📝 Overview

This guide explains how to control who sees what in your custom branded app. You'll learn how to create and manage groups, sync them with memberships, and use those groups across features like On-Demand, Meals, Challenges, Custom Pages, Club Updates and Auto Notifications to target the right Customers.

It also covers how to manage user profiles and understand user data in the Admin Console.

💡 This guide is for Owners, Admins and Staff Members only and is not intended for Customers.

🔑 Authorizations

Managing access and visibility is done in the Admin Console, so it's available to:

Owners
Admins
(Optional) Staff Members with access to the Admin Console and the relevant permissions

🫸 Before you start

Please make sure of the following:

Your memberships are set up on your Business Dashboard.
You have a rough idea of the audiences you want to target (e.g. "All Members", "PT Clients", "Intro Program", "Staff Only").
Decide whether you want some groups to be:
- Manual groups: you add/remove people yourself.
- Membership-synced groups: Customers are added/removed automatically based on their active membership.

💡 Membership-synced groups update automatically (only Customers with an active membership are included).

If you ever need an immediate refresh, you can delete a synced group and create it again from the same membership.

👫 Understanding users, memberships & groups

There are three main layers that affect access:

Users: each person who can log into your app.
Memberships: created and managed on your Business Dashboard.
Groups: managed in the Admin Console and used to control which Customers see which content.

Groups can be:

Manual: you create a group and add Customers one by one (or "add all").
Membership-synced: you create a group directly from one or more memberships, and the system keeps that group in sync so only Customers with an active membership stay in it.

Use this video for a tour of the Users table, account types and group basics.

👤 Users – Managing Your App Users

Users is the place where you can see everyone who is using your app and any data associated with them. They are pulled from the main system, but will only show people who have logged in or registered onto your app. This includes Customers, trainers (your staff) and admins (those with access to the Admin Console).

💡 You can manually add new users by selecting the Add New User button.

Note: manually created users won't be synced back to the main system.

Any manual changes applied to users coming from the main system will be overwritten if changes are made in the main system.

Recommendation: create new accounts directly on the app via registering.

Click the arrow to learn more about the Users table

Users Table

The table shows all users who have logged into your app.

Search	Search for specific Customers using the search function at the top right. Names and email addresses are searchable.
Edit	Select the edit icon to view or edit user data such as workout logs, progress values, notes, and food logs.
Delete	Select the trash icon to delete a user.

💡 If you delete a user who comes from the main system and they log in again, they'll be re-added automatically.

👤 Viewing and editing user data

When you select the edit icon on a user in the Users section, you can view and edit their profile, including their groups, memberships, workouts, progress and nutrition data.

Click the arrow to learn more about viewing and editing user data

When you open a user's profile via the edit icon, you'll see the following tabs:

General tab

The General tab contains several sub-sections:

Detail	Edit basic user data (name, date of birth, etc.) and their account type (Member, Trainer, Admin). Note: to give a user Admin Console access, they need admin permissions on your Business Dashboard via Staff ➜ Staff Management. However, changing a Member to Trainer or Admin in the app gives them access to the Admin section within the app.
Groups	Check which user groups this Customer belongs to, or add and remove them from groups.
Chat groups	Check which group chats they are a member of, or add them directly to a group chat.
Memberships	See what active memberships the user currently has.
Challenges	See which challenges the user has signed up for.
Auto Notifications	Check which notifications this user has received or is currently receiving.
Meal plan	See which meal plan this user is currently following (only shows meal plans you have created).
Notice categories	Check which Club Update categories this user currently has access to.
On demand categories	Check which On-Demand categories this user currently has access to.
Custom page categories	Check which Custom Page categories this user currently has access to.

Workout Templates tab

Shows the workout templates the user has access to. Use the dropdown menu to filter by access type:

Self	Workouts specifically assigned to this user directly.
Group	Workouts assigned to a group they are part of.
Everyone	Workouts assigned to all users.
Membership	Workouts they have access to because of their current membership.

You can also create a new workout template directly from this tab.

Workout Template Logs tab

Shows the workouts the user has logged, and whether they have made any modifications to their workouts.

Progress tab

Shows the progress the user has logged, organised by category. Click a category to see individual entries. You can add progress manually by selecting Add New, which is useful if a Customer sends you metrics outside the app. Edit entries using the edit icon.

💡 See the Progress section in the Coaching & Tracking guide here for more information on setting up progress categories and metrics.

Transformation Images tab

Shows any before and after photos the user has uploaded.

Notes tab

Add private coaching notes to the user's profile. These notes are not visible to the user. Useful for preferences, session notes, or things to remember. Notes can be edited and deleted using the relevant icons.

Food Macro tab

Set the user's daily calorie goal and individual macro targets (protein, carbs, fat).

Food Logs tab

View the user's food log entries, daily macro breakdown, and any food images they've uploaded.

👨‍👩‍👧‍👦 Creating and managing groups

Groups are created in the Admin Console under Users ➜ Groups. You can build them manually or sync them to your memberships.

Create a manual group

Go to Users ➜ Groups in the Admin Console.
Click Add new group.
Give the group a clear name (e.g. "All Members", "PT Clients", "Foundations Program").
Save the group, then click the 3 dots and use the Members tab to add or remove Customers.

💡 To create a group that contains everyone, create a new group, then use the option to add all users. It may take a few minutes for the list to populate when you have a lot of Customers.

Click the arrow to learn how to create a membership-synced group

Create a membership-synced group

Go to Users ➜ Groups.
Choose the option to create a group from TeamUp memberships.
Select a membership.
Save the group.

🔔 From now on:

Customers with those memberships will be added automatically.
If a Customer cancels or pauses their membership, they'll be removed automatically.

📌 Using groups to control visibility across the app

Once you have groups, you can use them to decide which Customers see which content. Below is where groups are used in each feature.

Click the arrow to learn how groups work in each feature

🎬 On-Demand

You can use groups to control who sees On-Demand categories and content.

Typical workflow:

Go to On-Demand in the Admin Console.
Create or edit a category (e.g. "Beginner Strength", "Premium Library").
Choose which groups are allowed to see that category.

💡 When creating or editing categories you'll see separate options for who the content is visible to and who it is accessible to. This lets you show teasers to everyone but only allow certain groups to play the content. This isn't fully shown in the video below.

📲 Auto Notifications

Groups also control who receives your auto notifications.

Example uses:

Check-in prompts for PT clients.
Regular reminders for challenge participants.

Basic steps:

Go to Auto Notifications.
Create a new notification (e.g. "2-week check-in").
Choose the interval (e.g. every 2 weeks) and content.
Select one or more groups to receive it.

🥘 Meals (Meal Plans)

You can make certain meal plans available only to specific groups or memberships.

Steps:

Go to Meals in the Admin Console.
Create or edit a meal plan.
Choose whether the plan is available to everyone or only selected groups.

🧗‍♀️ Challenges

Challenges can be global or targeted to certain groups.

Steps:

Go to Challenges.
Create or edit a challenge.
Choose Everyone or select one or more groups to participate.

🏋️ Workout Templates

Workout templates are organised into folders. Groups are assigned at the folder level.

Steps:

Go to Workout Templates.
Open the folder you want to control.
Assign that folder to one or more groups. Anyone outside those groups won't see those templates in their app.

📄 Custom Pages

Custom pages are grouped into categories. Those categories can be restricted to specific groups.

Steps:

Go to Custom Pages.
Create or edit a category.
Assign one or more groups to that category.

🔄 COMING SOON:
Automations for Custom Pages are planned. You'll be able to trigger pages or flows automatically for certain groups.

📢 Club Updates

Club Updates are organised into categories, and those categories can be targeted to groups as well.

Steps:

Go to Club Updates.
Create or edit a category of updates (e.g. "General News", "PT Clients Only").
Choose which groups should receive updates from that category.

🔔 You can use Add link in a Club Update to send Customers directly to a specific page in your app. Automations for Club Updates are planned for a future update.

🆕 Introducing a redesigned app experience with a modern interface and improved navigation. See below for a before-and-after comparison of the UI.

👀 What Customers see (for context)

Customers only see content that is associated with groups they belong to.
If a Customer is not in a selected group, the content generally doesn't appear in their app at all, so they won't know it exists.
For paywalled items, Customers without a membership may hit a membership prompt instead of being able to access the content.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.