Studios, trainers and billing — who invites whom, who pays for what

Most trainers wear two hats: they coach members fora studio, and they run their own client book on the side. Repstra models that with one login and two rosters — and the billing follows the roster, never the person. Here's the whole flow.

1. 1

   The studio invites the trainer

   The owner (or a manager) sends the invite from Studio → Members — email, optional SMS, role Trainer. The trainer accepts and now holds a staff seat at your studio. Staff seats are free and never metered — you can have as many trainers and front-desk logins as you like.

   If the trainer already uses Repstra for their own clients, they accept with that same account. Nothing about their existing business changes — they just gain your studio alongside it.

2. 2

   The studio adds and assigns clients

   Adding members to the studio is an owner or manager job, on Studio → Clients— one at a time or by CSV import. Trainers can't add clients to the studio; they only ever see the members assigned to them.

   Assignment is the Assigndropdown on each member's row. There's no separate approval step — because only owners and managers can add or assign, the assignment itself is the approval. If a trainer meets a prospective member at the gym, the flow is: trainer tells the manager → manager adds the member and assigns them → done.

3. 3

   The trainer coaches from their own dashboard

   Once assigned, the member appears in the trainer's own Clients list — the same workspace as any client: programs, nutrition, messages, check-ins. The studio owner and managers keep full visibility of every studio member; each trainer sees only their own.

4. 4

   Billing follows the roster, not the person

   Every client sits on exactly one roster, and that roster pays:

   • Studio-attached clients— added or attached by an owner/manager — count toward the studio's plan (A$129/mo per site with 20 coached members included, +A$39 per extra 25). Only coached members are metered; a name on the roster or a check-in-only member costs nothing.
   • The trainer's own clients — added from their own dashboard — sit on the trainer's personal plan (free up to 5 clients, then Pro from A$29/mo). The studio never pays for them, never sees them, and the trainer keeps them if they ever leave the studio.

The short version for the front desk: the studio invites staff, the studio adds and assigns members, trainers coach who they're given — and whoever's roster a client sits on is who pays for them.