachvana_edit_program_structure makes to a library program, plus nothing else. The changes are tried and undone to check them, so the preview lists exactly what will happen. Sets the client already logged keep their numbers when an exercise goes; a day they already trained on cannot be deleted (make it a rest day instead). Nothing changes until coachvana_apply_client_changes runs with the returned action_id.
Undo removed days, blocks or exercises coachvana_restore_program_nodesPuts back days, blocks and exercises removed from a program in the coach's library, with their own ids and places, children included. Takes the `removed` object coachvana_edit_program_structure answered. Refused when a new day now sits in that slot or the day or block it belonged to is gone.
Set a program's icon coachvana_update_program_coverSets or removes the icon on a program in the coach's library, or takes its cover picture off (back to the section art). An icon is one of the glyphs (dumbbell, biceps-flexed, footprints, person-standing, bike, mountain, activity, heart-pulse, timer, alarm-clock, sunrise, sun, moon, bed, bath, snowflake, wind, brain, smile, hand-heart, book-open, notebook-pen, music, droplet, glass-water, coffee, cup-soda, apple, carrot, salad, beef, egg, fish, utensils-crossed, pill, scale, ruler, calendar-check, target, flame) or one of the illustrations (dumbbell, trophy, medal, flame, target, rocket, crown, star, heart, salad, shaker, scale, smartwatch, calendar, community, messages, sun, bulb, magic, gift). Uploading a new cover picture is a file import, not done here.
Copy a starter program coachvana_clone_program_templateCopies one of CoachVana's starter programs into the coach's library as their own, every day, block and prescription included, to edit and assign. Copying the same starter program again hands back the copy already made. Without a template, lists the starter programs.
Preview pushing a program's changes to clients coachvana_preview_template_syncPrepares pushing a library program's current days, blocks and exercises to the clients running copies of it, one item per client with what changes for them. What they logged never changes: sets, records and sessions stay as they were. A set logged on an exercise you removed keeps its numbers; a removed day they already trained on stays as a rest day. A copy edited by hand for one client is left out unless that client is named in include_edited; a client training right now is left out. Choose clients to limit who is included. Nothing changes until coachvana_apply_client_changes runs with the returned action_ids.
Edit an exercise or its demo coachvana_update_exerciseEdits one of the coach's own custom exercises (name, category, equipment, primary muscles, instructions), or sets or removes the demo video link the coach shows clients on any exercise in their library (a YouTube or Vimeo link; null removes it). Library exercises cannot be renamed. Uploading a filmed clip is a file import, not done here.

Photos and clips

Progress photos coachvana_get_progress_photosShows a client's progress photos, newest first, with the pose and the day taken: the pictures themselves for the assistant to look at, and links that open for 10 minutes. Only when the client allowed sharing what they log with AI assistants.
Check-in photos coachvana_get_checkin_photosShows the photos a client sent with a check-in (the newest sent check-in, or the one named by checkin_id from the check-in tools), as pictures for the assistant to look at and 10-minute links. Only when the client allowed sharing what they log with AI assistants.
Form-check clips coachvana_get_form_checksLists the form-check videos a client recorded on their lifts, newest first, with the exercise and the day, each as a link that opens for 10 minutes for the coach to watch. Only when the client allowed sharing what they log with AI assistants.
Posing rounds coachvana_list_posing_submissionsLists the posing rounds a client sent (their label, when sent, and whether the coach reviewed it), newest first. Only when the client allowed sharing what they log with AI assistants.
A posing round coachvana_get_posing_submissionShows one posing round: each pose's photo or clip (pictures attached for the assistant, 10-minute links for everything) and the feedback already written on it. Only when the client allowed sharing what they log with AI assistants.
Preview a form-check reply coachvana_preview_form_check_replyPrepares the coach's written reply in one client's exercise thread (the form-check conversation on a movement, across every week), attached to the thread's newest workout as the app does. Text only, up to 1,000 characters. Only for a client who allowed sharing what they log with AI assistants. Nothing is sent until coachvana_send_messages runs with the returned action_id.
Preview posing feedback coachvana_preview_posing_feedbackPrepares the coach's feedback on one posing round a client sent (on the whole round, or on one pose by its id from coachvana_get_posing_submission), and optionally marks the round reviewed, which tells the client their feedback is in. Only for a client who allowed sharing what they log with AI assistants. Nothing is sent until coachvana_send_messages runs with the returned action_id.

Files you attach

Preview importing a program coachvana_preview_program_importReads a training program from a document (its text, a link, or an attached file or photo) the way CoachVana's importer does, and shows what it found: weeks, training and rest days, exercises, and whether rest times came through. Reading uses one of the coach's monthly AI actions. Nothing is saved until coachvana_save_imports runs with the returned action_id; then it lands as a draft program assigned to nobody.
Preview importing a meal plan coachvana_preview_meal_plan_importReads a meal plan from a document (its text, a link, or an attached file or photo) the way CoachVana's importer does, and shows the meals, their options and the foods it found. Reading uses one of the coach's monthly AI actions. Nothing is saved until coachvana_save_imports runs with the returned action_id; then it lands in the coach's meal plans assigned to nobody, and a food the catalog lacks becomes one of the coach's own foods.
Preview importing a form coachvana_preview_form_importReads a questionnaire (an intake, a check-in or any form) from a document's text, a link or an attached file, the way CoachVana's form importer does, and shows the questions and their types. Reading uses one of the coach's monthly AI actions. Nothing is saved until coachvana_save_imports runs with the returned action_id; then it is one of the coach's form templates, sent to nobody.
Preview importing a client list coachvana_preview_client_importReads a client list exported from another app or a spreadsheet (CSV text, a link to a CSV, or an attached CSV file), matches its columns the way CoachVana's importer does (name, email, phone, goal, notes, weights and more), and shows who would be invited. No AI is used. Nothing happens until coachvana_save_imports runs with the returned action_ids; then each new address gets an invite with their history attached, and nobody is emailed until the coach sends the invites in CoachVana.

Your public page

Testimonials, certifications and transformations coachvana_list_page_piecesLists the trust pieces on the coach's public page with their ids: testimonials (name, stars, shown or hidden), certifications (name, issuer, dates, whether checked) and before and after pairs (caption, whose photos, whether they show, and for a client's pair whether the client said yes). The photos themselves are not read.
Your DM link coachvana_get_dm_linkReturns the coach's DM link (the address they send in Instagram DMs) and what its page shows and asks: the headline, intro, which contact details it asks for, the coach's own questions, the plans and lead magnets offered, the next step and the button, plus the opening message, the reply script and whether leads are invited by themselves.
Your page's published versions coachvana_list_page_versionsLists the last versions of the coach's public page layout that were published (up to 20, newest first): when, its version number and a one-line description. One can be put back into the draft with coachvana_restore_page_version.
Embed code for your website coachvana_get_embed_codeBuilds the code the coach pastes into their own website to show pieces of their CoachVana page in a frame: the application form (default), about, plans, lead magnets, challenges, the consult calendar and free tools; dark or light; an accent color. Also the consult calendar's own snippet. Nothing is saved; the page must be public.
Discard your page layout draft coachvana_discard_page_draftThrows away the coach's unpublished page layout draft. The live page is not touched. Nothing is sent to anybody.
Put a published version back into the draft coachvana_restore_page_versionCopies one of the coach's earlier published page layouts (version_id from coachvana_list_page_versions) into the layout DRAFT. The live page is not touched; publishing stays coachvana_preview_page_publish. Nothing is sent to anybody.
Preview changes to your page's words coachvana_preview_storefront_profilePrepares changes to what the coach's public page says: the headline (the one line on the marketplace card), the bio, up to four highlights, the year coaching started, online or in person, an intro video (a YouTube or Vimeo link), the referral offer, and the specialties prospects filter by. Only the fields given change; null clears one. These are live the moment they are saved, which is why they are previewed. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview publishing or hiding your page coachvana_preview_storefront_publishPrepares making the coach's public page live (it gets its address on coachvana.com and shows in the marketplace) or hiding it again (its link then shows nothing). Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview a banner or logo change coachvana_preview_page_imagePrepares removing the banner photo or the logo from the coach's public page, or switching the banner to one of CoachVana's built-in designs (obsidian_fade, carbon_weave, chrome_sweep, frost). Uploading a new photo is done in CoachVana. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview a testimonial coachvana_preview_testimonialPrepares adding a testimonial to the coach's public page, or editing one (testimonial_id from coachvana_list_page_pieces): the person's name as it should show, their words, the stars and whether it shows. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview a certification coachvana_preview_certificationPrepares adding a certification to the coach's public page (by its name in CoachVana's list, or a custom name) or editing one (row_id from coachvana_list_page_pieces): issuer, credential id, issued and expiry dates. Proof is attached in CoachVana. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview a before and after change coachvana_preview_transformationPrepares changing one before and after pair on the coach's page (transformation_id from coachvana_list_page_pieces): its caption, its place in the order, whether it shows, and for the coach's own pair or a non-client's, the coach's word that the person agreed. A client's pair shows only once the pictured client says yes in their app; that cannot be given here. New pairs are added in CoachVana. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview a lead magnet coachvana_preview_lead_magnetPrepares creating or editing one of the coach's lead magnets: a free piece prospects unlock with their email or Instagram handle on the coach's page. Kinds made here: guide, checklist, supplements, workout, split (words), video (a link) and discount (a code). A file magnet is added in CoachVana; here only its title, teaser and on or off change. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview changes to your DM link coachvana_preview_dm_linkPrepares changes to what the coach's DM link page shows and asks prospects (headline, intro, which contact details, up to eight questions, the coach's application questions, plans and lead magnets to offer, the next step and the button), and to the opening message and the reply script a DM tool sends. Only what is given changes; questions given replace the current ones. Nothing changes until coachvana_act_on_growth runs with the returned action_id.

Groups and courses

Lift leaderboard coachvana_get_leaderboardRanks the coach's active clients by estimated one-rep max on a barbell lift (bench, squat, deadlift, overhead press) or any lift, over the last week, month or all time. Only clients who allowed AI sharing are ranked, and the answer says how many are left out. Boards built on steps, gym days or weight lost are device data and are not read.
Create a group coachvana_create_groupCreates a new group the coach runs, with a name and optional description. It holds only the coach until members are added (coachvana_preview_group_member_add), so nobody sees it yet. An open group (anyone with an account may join once it is listed on the coach's page) starts with its chat off. Returns the group_id.
Say not now to a warm group member coachvana_dismiss_warm_memberTakes a group member off the coach's warm list (people in a free group who look ready for coaching) for 30 days, as the Today briefing's Not now does. The member is not told. Takes their name or user id.
Preview group settings coachvana_preview_group_settingsPrepares changes to one of the coach's groups as members and visitors see it: name, description, open (anyone may join) and listed on the coach's page, the line on the page, a seat limit, the chat on or off, whether members may post, the welcome message, the say-hi prompt, group levels that unlock chat or posting, and up to three join questions. Only what is given changes; null clears. Nothing changes until coachvana_act_in_community runs with the returned action_id.
Preview a group category coachvana_preview_group_categoryPrepares adding a category to one of the coach's groups (up to ten), or renaming one: who may post in it (everyone, or only the coach) and an optional group level that unlocks posting. Members see it in the feed. Nothing changes until coachvana_act_in_community runs with the returned action_id.
Preview adding clients to a group coachvana_preview_group_member_addPrepares adding up to 50 of the coach's active or paused clients to one of the coach's groups. They see the group's feed and, when the chat is on, its chat, and the other members' names. Clients already in it are left out. Nothing changes until coachvana_act_in_community runs with the returned action_ids.
Preview a group admin action coachvana_preview_group_adminPrepares one admin action in a group the coach runs: unmute a member; appoint or remove a moderator; replace the word list that holds posts for review; release or remove a held post or comment; answer a report (dismiss it, hide the content, or mute its author); pin or unpin a post (three at most); archive the group (read-only, off the page, history kept) or open it again. Nothing changes until coachvana_act_in_community runs with the returned action_id.
Preview editing your post coachvana_preview_post_editPrepares changing the words (and title) of a post the coach wrote in one of their groups; members see it marked edited. A member's post is never edited. Nothing changes until coachvana_act_in_community runs with the returned action_id.
Preview a poll coachvana_preview_pollPrepares a poll in one of the coach's groups: a question and 2 to 10 options members pick one of (and may change). Nothing is posted until coachvana_act_in_community runs with the returned action_id.
Preview sharing a client's win coachvana_preview_share_winPrepares posting one of a client's earned wins (a badge from workouts, records, check-ins or food logging) in one of the coach's groups, with an optional note; group members see it. Only for a client who allowed AI sharing, and never a win a device could have earned. Nothing is posted until coachvana_act_in_community runs with the returned action_id.
Preview a challenge on your page coachvana_preview_challenge_publicPrepares putting one of the coach's challenges on their public page, where strangers can register (each becomes a lead; entrants' names are never shown), or taking it off. Nothing changes until coachvana_act_in_community runs with the returned action_id.
Preview course changes coachvana_preview_course_editPrepares up to 20 changes to one of the coach's courses: its title and summary; add or change a module (title, and whether it opens immediately, some days after joining, or at a group level); add or change a lesson (title, words, a video link); reorder the modules or one module's lessons. Uploaded videos and attachments are kept. Members of a published course see the changes. Nothing changes until coachvana_act_in_community runs with the returned action_ids.
Preview inviting a group member to coaching coachvana_preview_group_invitePrepares inviting a member of one of the coach's groups who is not their client to become one: the member is added to the coach's leads and emailed an invite at their account's address, as the member list's Invite does. Nothing is sent until coachvana_send_messages runs with the returned action_id.

Leads, applications and books

Typeform and Jotform connections coachvana_list_form_connectionsLists the coach's connected Typeform and Jotform forms: what each submission becomes (a lead, an application or a check-in), whether leads are invited by themselves, whether the connection is live and its last error, and the most recent submissions with what each became and the person's name (marked client_wrote, since a prospect typed it).
Tax pack summary coachvana_get_tax_packReturns what the year's tax pack for the coach's accountant says: the summary (gross income per currency, total expenses, net, spending by category, counts), the files the pack holds and how many rows each has, and every expense with its expense_id. For a gym or company the coach owns or runs, the business's share of what its coaches took, and what each coach generated and how it was split. A record for an accountant, not tax advice; no deduction rates are applied. Download the files themselves in CoachVana under Books.
A gym's or company's books coachvana_get_org_booksReturns the books of a gym or company the coach owns or runs as an admin, for a year or one quarter: the business's share of what its coaches took (it files on its share; the coaches' cut is its cost), spending by category, profit and margin, and what each coach generated and how it was split. A record for an accountant, not tax advice.
Superbills coachvana_list_superbillsLists the superbills the coach made (itemized receipts a client submits to their insurer themselves; CoachVana sends nothing to an insurer), newest period first, for every client or one: the client, the period, the diagnosis (ICD-10) and service (CPT or HCPCS) codes, how many service lines, the total, whether it was voided, and a link to print it in CoachVana. Superbills of a client who has not allowed AI sharing are hidden. Paged.
Mark a lead reminder done coachvana_complete_lead_followupMarks one of the coach's open follow-up reminders on a lead as done, by the reminder's id or the lead's name (when that lead has one open reminder). Nothing is sent to anybody.
Change your Manychat settings coachvana_update_manychat_settingsChanges the coach's connected Manychat account's settings in CoachVana: the flow run when a lead is invited, the flow the Message button runs, and which client milestones are tagged on the contact (client_joined, first_workout, first_checkin, first_pr, workout_finished, checkin_submitted, client_flight_risk, client_left). null clears a flow. Nothing is sent from here; the next sync (every 15 minutes) uses the new settings.
Edit an expense coachvana_update_expenseCorrects one expense in the books (expense_id from coachvana_get_books or coachvana_get_tax_pack): the date, amount, category, vendor or note. Only the business's owner or admins keep the books. Only what is given changes; an empty vendor or note clears it. Nothing is sent to anybody.
Preview inviting leads by themselves coachvana_preview_lead_auto_invitePrepares switching on or off automatic invites: every new lead with an email is invited and emailed at once, with no step by the coach. For the DM link and DM tool (source dm) or for one connected form that makes leads (source form). Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview what a form submission becomes coachvana_preview_form_connectionPrepares changing what each new submission of a connected Typeform or Jotform form becomes: a lead, an application (with the coach's own questions) or a check-in for the client with that email. A check-in needs CoachVana's copy of the form, made when a form is connected for check-ins in CoachVana. Leaving lead stops automatic invites. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview declining somebody on the waitlist coachvana_preview_waitlist_declinePrepares declining one person waiting on the coach's waitlist, by entry_id (from coachvana_list_waitlist) or name. They come off the list. Nothing changes until coachvana_act_on_growth runs with the returned action_id.

Your settings

Coach settings coachvana_get_settingsReturns the coach's own settings in one read: name, units and time zone; client booking (session length, cancel window), how they meet and where, free consults; booking hours by day; standing video rooms and the default provider; new-client onboarding (checklist intro, onboarding call, application and waitlist forms, checklist items); which notifications are switched off; which tools clients see; the client app's look; and the coach's recovery rules (which client each is for, or the default, whether it is on, and its rule_id; never the readings it acts on). A part that could not be read is listed in failed_sources, never shown as empty.
Update booking settings coachvana_update_booking_settingsChanges how clients and prospects book the coach: client booking of paid 1:1 sessions on or off, its length (15-180 minutes) and cancel window (0-168 hours); how the coach meets (in_person, video or either) and where; free consults on or off, their length and note; booking hours (add windows by day and time, remove by window_id from coachvana_get_settings, and the time zone they are in); and the standing video room (a Zoom, Google Meet, Teams or FaceTime link, which becomes the default) or the default provider. Only the fields given change.
Update new-client onboarding coachvana_update_intake_settingsChanges what a newly accepted client is asked for: the checklist intro shown above their checklist, whether every new client books an onboarding call and how long it is (10-120 minutes), the application form and the waitlist form (the coach's own form ids from coachvana_list_forms; null clears), and the checklist items (add a form or document by id, remove by item_id from coachvana_get_settings). Only the fields given change.
Switch notifications on or off coachvana_set_notification_prefsSwitches the coach's own push notifications on or off by kind. The kinds: dm (Messages), group_comment (Comments on your posts), group_announcement (Group announcements), comment_reply (Replies to your comments), group_mention (Mentions), group_event_reminder (Group events), client_joined (Client joins), group_joined (New group members), group_moderation (Group reports), group_content_removed (Removed posts), group_muted (Group mutes), group_moderator (Moderator role), group_mod_queue (Moderation queue), application_received (New applications), application_auto_accepted (Automatic accepts), checkin_submitted (Check-ins), question_answered (Answers to your questions), assessment_submitted (Assessments), workout_finished (Finished workouts), form_check_posted (Form checks), coach_achievement_earned (Your milestones), workout_moved (Moved workouts), recovery_adjusted (Lighter sessions), referral_joined (Referrals), coach_referral (Coach referrals), referral_earned (Referral earnings), referral_available (Referral balance), referral_paid (Referral payouts), referral_adjusted (Referral changes), referral_payout_problem (Payout problems), affiliate_decision (Affiliate application), referral_ops (Referral program alerts), studio_reset (Studio changes), billing_changed (Bill changes), bill_consent_needed (Clients waiting to start), lead_captured (New leads), program_sold (Your programs), course_sold (Your courses), transformation_consent_answered (Photo answers), lead_inbound (Leads from your DMs), lead_followup_due (Lead reminders), coach_reminder (Your reminders), client_package_low (Packages running low), review_answered (Review answers), client_weigh_in (Weigh-ins), client_hold_ended (Holds ending), client_goal_progress (Client goals), progress_reports_ready (Client reports), consult_booked (Consults booked), lead_going_cold (Leads waiting), application_going_cold (Applications waiting), session_reminder (Session reminders), feature_request_answered (Your feature requests), support_reply (Replies from CoachVana), team_changed (Team changes), automation (Automation alerts), client_gym_checkin (Gym arrivals), client_flight_risk (At-risk clients), client_leave_requested (Pause requests), client_left (Clients leaving), todo_completed (To-dos completed), posing_submitted (Posing submissions), first_workout (First workout), first_checkin (First check-in), first_pr (First PR), waitlist_joined (Waitlist joins), waitlist_promoted (Waitlist promotions), payment_failed (Failed payments), purchase_failed (Failed bank payments), dues_failed (Failed dues), payouts_disconnected (Stripe connection), plan_offer_accepted (Plans agreed), plan_offer_paid (Plans paid), plan_offer_declined (Plans declined), plan_offer_unpaid (Unpaid plans), check_in_assigned (Check-ins assigned to you), client_unassigned (Clients nobody had room for), creator_sale (Bundles and offers), series_subscribed (Weekly programs), series_needs_week (Weeks to build), creator_access_paused (Paused sales). Notifications that carry a legal record or money about to break cannot be switched off and are not listed.
Switch tools on or off for clients coachvana_set_tool_prefsSwitches secondary tools on or off in the coach's clients' app (a tool switched off is hidden for every client of this coach). The tools: habits (Habits: Daily habit checklists on your client's home screen.); protocols (Protocols: Supplement and lab protocols.); posing (Posing: Posing rounds and feedback, physique sports.); meets (Meets: Competition days, attempts and openers, strength sports.); leaderboards (Leaderboards: Global rankings your clients can opt into.); resources (Resources: Articles and files you share with clients.); documents (Documents: Waivers and agreements clients sign. Signed ones stay on file either way.); copilot (Drafts for you: AI-written notes for clients who need you, on your Today screen. Uses an AI action only when you ask.).
Edit a saved reply coachvana_update_reply_snippetEdits one of the coach's saved replies (snippet_id from coachvana_list_reply_snippets, or its shortcut): the shortcut typed after / (1-60 characters) and the text (1-2,000 characters, {first_name} fills in the client's first name). Messages already sent are unchanged.
Save a drip sequence (off) coachvana_save_dripCreates a drip sequence, or rewrites one that is switched off (drip_id from coachvana_list_drips): up to 20 steps, each a number of days after a client first joins and a message, a check-in form or a program. Rewriting a drip replaces its message, form and program steps and keeps any step of another kind (a guide, task, habit or course set up in CoachVana) as it was. A new drip is saved switched OFF and reaches nobody until it is turned on with coachvana_preview_drip_change; a drip that is on is refused here, since editing it would change what clients receive.
Update the coach's name, units or time zone coachvana_update_profileChanges the coach's own display name, the units their screens use (imperial or metric), and their time zone (an IANA name like America/New_York, which sets what "today" and reminders mean for them).
Preview editing an automation coachvana_preview_automation_editPrepares a change to one of the coach's automations (automation_id or name from coachvana_list_automations): its name, trigger, action and what it sends (message for send_message; title, notes and due_in_days for create_task; form_id and due_in_days for assign_form; content_id for send_content; program_id for assign_program; tag_name for add_tag; habit_name or habit_library_key (with an optional description and https link) for assign_habit; course_id for send_course; run_days and quiet_days where the trigger reads them). Fields left out keep their saved values. A trigger about a lost lead can only notify the coach, and one about a client who left can only message them, notify the coach or add a tag; other pairs are refused because CoachVana would never run them. It stays on or off as it is; a change to one that is on applies from the next time it runs. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview turning a drip on or off, or stopping it for a client coachvana_preview_drip_changePrepares turning one of the coach's drip sequences on (every client who first joins from then on is enrolled) or off (no steps run for anyone), or stopping it for one enrolled client (steps already sent stay sent). Takes the drip_id or the drip's name. Nothing changes until coachvana_act_on_growth runs with the returned action_id.
Preview changing the clients' app look coachvana_preview_client_app_lookPrepares a change to how the coach's clients' app looks: the finish (obsidian, graphite, chrome or frost; chrome and frost show only in the light theme), the accent color and a second accent (#RRGGBB; null clears), the welcome message on their Home (null clears), taking the splash picture off, and whether the leaderboard, PR celebrations and the streak flame show. Clients see it the next time the app opens. Nothing changes until coachvana_act_on_growth runs with the returned action_id.

Plans, prices and offers

Preview a new plan or package coachvana_preview_plan_createPrepares one of the coach's own prices: a one-to-one plan billed weekly, monthly, quarterly or yearly, a session package paid once, or a paid community plan for one of the coach's groups. It is priced in the currency of the coach's Stripe account and shows on their public page unless hidden. Nothing is created until coachvana_change_prices runs with the returned action_id; then it is published to Stripe the way the app's editor does. Never charges anyone.
Preview changing a plan or its price coachvana_preview_plan_updatePrepares a change to one of the coach's own plans: its name, description, price, billing period, a package's sessions or expiry, whether it shows on the public page, or switching it off so nobody new can buy it. A new price applies to new subscribers; current subscribers keep the price they started on, and an open offer of the old price is withdrawn. Nothing changes until coachvana_change_prices runs with the returned action_id. Never refunds or charges anyone.
Plan offers coachvana_list_plan_offersLists the plan offers the coach sent to clients, newest first: who, which plan or private price, the status (open, viewed, agreed, paid, declined, withdrawn, expired), and when it was sent and seen.
Preview offering a client a plan coachvana_preview_plan_offerPrepares offering a client already on the coach's roster one of the coach's plans, or a private price only they see. The client gets it in their app and by email and agrees and pays at Stripe checkout themselves; nothing is charged by sending it. Optional: a start date at least three days out (billing starts then), an expiry, and a short message. A client already paying is switched to it when they agree. Sent only when coachvana_send_plan_offers runs with the returned action_id.
Preview withdrawing or resending an offer coachvana_preview_plan_offer_changePrepares withdrawing an open plan offer, or reminding the client about it (at most every 12 hours). Done only when coachvana_send_plan_offers runs with the returned action_id.
Programs and courses for sale coachvana_list_listingsLists the self-guided programs and courses the coach sells on their own (paid once, on the web), with the price, the description, and whether each shows on the coach's public page.
Preview a program or course listing coachvana_preview_listingPrepares selling one of the coach's program templates or standalone courses on its own (paid once on the web), or changing a listing: its name, description, price and whether it shows on the public page. A new listing is priced in the currency of the coach's Stripe account. Nothing changes until coachvana_change_prices runs with the returned action_id. Never charges anyone.
Preview recording an outside payment coachvana_preview_external_paymentPrepares recording money a client paid the coach outside CoachVana (Venmo, Zelle, Cash App, cash, a bank transfer, a check or other), in the coach's account currency, with the day it was paid and an optional reference and note. It goes on the client's payment history and the books. Nothing is recorded until coachvana_change_prices runs with the returned action_id. Moves no money.
Preview a session package change coachvana_preview_package_changePrepares recording a session package a client bought outside Stripe (op sell: its name, how many sessions, optionally what they paid and when the sessions expire), or using one session from a client's package by hand (op redeem). A used-up or expired package gives no session. Nothing changes until coachvana_change_prices runs with the returned action_id. Moves no money.
Preview how a client pays coachvana_preview_billing_arrangementPrepares recording how one client pays the coach: platform (through CoachVana's checkout), external (paid to the coach directly) or exempt (not billed), with an optional note. It changes what the roster says about them; it moves no money, creates nothing at Stripe and does not change what CoachVana bills the coach. Nothing changes until coachvana_change_prices runs with the returned action_id.
Invoices coachvana_list_invoicesLists the coach's invoices, newest first: number, client, status (draft, sent, paid, overdue, void, uncollectible), total, the first line or memo, and the issue and due dates. Optionally only one status.
Preview a draft invoice coachvana_preview_invoicePrepares a new DRAFT invoice for one client, or new lines and dates for one of the coach's drafts: each line a description, a quantity and a price in whole units, plus an optional memo, issue date and due date. It is never sent from here and nothing is charged; the coach sends it from CoachVana. A sent, paid or void invoice is not edited. Nothing is saved until coachvana_change_prices runs with the returned action_id.

Deleting and removing

Preview archiving a client coachvana_preview_client_archivePrepares archiving one client (ending their coaching) with the reason. Their access to the program, check-ins and messages with the coach ends. If they pay through a live plan, the plan stops renewing at the end of the period they already paid for; nothing is refunded. Nothing changes until coachvana_delete_or_remove runs with the returned action_id.
Preview restoring an archived client coachvana_preview_client_restorePrepares bringing an archived client back to active. Their history is all still there. If the coach's plan has no room for another active client, they come back paused instead, and the answer says so. Nothing changes until coachvana_delete_or_remove runs with the returned action_id.
Preview deleting things coachvana_preview_deletePrepares deleting up to 50 of the coach's own things by id: an unaccepted invite, a program, a form, a private note, a group post, a session, a habit the coach assigned, a meal plan (or taking one off its client), a meal note, a guide, an assessment or its template, an unsigned document, the coach's form-check comment, a recovery rule, a group category or event, a course or one of its modules or lessons, a message the coach sent (unsend), a drip, an application, a testimonial, a certification, a transformation pair, a program or course listing, a recipe, a custom exercise, a saved reply, an automation, a lead, a lead magnet or an expense. The preview names each one and warns what else it touches (a running program's clients, a client's meal plan). Ids come from the reads that list each thing: an invite from coachvana_list_invites (a team invite from coachvana_list_org_team), a habit from coachvana_get_client_progress, a meal note from coachvana_get_client_nutrition, a recovery rule from coachvana_get_settings. Clients are archived with coachvana_preview_client_archive instead. Nothing is deleted until coachvana_delete_or_remove runs with the returned action_ids.
Preview removing or banning a group member coachvana_preview_group_member_removalPrepares removing a member from one of the coach's groups, optionally banning them so they cannot rejoin from the coach's page, or (lift, with their member_id) letting somebody removed earlier rejoin. Their posts stay. Nothing changes until coachvana_delete_or_remove runs with the returned action_id.

Gym and company consoles

Gyms and companies you run coachvana_list_orgsLists the gyms and companies the account runs as owner or admin, with each one's org_id, type, the account's role and, for a gym, the join code members type. The gym and company console tools take one of these by name or org_id. A coach employed by a gym runs no console and gets an empty list.
A gym or company at a glance coachvana_get_orgReturns one gym's or company's overview: type, the account's role, join code, locations (gym), active membership plans with their prices (gym), members by status and unsigned waivers (gym), team size, clients coached inside it, and the marketplace listing's web address and whether it is published. CoachVana's own fee and add-ons are not included.
Gym members coachvana_list_org_membersLists a gym's members, newest first: status (active, paused, cancelled, expired), plan, home location, whether the waiver is signed, and when they started. Filters by status (current = active and paused, the default), part of a name, or members with no signed waiver. Deleted accounts are left out. Each row's membership_id is what coachvana_preview_org_member_change takes.
Gym classes coachvana_list_org_classesLists a gym's classes between two dates (default today through the next 14 days; the schedule reaches two weeks back and two months ahead) with trainer, location, capacity, how many are booked, waitlisted and marked attended. Each row's class_id is what coachvana_preview_org_class takes to edit or cancel.
Trainers, coaches and staff coachvana_list_org_teamLists a gym's or company's team: each person's role (owner, admin, coach, front desk), how many clients they coach inside the org, and the invites still waiting to be accepted with the address and role each was sent for (and the invite_id coachvana_preview_delete takes to withdraw one). Each person's user_id is what the team, class, meeting and reassign previews take.
Team meetings coachvana_list_org_scheduleLists a gym's or company's team meetings between two dates (default today through the next 14 days): when, who organised it, who is invited and what they answered, the place or call link, and whether it was canceled. Each row's meeting_id is what coachvana_preview_org_meeting takes to cancel one. Client sessions are in coachvana_get_calendar.
Clients coached inside an org coachvana_list_org_clientsLists the clients coached inside a gym or company (invited, active and paused) with the coach each one has. Filters by part of a name or by coach. Deleted accounts are left out. Each row's client_ref is what coachvana_preview_org_reassign takes, and each client_id is a recipient coachvana_preview_org_message accepts.
Gym or company report coachvana_get_org_reportReturns a gym's or company's numbers over the last N days (7 to 90, default 30). A gym: members by status, new members, the monthly value of active memberships, classes held, bookings, attendance and no-shows, fill rate, and classes per trainer. Both: each coach's active and at-risk clients and 30-day revenue, and coaching revenue over the window split between the org and each coach. CoachVana's own fee and add-ons are never included.
An org's inbox coachvana_list_org_inboxLists the account's direct conversations with the people of a gym or company it runs (colleagues, active members and clients coached inside it): who, whether they are team, member or client, unread count and when the last message came. No message text; coachvana_get_conversation reads a thread by its conversation_id, and coachvana_preview_org_message starts or answers one.
Preview a gym membership change coachvana_preview_org_member_changePrepares changes to gym members: a status (active, paused, cancelled), a membership plan, a home location, or marking the waiver signed, for one or more members by name, membership_id or member_id. Or enrolls one of the coach's own clients as a member. Cancelling a membership stops any dues at the end of the paid period, never a refund. Done only when coachvana_apply_org_changes runs with the action_ids.
Preview a gym class change coachvana_preview_org_classPrepares a gym class: create one (a date and time on the location's clock, else the coach's, optionally repeating weekly for up to 12 weeks) with a trainer, location, capacity, length and description; edit a future class by class_id (any of those, or a new date and time); or cancel a future class, which removes its bookings. Done only when coachvana_apply_org_changes runs with the action_id.
Preview a team change coachvana_preview_org_team_changePrepares a change to a gym's or company's team: invite somebody by email as a coach, front desk or admin (they get a join link; an admin invite is the owner's alone), change a colleague's role, or take a colleague off the team, naming the coach who takes their clients. Role changes and removals are the owner's alone. Done only when coachvana_apply_org_changes runs with the action_id.
Preview a gym location change coachvana_preview_org_locationPrepares a gym location: create one (name, address, city, time zone, capacity), edit one by name or location_id, or delete one (its classes and members keep going with no location). Done only when coachvana_apply_org_changes runs with the action_id.
Preview the org's marketplace listing coachvana_preview_org_listingPrepares changes to a gym's or company's public marketplace listing (coachvana.com/g/<web address>): headline, description, city, address, tags, up to 4 highlights, the web address, and publishing or unpublishing it. Anyone can read a published listing. Done only when coachvana_apply_org_changes runs with the action_id.
Preview a team meeting coachvana_preview_org_meetingPrepares a team meeting for a gym or company: create one (name, date and time on the coach's clock, length, place or https call link, notes, and the colleagues invited by name or user_id), or cancel an upcoming one by meeting_id. Everyone invited is told in their app. Done only when coachvana_apply_org_changes runs with the action_id.
Preview a message from an org's inbox coachvana_preview_org_messagePrepares one direct message to each named person of a gym or company the account runs: a colleague, an active gym member or a client coached inside it, by name or user_id. The message lands in a direct thread with that person. Sent only when coachvana_apply_org_changes runs with the action_ids.
Preview moving a client to another coach coachvana_preview_org_reassignPrepares handing a client coached inside a gym or company to another coach of the same org, with an optional reason kept on the record. All the client's history moves with them; the client is told their coach changed and the new coach is told too. Done only when coachvana_apply_org_changes runs with the action_id.

Carrying out a preview

Send previewed messages coachvana_send_messagesCarries out messages, check-in replies, questions, meal notes and invites that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Apply previewed client changes coachvana_apply_client_changesCarries out client status changes, program and meal plan assignments, nutrition targets, habits, check-in schedules and assessments that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Post previewed community actions coachvana_act_in_communityCarries out group posts, comment replies, events, moderation, challenges and course publishing that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Apply previewed calendar changes coachvana_act_on_calendarCarries out new sessions and series, moves and cancellations that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Apply previewed growth actions coachvana_act_on_growthCarries out application decisions, waitlist offers, page and content publishing and automation switches that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Carry out previewed deletes and removals coachvana_delete_or_removeCarries out archives, removals and restores of clients, deletes of programs, forms, notes, posts, comments, sessions, habits and meal plans, removals of group members and bans that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Save previewed plans and prices coachvana_change_pricesCarries out new and edited plans, packages and community prices of the coach's own (never a refund or a charge) that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Send previewed plan offers coachvana_send_plan_offersCarries out plan offers to clients already on the roster, and their cancellations and reminders that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Apply previewed gym and company changes coachvana_apply_org_changesCarries out members, classes, schedule, trainers, staff, locations and listing changes in a gym or company the coach runs that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.
Save previewed imports coachvana_save_importsCarries out programs, meal plans, forms, recipes and client lists read from a file the coach attached that a CoachVana preview tool already staged, identified only by their action_ids. Each id is used once and expires 15 minutes after its preview; an id from another kind of preview, another assistant or another account is refused. Every id is checked again against what is true now (a client archived since the preview is skipped with the reason). Returns one sentence per id saying what happened.

Disconnect

In CoachVana, open Settings, then Integrations (or Settings on the phone), find Connected AI assistants and choose Disconnect. It stops at once: CoachVana refuses the assistant on its next request. You can also remove the connector inside Claude or ChatGPT.

Questions: contact support. What the assistant receives and never receives: AI and your data. How we handle data: privacy policy.