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General questions:
Protocol CRM is a specialized client management platform designed specifically for personal trainers, nutritionists, and wellness coaches. We help transform traditional fitness businesses into premium coaching centers through comprehensive client lifecycle management, progress tracking, and automated client engagement. Our platform enables coaches to create and monitor custom fitness and nutrition protocols while optimizing revenue through subscription-based services. Whether you're an established fitness professional or just starting out, Protocol Fit provides the tools and support you need to scale your business while delivering exceptional results.
Our implementation process typically takes under 24 hours. The platform is designed to be intuitive and user-friendly, allowing you to get started immediately after signup. For those on the Professional or Business plans, we offer a complimentary onboarding session to help you configure the platform to your specific needs. We'll work with you to set up protocol templates and import your existing clients, ensuring a smooth start with the system. Most coaches are able to onboard their first clients the same day they sign up.
Protocol CRM serves a wide range of fitness professionals, with particular value for personal trainers, nutritionists, wellness coaches, and fitness studio owners. We're especially well-suited for forward-thinking professionals who want to incorporate data-driven approaches and premium services into their practice. Our Business plan caters to multi-trainer studios and wellness organizations, while our Professional plan is perfect for individual coaches and smaller teams looking to scale their client base efficiently.
Our Starter plan includes support for up to 3 active clients at no cost, allowing you to experience the platform's core features before committing. The Professional plan is billed at $5 per active client per month, with no upper limit. We define active clients as those with ongoing training or nutrition programs, clients who've had activity in the last 30 days, or clients on subscription plans. Inactive or archived clients don't count toward your limit, giving you flexibility to maintain your client database without additional costs.
Pricing & Billing:
Unlike many enterprise platforms, Protocol CRM has no setup fees for any of our plans. The Starter plan is completely free for up to 3 clients, and the Professional plan ($5/client/month) can be activated instantly with no upfront costs. For Business clients with custom requirements, we may include implementation services in your custom package, but standard setup is always included at no extra charge.
Our pricing is straightforward and transparent. The Starter plan includes up to 3 active clients at no cost. The Professional plan is billed at $5 per active client per month, with no minimum or maximum. This means you only pay for what you use, and your costs scale naturally with your business. Active clients are calculated based on peak usage during each billing cycle. We don't count inactive clients or archived records toward your client limit.
For the Professional plan, billing adjusts automatically based on your number of active clients. If you add new clients during a billing period, you'll be charged the prorated amount for those clients in your next invoice. If clients become inactive, they'll be removed from your billable count in the following cycle. This flexible system ensures you're only paying for clients you're actively working with. We also offer the option to prepay for larger client packages at a discount.
We offer month-to-month billing with no long-term commitment required. If you need to cancel, we simply require notice before your next billing cycle. During this period, you'll have full access to export all your data in standard formats. We provide detailed documentation and support for exporting your client data if needed. Your free Starter plan will remain available even after cancelling a paid subscription, allowing you to maintain up to 3 clients at no cost.
Features & Integrations:
The client portal is a branded web application that your clients access through any browser. Each client receives personalized login credentials to view their programs, track progress, log workouts and meals, and communicate with you. The portal displays their assigned workouts, nutrition plans, progress metrics, and upcoming check-ins. You control exactly what information is visible to clients and can customize the branding to match your business.
Absolutely! Protocol CRM offers a flexible template builder that allows you to create an unlimited number of workout and nutrition templates. You can build templates from scratch or modify our extensive library of pre-built options. Templates can include exercise libraries with video demonstrations, progressive overload parameters, nutrition recommendations, and more. Once created, templates can be quickly assigned to clients and modified to meet their specific needs.
Our WhatsApp integration enables automated client communication directly through their preferred messaging app. You can set up automated check-in messages, workout reminders, progress updates, and milestone celebrations. Clients can respond directly to these messages, with their responses synced back to the platform for your review. This integration helps maintain consistent communication without requiring you to manually send messages to each client.
Support & Updates:
Starter plan members receive standard support through email, with access to our online knowledge base, training materials, and community forums where you can connect with other fitness professionals.
Professional plan members enjoy priority support through email and chat channels, with faster response times and access to our direct support team for troubleshooting.
Business plan clients receive enhanced support with a dedicated account manager and phone support options. We also provide custom training sessions for team members and prioritize feature requests from our Business clients.
We maintain a regular update schedule with feature releases occurring monthly. Updates are deployed automatically with no downtime required. We focus on continuous improvement based on user feedback, and Professional/Business plan members can vote on upcoming features through our development roadmap. All users receive notification of new features through our in-app announcement system and monthly newsletter.
Feature requests from all users are collected and evaluated for inclusion in our development roadmap. Professional plan members receive priority consideration for their requests, while Business clients can work directly with their account manager to scope and potentially fast-track implementation of requested features. For Business clients with unique requirements, we offer custom development services to create specialized functionality for your specific business needs.
Response times vary by issue severity and plan level. For Starter plan members, we aim to respond to all inquiries within 48 hours during business days. Professional plan members receive responses within 24 hours, with critical issues addressed within 4 business hours. Business clients benefit from expedited support with 2-hour response times for standard issues and 30-minute response times for critical issues affecting system operation.