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Running Your Organization on FitnessSyncer
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Running Your Organization on FitnessSyncer

An organization is a company or a coaching business that runs a program on FitnessSyncer: Leaderboards for its people, coaching for its clients, or both. It has its own settings, its own logo and its own staff.

Everyone in an organization, staff and participants alike, uses their own personal FitnessSyncer account, which stays separate from the organization. The organization sees only what that person explicitly shares with it: the Leaderboards and coaching programs they join and what those show, and, if the organization uses single sign-on, the details of their company sign-in. Nothing else in their account is visible to the organization.

Where you manage your organization

Your organization’s settings are on FitnessSyncer.com only. The settings page, members and roles, People, billing, sign-on and adding a coach are not in our apps. Coaching your clients and taking part in a Leaderboard work in our apps.

To open the settings, sign in on FitnessSyncer.com and select Organization Settings in the account menu, or Your organization’s settings: its name, logo, members and billing on the Profile and settings tab of your Account page. If you belong to one organization as its owner or an administrator, they open its settings. Otherwise they open Your organizations, where you choose the organization. You can also open the settings from the Leaderboards page and from your coaching programs. The settings page is for owners and administrators.

In the FitnessSyncer app, open your account and tap “Open organization settings”. It opens Your organizations on FitnessSyncer.com, already signed in.

Do I already have an organization?

You do if you are a coach on FitnessSyncer, or if your company has an Enterprise license for its Leaderboards. A coach has an organization from the start, named after them until they give it a name.

What is on the settings page?

  • Organization profile: the organization’s name, its logo, and the program contact your participants are told to ask about your programs.
  • Members and roles: everyone with a role in your organization, and the invitations that are still waiting. Select a person to change their roles or remove them, or select Invite someone to invite someone. Removing someone who has accepted removes their access, as on People in your organization. Removing an invitation only withdraws it.
  • Add a coach: adding a coach to work in your programs with you.
  • Clients and coaches: which coach looks after each of your clients, and who backs them up.
  • People in your organization: everyone with a place in your organization, with what they take part in.
  • Organization billing: your organization’s subscription, which bills its Leaderboards and its additional coaches. The coaching subscription itself is billed on the owner’s own account.
  • Organization sign-on: signing in through your organization’s own identity provider. Read Single Sign-On for Organizations.
  • Organization connections: the connections your organization’s sign-in page offers a new account. Read Connections for new accounts.
  • Close the organization: closing your organization, for its owners, once its subscription has ended. Read How do I close my organization?.

You see only the parts your role allows.

Members and roles

Each person in your organization holds one or more roles. One person may hold every role.

  • Organization owner: manages the organization’s billing, its members and its sign-on, sees every coaching client, and can do everything an administrator can. Your organization always has at least one owner.
  • Organization administrator: manages every Leaderboard and coaching program of the organization, whoever created it, chooses which coach looks after each client, chooses the connections your sign-in page offers, and reads every participation report and People. An administrator sees a client’s data only when they are also that client’s coach or backup coach.
  • Group lead: reads the participation of the groups assigned to them, such as a team or a region, and nothing else.
  • Organization coach: coaches the clients assigned to them in the organization’s programs, and the clients they back up.
  • Study investigator: runs the organization’s research studies, builds their downloads and reads them through our API, and is the only role that sees a participant’s e-mail address on an identified study. An owner and an administrator run a study and build its downloads as well, and without this role they read a code in place of each address: running the organization is not by itself a reason to read a named person’s health records. On a pseudonymous study nobody sees a participant’s e-mail address, whatever role they hold.
  • Organization member: has nothing to manage.

How do I add someone to my organization?

An owner opens Members and roles, selects Invite someone, enters the person’s e-mail address, chooses their roles and selects Send the invitation. The person receives an e-mail and accepts by opening its link on FitnessSyncer.com, signing in with that address or creating a free account with it. Only the link in the newest invitation e-mail accepts it, so having an account with the address is not enough. Someone who cannot find the e-mail can have it sent to their address again under Invitations waiting for you. Their roles apply once they accept. If your organization uses single sign-on, a person invited by their company address can accept the invitation by signing in through your company, and their roles apply then; a person who signs in through your company without an invitation becomes a member with no other role.

How do I give a group lead their groups?

When you give someone the group lead role, list the groups they answer for, one on each line: the name of a team, or the name of a grouping and its value, such as region: West. These are the same teams and groupings as on your Leaderboards.

Can I remove the last owner?

No. Your organization always has an owner, who manages its billing and can close it. To hand it over, give the owner role to someone else first, and then change or remove your own. Read Handing over the owner role.

Coaches

How do I add a coach?

Adding coaches becomes available once you pay for your coaching subscription in your Account page. A free trial cannot have other coaches.

Open Add a coach. Confirm your coaching business’s name and enter the coach’s e-mail address, and the coach is invited to work in your programs with you. Each coach after the first costs $10 a month, on your organization’s own subscription (see Billing). If your organization has no subscription yet, adding your first coach starts it with your card before the coach is invited. Inviting someone with the coach role follows the same rules and costs the same.

You add coaches on FitnessSyncer.com only, and once added they coach in our apps as well as on the website. The coach does not need a coaching subscription of their own: while they hold the coach role in your organization, they have everything the coaching subscription gives, including FitnessSyncer Pro.

What happens if my coaching subscription stops?

Your other coaches coach for your organization while your coaching subscription is paid for and your organization’s own subscription is running. If either stops, for example when a payment does not go through or a subscription ends, your other coaches can no longer coach your clients, and the FitnessSyncer Pro it gave them ends, until both are running again. Our coaching pages and our apps tell them why and to contact you.

Their clients stay assigned to them, and you still see every client as the owner.

If no owner pays for the coaching subscription any longer, whether it was paid on FitnessSyncer.com or in the App Store or Google Play, your organization stops being billed for its coach seats from its next invoice, and we e-mail every owner to say so. The month already paid is not refunded. Your organization’s own subscription keeps running, along with anything else it pays for, such as Leaderboards. When an owner pays for the coaching subscription again, the coaches who still hold the coach role can coach again, their seats are billed again from that day, and we e-mail every owner.

How do I choose which coach looks after a client?

Each client in your organization’s programs is looked after by one coach and can have a backup coach, who steps in when their coach is away. A new client starts with the coach and backup coach their program names for new clients, or with the coach who runs the program when it names none.

An owner or an administrator changes this on Clients and coaches: select a client, choose their coach and backup coach, and select Save the coaches. Each column of the list of clients can be sorted and filtered from its heading, for example to find every client of one coach. The same choice is on each client’s own settings tab, as Client’s coach and Backup coach. To choose the coaches a program’s new clients start with, set Coach for new clients and Backup coach for new clients in the program’s joining step; clients who already joined keep their coaches. To give those coaches to the clients already in the program as well, tick Also give these coaches to the clients already in this program when you save it. The client’s notes, messages, check-ins and plans stay with them, so their new coach picks up where the last one left off.

What happens to a coach’s clients when the coach leaves?

When you remove a coach from your organization, take away their coach role, or the coach leaves, each of their clients goes to their backup coach. A client with no backup coach goes to the organization’s owner. The coach is no longer billed from then on.

If a coach’s account is deleted, their clients go to their backup coach or the owner in the same way, and the programs they ran for your organization, with each client’s notes, messages, check-ins and plans, stay with your organization under its owner.

Can I delete my account while I coach for an organization?

No. The organization pays for your coaching and your FitnessSyncer Pro, so leave the organization first, or ask its owner to remove you. Then you can delete your account as usual. Your clients stay with the organization.

Leaving an organization

How do I leave an organization?

Sign in on FitnessSyncer.com and select Your organization’s settings: its name, logo, members and billing on the Profile and settings tab of your Account page. Under Your organizations, each organization has a button to leave it. You lose your roles in it, and only an owner can invite you back. If you signed in through the organization’s company sign-in, your account is no longer linked to it. The last owner cannot leave; give the owner role to someone else first.

If you coach for the organization, your clients go to their backup coach or to its owner, as when a coach is removed, and your coaching and the FitnessSyncer Pro it gave you end.

Upload your logo on Organization profile. It appears in the invitations to your organization’s Leaderboards and on each new coaching program you create. A Leaderboard or a program can still have its own logo instead, and its own logo wins.

Use a PNG or JPEG image smaller than 1 MB.

Connections for new accounts

Your organization can offer the people who join FitnessSyncer through it a set of connections, such as their activities from Strava or their weight from Withings. An owner or an administrator chooses them on Organization connections.

Each set of connections is a template with a name you choose. Under Add a connection, enter the template’s name, choose the service, the kind of data and whether FitnessSyncer reads it from the service or sends it there, and select Add the connection. A template you name for the first time is created with its first connection. Each template on the tab can be renamed or removed, and each of its connections removed on its own.

Once your organization offers connections, the tab lists the address of your organization’s sign-in page under Your sign-in page. It is the same page the Organization sign-on tab lists when your company sign-in is on, and it shows your organization’s name and logo. People can sign in there or make a new account, with a password, with Google or Apple, or through your company’s sign-in. When you have more than one template, the page offers the first one listed, and each of the others has its own address on the tab.

No. A new account made on your sign-in page is taken to a page listing the connections, where the person chooses whether to set up each one and signs in to each service themselves. This is also true when they sign in through your company. Someone who signs in to an account they already have is not offered the connections, and nothing in their account changes.

Does offering connections let us see anyone’s data?

No. The connections are made in each person’s own account and send their data where they chose. Your organization sees what someone shares only when they join one of your Leaderboards or coaching programs.

Leaderboards and programs of your organization

Your organization’s Leaderboards are created and run on the Leaderboards page with your organization chosen. The Leaderboards help explains how to import a large roster, how group standings work, and how to see who is taking part.

On the Leaderboards page and on your coaching programs, a switch lets you choose between your own and your organization’s. A Leaderboard or a program you create while your organization is chosen belongs to the organization: its administrators can manage it, and it is billed to the organization.

Who sees what?

  • Participants and clients see only what they agreed to share, and only with the program they joined.
  • Administrators see every Leaderboard of the organization and its participation report.
  • A client is seen by their coach, their backup coach and the organization’s owner, and by no other coach. An administrator who does not coach that client sees their name but not their data.
  • Your client sees which coach wrote each note, message and plan when your organization has more than one coach.
  • A group lead sees the participation of their own groups only, on the Leaderboards page and in the program e-mail.
  • Members see nothing of the organization beyond what they take part in.

The program e-mail

The program e-mail is a short summary of your organization’s running programs. For each Leaderboard of your organization, it gives how many people were invited, have joined, are taking part, have sent no data lately and have a connection that needs repair, with how each number changed since the last e-mail, and the teams and groups with the fewest people taking part. For each coaching program, it gives how many clients need attention and why, without naming them. For a program with fewer than 3 clients, an Administrator sees only how many clients it has. It links to each Leaderboard’s list of who is taking part, to its download, and to your coaching roster. Your organization’s logo is at the top, and it is written in the language of your other FitnessSyncer e-mails.

Who gets the program e-mail?

  • Owners and administrators get the whole organization every Monday morning, unless they change it.
  • A group lead gets only the groups they lead, once they turn it on.
  • Coaches do not get it, because their weekly client summary already covers their clients. An owner who coaches every client themselves gets no coaching section.

Nobody gets it when the organization has no Leaderboard running and nothing to report from its coaching.

How do I change or stop the program e-mail?

Sign in on FitnessSyncer.com and select Your organization’s settings: its name, logo, members and billing on the Profile and settings tab of your Account page. Under Your organizations, choose Every Monday, The first Monday of each month or Do not send it for each organization, then select Save the e-mail choice. Each person chooses for themselves, and nobody can change it for someone else.

To stop it at once, select “Stop the program e-mail” at the bottom of any program e-mail. You do not need to sign in, and you can turn it back on from the list of your organizations.

People and removing access

People in your organization lists everyone with a place in your organization, with their roles, their status, when they last signed in, and the Leaderboards and coaching programs of your organization they are in. Each column can be sorted and filtered from its heading, so you can find someone by name or e-mail address or list everyone with a role, on a Leaderboard or in a coaching program. It opens showing the active members; filter Status in the organization to see the invitations still waiting or the people whose access you removed. To find the people who have not signed in for a while, for example for 90 days or never, choose it under Last sign-in, and to list a team or group on your Leaderboards, choose it under Team or group on the organization’s Leaderboards.

An owner or an administrator can remove people’s access there. Select one or more people in the table, then select Remove access of the selected people. You can undo it for a few seconds before it happens. Removing access does the same for each person you selected. That signs them out everywhere, on the web and in our apps, and takes them off every Leaderboard and program of your organization. It does not delete their account or their data, and it does not touch their own Leaderboards or anyone else’s programs.

Someone whose access you removed can no longer sign in through your company. They stay in People in your organization with the status Access removed, where an owner or an administrator can let each of them back in with Restore access. Inviting them to your organization again does the same. Letting someone back in does not put them back on your Leaderboards or programs.

People who joined a Leaderboard with their own account, rather than through your organization, are removed from that Leaderboard in its editor.

If your organization signs its people in through its own identity provider, removing someone’s access also stops them signing in through it. Read Removing someone.

Billing

Your organization has a subscription of its own, billed each month to its own card. It is separate from what you pay for yourself, and your organization’s owners manage it on Organization billing, on FitnessSyncer.com only.

Who manages my organization’s billing?

Whoever holds the owner role. The subscription belongs to your organization, not to the person who started it, so it carries on unchanged when the owner changes. Organization billing names your organization’s owners. If you have more than one, each of them can manage the billing, and each of them receives our e-mails about it.

How do I hand over the owner role?

  1. On Members and roles, invite the new owner with the owner role, or give the role to someone already in your organization.
  2. Once they have accepted, change your own roles so you are no longer an owner, or leave the organization.

The new owner then manages your organization’s billing, and its Leaderboards, its participants counted this month and its coach seats carry on as they were, with nothing charged twice. The card stays the same until the new owner changes it, and from then on your organization’s charges are made to their card and its receipts go to them.

What is my organization billed for?

  • Leaderboard participants, at the rate and with the monthly minimum in your Enterprise license. The minimum is charged when your organization’s subscription starts and then at the start of each month, and the participants beyond it are billed at the end of each month. Your license also says whether someone on two of your Leaderboards counts once or twice. If a new license counts people the other way, the new way starts on the first day of the next month, so no month is counted both ways.
  • Each coach after the first, at $10 a month. A coach you add is charged for the rest of the month on the day you add them, and a coach you remove is credited for the rest of the month on the next invoice. While no owner pays for the coaching subscription, the coach seats are not billed (see What happens if my coaching subscription stops?).

Organization billing shows what your organization is billed for, the participants counted so far this month, its coach seats, its card and its invoices.

Can I pay for my own plan in the app?

Yes. The owner needs FitnessSyncer Pro or the coaching subscription, paid on FitnessSyncer.com, monthly or yearly, or in the App Store or Google Play, including a coaching plan bought in our app. Your own plan stays in your Account page and nothing about it changes. Your organization’s charges are always on its own subscription on FitnessSyncer.com.

Can I pay for everything on FitnessSyncer.com?

Yes. If you pay for your own plan in the App Store or Google Play, Organization billing offers Move my plan to FitnessSyncer.com. The same plan then continues on FitnessSyncer.com from the day the period you already paid for in the store ends, so you are not charged twice, and yearly billing becomes available.

You still have to cancel the subscription in the store yourself, because only you can. The page shows the steps for your store:

  • In the App Store, open Settings on your iPhone or iPad, tap your name, tap Subscriptions, tap FitnessSyncer, and then tap Cancel Subscription.
  • In Google Play, open the Google Play Store app, tap your profile picture, tap Payments and subscriptions, tap Subscriptions, tap FitnessSyncer, and then tap Cancel subscription.

How do I change my organization’s card?

Any owner can do it. On Organization billing, select Change the card and enter the new card. Your bank may ask you to approve it. The next invoice is charged to it, and its receipts go to the owner who entered it. If a payment fails, we try the card again and e-mail every owner, and your Leaderboards and coaches keep running while we do.

How do I cancel my organization’s subscription?

On Organization billing, select Cancel the subscription. Your organization’s Leaderboards and coaches keep running until the end of the month you paid for. Then:

  • Its Leaderboards stop and show their last results for three months, and they send no new invitations.
  • Its additional coaches no longer coach for it, and the FitnessSyncer Pro it gave them ends. Their clients stay assigned to them, and subscribing again brings their coaching back.
  • Your organization, its members and its history are kept, so subscribing again brings it all back.

Until the end of that month you can select Keep the subscription instead. While your organization’s subscription is running and you are its only owner, you cannot delete your own account. Hand over the owner role or cancel the subscription first.

How do I close my organization?

Once its subscription has ended, the owner can close it on Close the organization, the last tab of the organization’s settings, by ticking the box to confirm and selecting Close the organization. While the subscription is running, that tab says to cancel it on Organization billing first. Closing it:

  • Ends its Leaderboards that day and keeps their results. An ongoing Leaderboard keeps the last four weeks as its final result.
  • Gives each coaching program back to its own coach, with its clients.
  • Removes everyone’s role in the organization.

Nobody’s account or data is deleted, and closing cannot be undone.

See Also

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