Fitiva
The Sunday evening trap: where coaches lose time every week
Sunday, 20:00. The week went well, your athletes are happy, and yet you are sitting at your laptop. Who has paid? Which plan goes to whom? Who still has not confirmed Tuesday's session? Where these hours go, and what to automate first.
Contents4 sections
Where the time goes
For one week, write down what you do besides training. Most of the time ends up in the same five buckets.
- Payments. Checking transfers, writing reminders, creating invoices. With twenty athletes, that quickly adds up to twenty small tasks a month.
- Plans. Copying the template from your notes app, changing the name, entering weights, sending it by message. All over again every week.
- Scheduling. Getting confirmations, phoning people after cancellations, keeping your own calendar up to date.
- Messages. Four chats on three platforms. The important question from Wednesday has vanished between two voice messages.
- Overview. Who is how far along right now? Who has been quiet for two weeks? It is not written down anywhere, so you work it out in your head.
Work out your own week. How many hours is it for you, and what are they worth a year at your hourly rate? The calculator on the page for coaches shows you, based on 46 working weeks. At six hours a week and an hourly rate of €60, that is already €16,560 a year.
What to automate first
Not everything at once. This order works because each step makes the next one easier.
1. Payments
This is the biggest lever, because it is the most unpleasant bucket. When booking and payment are a single step, the chasing stops.
In Fitiva your athletes pay online when they book, with a package such as the 10 session pass or through a payment link you send them. If you offer payment in person, you record the cash payment with one tap. You see outstanding payments at a glance and send a friendly reminder with one tap. Stripe pays the money into your bank account daily, or 7 days after each payment during your first 90 days as a new coach, faster after that.
2. Scheduling
When your athletes book themselves, the back and forth stops. You publish open slots, they pick a time, and if they pay online, the booking is fixed with the payment. The day before, Fitiva reminds them of the session.
They can cancel in the app until the session starts. Whether they get money back is up to you, and their cancellations do not count against your “Reliable” badge. Only last-minute cancellations still need your attention.
3. Plans as templates
Build your three to five standard blocks properly as templates once. After that, a new plan takes minutes, not an evening. You make it individual in the two or three places that really are individual.
In Fitiva you save templates such as an upper body day, a deload week or a 5x5 strength block and assign them to any athlete in two clicks. Ava drafts workouts, and with Pro also programmes over several weeks and nutrition plans. You adjust the draft and assign it, and your athlete has it in their app right away.
4. One channel
All your athletes in one chat, separate from your private life. Questions stay with training, instead of getting lost between the family group and a newsletter. Anything that concerns everyone, such as a new weekly plan or a public holiday off, you write once as a post, and it lands on your athletes' dashboards.
5. The dashboard
When payments, scheduling and plans live in the same system, the overview builds itself. You see who is active, who needs a nudge and how the week went. You see your athletes' workouts, meals and check ins as soon as they log them. And Ava tells you who has not trained for days and reminds them when you tap. With Pro and Elite she also sorts out for you every Monday morning, in the weekly briefing, who needs your time this week.
Admin is not coaching. Every hour you save there is an hour with people.
A ritual instead of an evening
What is left fits into half an hour at Friday lunchtime.
- Get the overview. Ask Ava about revenue, sessions and outstanding payments, and she answers in one sentence.
- Message quiet athletes. Anyone who has not logged anything for days gets a short, personal message.
- Open up next week. Publish open slots, assign plans, done.
Your Sunday evening is yours again.
Frequently asked questions about admin
How do I find out how much time I lose on admin?
For one week, note down what you do besides training, sorted into payments, plans, scheduling, messages and overview. The calculator on the page for coaches scales your hours up to a year at your hourly rate.
Do I have to switch everything over at once?
No. Start with payments, because they cause the most chasing, then scheduling, templates, one channel and finally the overview.
Can my athletes pay in person?
Yes. Athletes pay online or directly to you. You record cash payments with one tap, and you send a friendly reminder for outstanding payments with one tap.
Can I bring my existing athletes?
Yes. You invite them with a link. For them, Fitiva stays free.
What does Fitiva cost for coaches?
Free costs €0 for up to 3 active athletes, with a 5% Fitiva fee. Pro costs €14.99 a month or €143.90 a year for up to 15 athletes, with 2.5%. Elite costs €29.99 a month or €287.90 a year, for unlimited athletes, with 0% on sessions, packages and events. These are launch prices incl. VAT for everyone who starts by 31 December 2026. New subscriptions from 1 January 2027 cost €24.99 a month for Pro and €45.99 a month for Elite. Every card payment comes with Stripe's card fee, 1.5% plus €0.25 per payment. Payments in person have none.
