Athlete Recovery Coach Client Onboarding Checklist

A smooth onboarding experience sets the tone for the entire coaching relationship. For athlete recovery coaches, onboarding is more complex than a standard fitness client intake - you are dealing with injury histories, competition calendars, sport-specific demands, and sometimes coordination with medical teams. This athlete recovery coach client onboarding checklist gives your virtual assistant every step needed to bring a new recovery client from signed agreement to first session without dropping a single detail.

Pre-Onboarding: Before the Client Signs

Your VA should complete these items after the athlete commits but before paperwork is finalized:

• Send the welcome email. Include a personal note from the coach, what to expect during onboarding, and a timeline for getting started.
• Deliver the service agreement. Use a digital signing tool like DocuSign, HelloSign, or the built-in e-signature in Practice Better. The agreement should cover session policies, cancellation terms, and liability waivers specific to recovery work.
• Collect payment information. Set up recurring billing through Stripe, Square, or your coaching platform. For athletes on team contracts, send the invoice to the organization's billing contact instead.
• Create the client profile. Add the athlete to your coaching platform - TrueCoach, TrainHeroic, or Trainerize - and your CRM (GoHighLevel or HubSpot).

A fitness virtual assistant can handle all of these administrative steps so the coach can focus on programming.

The Intake Form: What to Collect

The intake form is the backbone of onboarding. Your VA sends it immediately after the agreement is signed and follows up within 48 hours if incomplete.

Personal and Sport Details

• Full name, date of birth, and emergency contact
• Sport, position, and competition level (high school, college, club, professional, recreational)
• Current team or organization name
• Name and contact info for their athletic trainer or sports medicine provider (if applicable)
• Training schedule - days, times, and types of training (practice, strength, conditioning, skills work)

Injury and Medical History

• Current injuries or pain areas, including severity (1-10 scale) and duration
• Past injuries with dates and treatment received (surgery, physical therapy, immobilization)
• Any active medical clearances or restrictions
• Medications or supplements that may affect recovery (anti-inflammatories, sleep aids, etc.)
• Allergies relevant to recovery modalities (latex, topical creams, cold sensitivity)

Competition Schedule

• Upcoming competition dates for the next 3-6 months
• In-season vs. off-season status
• Travel schedule for away games or tournaments
• Key target events (conference finals, national championships, tryouts)

Recovery Preferences and History

• Recovery modalities the athlete has used before (cold plunge, compression boots, foam rolling, massage, cupping, dry needling)
• Which modalities they liked and which they did not
• Sleep habits - average hours, quality, and any known issues
• Nutrition overview - are they working with a sports dietitian?
• Stress and mental recovery - do they use meditation, breathwork, or sport psychology?

Goals and Expectations

• Primary recovery goal (reduce soreness, return from injury, improve sleep, extend career longevity)
• How they will measure progress
• Preferred communication method and frequency (text, app messaging, email)
• Availability for recovery sessions - preferred days and times

System Setup: Configuring the Tech Stack

Once the intake form is complete, your VA sets up the athlete across all platforms.

Coaching Platform Configuration

In TrueCoach or TrainHeroic:

1. Create the client profile with sport, position, and key dates from the intake form.
2. Assign the appropriate recovery program template based on the coach's protocols.
3. Set up recurring session schedules aligned with the athlete's training calendar.
4. Upload any physician clearance documents to the client file.

Scheduling and Calendar

1. Add the athlete to the booking system (MindBody, Acuity, or Calendly).
2. Block sessions around game days and competition travel based on their schedule.
3. Set up automated session reminders - 24 hours and 2 hours before each appointment.
4. Share the coach's cancellation and rescheduling policy via the booking confirmation.

Communication Channels

1. Add the athlete to the coach's communication tool (Voxer, WhatsApp Business, or the coaching platform's messaging feature).
2. Send a welcome message with the coach's response time expectations.
3. If the athlete is a minor, set up a parallel communication channel with the parent or guardian.
4. Add the athlete to any relevant group channels (team recovery groups, weekly check-in threads).

Billing and Packages

1. Confirm the billing plan - session-based, monthly package, or team contract allocation.
2. Activate recurring payments or confirm the team billing arrangement.
3. Send the first invoice or payment confirmation.
4. Note the billing cycle date in the CRM for reconciliation purposes.

First-Session Prep: The Final Step

Your VA completes these tasks 24-48 hours before the athlete's first recovery session:

• Compile a one-page client summary for the coach. Include sport, position, key injuries, competition timeline, recovery preferences, and goals.
• Confirm the appointment with the athlete via their preferred communication channel.
• Prepare any session-specific materials the coach needs (assessment forms, baseline measurement sheets).
• If the session is virtual, send the meeting link and test instructions.
• If in-person, confirm the athlete knows the location, parking, and what to wear or bring.

After the first session, the VA sends a follow-up message within 4 hours asking how the athlete felt about the experience and if they have any questions. Log their response in the CRM.

Common Onboarding Mistakes to Avoid

• Skipping the competition calendar. Without it, the coach cannot periodize recovery around game days. This is non-negotiable for athlete clients.
• Not collecting athletic trainer contact info. Coordination with the athlete's existing medical team prevents conflicting protocols and builds trust.
• Using a generic fitness intake form. Athletes need sport-specific questions. A form designed for general personal training clients misses critical recovery details.
• Delayed follow-up on incomplete forms. If the intake is not complete within 48 hours, your VA should call or text - not just send another email. Athletes are busy. Meet them where they are.

Review the full scope of tasks a fitness VA can manage to see how onboarding fits into the bigger operational picture.

FAQ

How long should athlete recovery onboarding take from start to finish?

Aim for 3-5 business days from signed agreement to first session. Your VA should set this expectation in the welcome email and track each client against that benchmark.

Should the VA collect medical records directly?

No. The VA should request that the athlete or their medical provider share relevant clearance documents. The VA stores and organizes them but should never interpret medical information or make decisions based on it.

What if the athlete is part of a team contract?

For team clients, the VA coordinates onboarding with the team's point of contact - usually an athletic director or head athletic trainer. Individual intake forms are still required for each athlete, but billing and scheduling may be managed at the team level.

How do you handle onboarding for minor athletes?

Send all agreements and financial documents to the parent or guardian. The intake form can be completed by the athlete with parental review. Set up dual communication channels so the parent stays informed while the athlete communicates directly with the coach about sessions.

What coaching platform works best for athlete recovery?

TrueCoach and TrainHeroic are both strong choices. TrueCoach excels at individual program delivery and client communication. TrainHeroic is better for team settings where multiple athletes follow similar recovery protocols. Your VA should be proficient in whichever platform the coach selects.