📝 Overview

You’ll learn how to create and manage groups, sync them with TeamUp memberships, and then use those groups across features like On-Demand, Meals, Challenges, Custom Pages, Club Updates and Auto Notifications to target the right members.

💡 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.

👨‍👩‍👧‍👦 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.

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

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

Steps:

Go to Workout Templates.
Open the main folder and then the sub-folder you want to control.
Assign that sub-folder to one or more groups. Anyone outside those groups won’t see those templates in their app.

🔄 COMING SOON:
Workout Templates will be updated to support automations, remove the “main folders” layer, and add dedicated fields for sets/reps/weight. Expect the UI to look a little different once those changes go live.

📄 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

Why aren't my memberships syncing into a group?

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?

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 sub-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?

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 sub-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?

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?

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.