QuickCoach Help Center

QR codes, welcome emails and published plans for client groups

Three tools make it easier to fill and run a client group: a QR code for your group's sign-up link so people can join in person, an automatic welcome email when someone joins, and a Plan status toggle so you can publish a program on assign instead of leaving it as a draft. All three build on QuickCoach Pro.

Ben
Written by Ben

These tools sit on top of Client Groups and group sign-up links, so it helps to have a group and its invite link ready first. This article covers generating and sharing a QR code from a group's invite link, turning on the automatic welcome email, and choosing whether an assigned plan lands as a draft or published. Each one is optional and set by you.

Note: QuickCoach's features and screen layouts may change over time, but the core workflow stays the same.

Create a QR code for your group link

A group invite link works anywhere online, but in a room a QR code is easier than reading out a URL. Use it for a taster class, an open day, a gym-floor sign-up, a flyer or a team you are onboarding in person. The QR code is generated from the same invite link, so it points wherever the link does. It lives on the group's Share screen, next to the invite link.

  1. Open Clients and open the Client Groups filter in the toolbar.
  2. Select the group, open the filter again and choose Share <group name> (or create the group first).
  3. Under Invite QR code, choose Download QR code.
  4. Print it, add it to a poster or slide, or display it on your phone.
  5. A client scans it with their camera, fills in their details, and lands in that group, the same as opening the link.
The Share Morning Crew dialog in QuickCoach showing the Invite QR code section with a scannable QR code and a Download QR code button, above the Send welcome email checkbox

The QR code follows the link. If you disable or regenerate the group's invite link, any QR code printed from the old link stops working. Regenerate the link to retire a code that has been shared, then download a fresh QR code from the new link.

Send an automatic welcome email on sign-up

When a new client joins through a group's invite link or QR code, you can have QuickCoach email them their dashboard link straight away, so they can open the app while they are still keen instead of waiting to hear from you. The setting lives on the same Share screen.

  1. Open the group's Share screen (the same place the invite link and QR code live).
  2. Tick Send welcome email under the invite link.
  3. Choose Done.
The Share Morning Crew dialog in QuickCoach with the Send welcome email checkbox unticked, shown below the group invite link and Invite QR code sections, described as emailing new clients their dashboard link when they join through the invite

Off by default, and set per link. The checkbox starts unticked, and you enable it separately for each group sign-up link you want it on. Leave it off if you would rather send your own first message. Turning it on for one group does not change any of your other links.

The email itself is the standard client welcome email. To change what it says, see customising the client welcome email, or the client's welcome email for what your client receives.

Assign plans as Draft or Published

Whenever you assign a plan, QuickCoach can create it two ways, and the assign dialog now lets you choose with a Plan status toggle:

  • Draft (the default): the plan lands in the client's drafts for you to review and tailor, then publish when it is ready. Best when each client needs individual work.
  • Published: the plan is live in the client's account straight away, with nothing left to do. Best when the plan is finished and the same for everyone.

Publishing on assign is most useful for a whole group at once: a set group programme, an online challenge block, or a one-off session you are running for everyone. To assign a group's plan as published:

  1. Start the Assign action on the plan as usual.
  2. In the recipient picker, select the client group (and any individual clients you want).
  3. Under Plan status, choose Published.
  4. Choose Assign to <number> clients. The plan is live for everyone straight away.
The Assign Plan dialog in QuickCoach with the Morning Crew group selected, four clients from one group, and the Plan status toggle set between Draft and Published above an Assign to 4 clients button

Keep Draft when you plan to tailor first. Drafts let you open each client's copy and adjust it before they see it. Published skips that step, so only use it when the plan needs no per-client changes. For every route a plan can take when you assign it, see assigning plans to clients.

Pro access

Group sign-up links (and so the QR code and welcome email) are a QuickCoach Pro feature, and bulk assigning to a whole group is the Client Groups Pro workflow. If you are on Pro, all three are available now. To see everything Pro unlocks, browse the branded and Pro tools section, or manage your plan from your billing settings.