📝 Overview
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 members. This guide also covers how to manage user profiles and understand user data.
💡 This article is for business owners and staff only and is not intended for customers.
🤷 Who can do this
Owners
Admins
(Optional) Staff with access to the Admin Console and the relevant permissions
🫸 Before you start
Please make sure of the following:
Your TeamUp memberships are set up in the main TeamUp 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 – members are added/removed automatically based on their active membership.
💡 Membership-synced groups update automatically (only active members 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 in your TeamUp dashboard.
Groups – managed in the Admin Console and used to control which users see which content.
Groups can be:
Manual: you create a group and add users 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 active members stay in it.
Use this video for a tour of the Users table, account types and group basics.
👤 Viewing and editing user data
The Users section shows all members, trainers, and admins who have logged into or registered on your app. You can search by name or email, edit a user's profile by selecting the edit icon, or delete a user with the trash icon.
💡 If you delete a user who comes from the main system and they log in again, they'll be re-added automatically.
Click the arrow to learn more about viewing and editing user 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 in the main 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 member 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 — useful if a client sends you metrics outside the app. Edit entries using the edit icon.
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.
👤 Users – Managing Your App Users
Users is the place where you can see all users who are using your app and any data associated with them. They are pulled from the main system, but will only show users who have logged in or registered onto your app. This includes members, 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 users
Click the arrow to learn more about users
Users Table
The table shows all users who have logged into your app.
Search | search for specific members 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, member notes, and food logs |
Delete | select the trash icon to delete a user |
💡If you delete a user from the main system and they log in again, they'll be re-added as a user.
Editing User Data – Profile Tabs 🆕
When you select the edit icon on a user, you'll see the following tabs:
General Tab
The General tab has several sub-sections:
Detail | Edit basic user data (name, date of birth, etc.) including their account type (Member, Trainer, Admin). Note: for a user to get Admin Console access, they need to become an Admin in the main dashboard via Staff ➜ Staff Management. However, changing a Member to Trainer or Admin in the app gives them access to the Admin section on the app. |
Groups | Check which user groups this member has been added to, or add/remove them from a group |
Chat groups | Check what group chats they are a member of, or add them directly to a group chat |
Challenges | See what challenges the user has signed up for |
Auto Notifications | Check what notifications this user has received or is 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 categories within custom pages this user currently has access to |
Workout Templates Tab🆕
Workout Templates Dropdown in User Profile 🆕
Here you can see the workout templates the user has access to, or create a workout template directly from the user's profile.
🆕 Use the dropdown menu in this tab to see which workouts the user has access to, broken down by:
Self – workouts specifically assigned to this user.
Group – workouts assigned to a group they are part of.
Everyone – workouts assigned to everyone.
Membership – workouts they have access to because of the membership they currently have.
Workout Template Logs Tab
Here you can see the workouts the user has logged, and see if they have made any changes to their workouts.
Progress Tab 🆕
Progress Categories in User Profile 🆕
Here you can see the progress the user has logged. Click on the different categories you have created to see their progress entries.
Add new progress manually by selecting Add New – useful if a client sends you metrics to track on their behalf.
Edit progress by selecting the edit icon.
💡See the Progress section in the Coaching & Tracking guide for more information on setting up progress categories and metrics.
Transformation Images Tab
Here you can see the before and after pictures the user has uploaded.
Notes Tab
Here you can add private notes to the user's profile. The user does not see these notes. Useful for preferences, notes about their progress, or things to remember for the next session. Notes can be edited and deleted using the relevant icons.
Food Macro Tab
Here's where you can set the user's calorie goal and individual macro goals per day.
Food Logs Tab
Here you can see the previous logs of food entered in the app for that user, as well as a macro breakdown for the day and any images the user has uploaded.
👨👩👧👦 Creating and managing groups
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").
Click on the 3 dots in order to access the Members section and Save the group, then use the Members tab to add or remove users.
💡 To create a group that literally 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 members.
Click the arrow to learn more about creating and managing groups
Click the arrow to learn more about creating and managing groups
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:
Members with those memberships will be added automatically.
If a member 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 members see which content. Below is where groups are used 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.
💡 LIVE NOW (not fully shown in the video):
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.
📲 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
Steps:
Workout templates are organised into folders. Groups are assigned at the folder level.
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.
🔄 COMING SOON:
Club Updates will gain automations and internal links so you can send members directly to specific areas of the app.
👀 What members see (for context)
Members only see content that is associated with groups they belong to.
If a member 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, non-members may hit a membership prompt instead of being able to access the content.
❓ Frequently Asked Questions
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Why aren't my memberships syncing into a group?
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Click here to view the answer
Membership-synced groups are updated automatically and only include active members. If a membership is cancelled or paused, that person will drop out of the group.
If you want to refresh a synced group immediately, you can delete the synced group and recreate it from the same membership; this forces a full refresh.
How do I restrict content to certain memberships?
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Click here to view the answer
Create membership-synced groups for the memberships you want to control.
In each feature, use group-based controls:
Club Updates / Notices – assign groups to categories.
On-Demand – assign groups to categories.
Workout Templates – assign groups to folders.
Challenges – choose groups that can join.
Meals – assign plans to groups.
Custom Pages – assign groups to page categories.
Auto Notifications – choose which groups receive the message.
💡Members who are not in the chosen groups will not see this content or receive those notifications.
How do I create content for a specific membership?
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Click here to view the answer
The most flexible approach is:
Create a group that is synced to the membership (or a manual group if you prefer).
When you create content (Notice, On-Demand category, Custom Page, Workout folder, Challenge, Meal Plan, Auto Notification), assign it to that group only.
This lets you build complete "tracks" in your app for different memberships.
How do I create a group containing everyone?
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Click here to view the answer
Go to Users → Groups and click Add new group.
On the Members tab, use the option to Add all users.
Wait a few minutes for the system to add everyone, especially if your app has a lot of users.
You can then use this group as a simple way to target "everyone" (for example when setting up a club-wide group chat).
How do I set up regular check-in messages for specific clients or memberships?
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Click here to view the answer
Use Auto Notifications:
Go to Auto Notifications and click Add New.
Give the notification a title and description.
Set the Type to an interval (e.g. every 2 weeks).
Select the group(s) that should receive the check-in (e.g. PT Clients, Challenge Group).
Optionally choose which app page to open when they tap the notification (e.g. Progress, Bookings).
Set the status to Active and save.
You can edit or deactivate the notification at any time.