Active and inactive clients, and the plan limits
How the Free plan's 20-client limit works, what marking a client Inactive does on Free and on Pro, how deleting differs, and how your data stays preserved either way.
This is the central guide to how clients count against your plan and what the Active, Inactive and delete controls actually do. Marking a client Inactive tidies your roster, deleting removes them for good, and the plan you're on decides what you can undo. It's worth knowing the difference before you click.
How many clients you can have
The QuickCoach Free plan supports up to 20 clients in total. That limit counts every client in your workspace, not only the ones currently marked Active, so an inactive client still takes up one of your 20 places. There's no time limit and nothing expires.
QuickCoach Pro removes the limit completely. You can coach as many clients as you like on one flat price, with no slider and no per-client fee, so a growing roster never means a growing bill. Already coaching 20 on Free and want to add another? Upgrade to Pro for unlimited clients, or delete a client you're certain you won't return to (deletion is permanent, and inactive clients still count toward the 20). Weighing it up? QuickCoach Free and Pro, explained covers everything Pro unlocks, and plans and pricing has the current numbers.
What marking a client Inactive does
Marking a client Inactive drops them out of your roster's default Active view. What happens to the client after that depends on the plan you're on.
Important on the Free plan: The QuickCoach Free plan supports up to 20 total clients. If you mark a client as Inactive while using the Free plan, their access will be revoked and they will see an Account Deactivated screen. You will also lose access to that client's history and will not be able to reactivate them while remaining on the Free plan.
Your client data is not deleted. It remains safely preserved on your account. Upgrading to QuickCoach Pro restores access to inactive client records and allows you to reactivate clients, export information, and tidy older records.
The 20-client limit applies consistently to all Free accounts. We cannot provide individual exceptions, as this would be unfair to other coaches and would make it harder to keep QuickCoach sustainable and free.
On Pro there's no cap and nothing to lose. Marking a client Inactive simply tidies your roster: the client keeps their access, their full history stays a click away under the Inactive view, and you can switch them back to Active whenever you like.
What happens when you delete a client
Deleting a client removes them from your account completely, and their access link stops working. Their History and everything tied to the account goes with them. Unlike marking a client Inactive, deleting is not preserved and cannot be undone on any plan.
Important: Deletion is permanent. Once a client is deleted, their data can't be recovered. If you might want them back later, mark them inactive instead.
Make a client inactive
Open the Clients page from the side menu. In the Status column, click the toggle next to the client you want to deactivate.
Delete a client
You delete a client from the Inactive view. In your roster, open the status dropdown near the search box and choose Inactive.
Find the client in the inactive list and click the trash icon in the Actions column.
A confirmation box appears. Tick the box to confirm you understand the client and all their data will be removed, then click Delete.
Reactivate an inactive client
On Pro, switch the roster to the Inactive view, find the client, and click the Status toggle again to move them back to Active. They return to your working roster straight away.
On the Free plan you can't reactivate an inactive client. The record and its history are preserved on your account, and upgrading to Pro restores access to them along with the ability to switch them back to Active.
Limit what an inactive client can see (Pro)
On Pro, where an inactive client keeps their access, marking them inactive doesn't hide their existing plans from them. If you want to reduce what they can open, move any plans out of their Upcoming section and into Drafts. Select the plans you want to move, then click the rotating arrows icon to send them to Drafts. Their completed plans stay visible, but they won't have anything new to work through. The plans by status guide shows where each tab lives.
Downgrading from Pro to Free
If you move from Pro back to Free while you have more than 20 clients, you'll need to bring the workspace down to 20 or fewer, or upgrade again to carry on above the limit. Any inactive client data stays preserved through the switch. As soon as Pro access resumes, you get back the ability to see inactive client records and to reactivate clients.
What happens to a client's app if your account lapses
This one is account-wide, not the per-client toggle above. If your payment fails or you cancel your subscription, every client app deactivates at once. For that reason, keep your payment details current through your subscription settings.
When a client opens a deactivated app, they see a message saying it's no longer operational, with their client link at the bottom. They can paste that link into any browser to reach their plans through the QuickCoach web portal.
App deactivation and reactivation doesn't touch your client data in any way. Once your account is back in good standing, the apps come back exactly as they were.