How to Share Your On-Demand Workout Library With Clients
Best practices for granting client access to your on-demand workout library and managing permissions effectively.
Building an amazing Workout Studio is half the battle. The other half is knowing who to share it with and how to manage access strategically.
This is where many coaches stumble. They either share everything with everyone (which dilutes value and creates confusion) or share nothing (which defeats the purpose). The magic is in the middle: granular access management paired with a clear strategy.
Understanding HubFit’s Two-Panel Access Management
HubFit’s Workout Studio access system is built for coaches who work with multiple clients. It uses a straightforward two-panel interface:
Left panel: Your list of Workout Studios. Each studio shows how many workouts it contains and its current access status.
Right panel: Your list of clients. You can search, filter, and select specific clients to grant or revoke access.
The workflow is simple: select a studio on the left, then select which clients on the right should have access to it. You can see at a glance which clients have access to which studios.
This design makes it easy to give different clients different studios. Your advanced clients might have access to your complete library, while your new clients might only have access to your Getting Started studio. This granularity is your lever for managing perceived value and client experience.
Granular Access vs. All-or-Nothing
Here’s a fundamental decision: Do you give all clients access to all studios, or do you create role-based access?
All-or-Nothing Approach: Simple to manage, as every client sees every studio. Pros: less administration, no risk of accidentally leaving clients out. Cons: new clients might be overwhelmed by 50+ workouts, your “Getting Started” studio gets lost in the noise, and you can’t differentiate between client tiers.
Role-Based Access: More sophisticated, with different studios for different client segments. Pros: every client sees exactly what’s relevant to them, you can create premium tier experiences, new clients aren’t overwhelmed, you can test new studios with select clients before rolling out. Cons: requires more administration and clearer naming conventions.
For most growing coaching businesses, role-based access is worth the overhead. Here’s why: a new client who sees 10 relevant workouts picks one immediately. A new client who sees 100 workouts gets decision paralysis. Fewer options = better engagement.
When to Grant Access: Strategic Timing
Access isn’t necessarily immediate. Consider this timeline:
Day 1 of coaching: Share your “Getting Started” studio. This is your onboarding tool, and every new client sees this.
After initial assessment (Day 5–10): Based on their goals, experience level, and preferences, grant access to role-specific studios. A client training for size gets your “Hypertrophy Track” studio. A client training for strength gets your “Strength Track” studio.
Monthly: As your client progresses, consider granting access to more advanced studios. This creates a sense of progression and reward. “You’ve crushed it the last month. Here’s access to our Advanced Conditioning studio.”
This staged approach keeps your client from getting overwhelmed while creating a sense of unlock and progression over time.
When to Revoke Access: The Strategic Lever
Revoking access sounds harsh. But it’s a business lever:
Tier-based coaching: Premium clients get access to 8 studios. Standard clients get access to 3. This is a tangible value differentiator that justifies your premium pricing.
Performance-based access: You could make access to advanced studios a reward for consistency. Clients who hit their training targets for 8 weeks unlock a new studio. This gamifies progression.
Departing clients: If a client leaves, you revoke access. Their access expires. This protects your intellectual property and sends a clear signal that access is a benefit of ongoing coaching.
Note: Revocation is graceful in HubFit. Clients simply see “This studio is no longer shared with you.” It’s not punitive. It’s administrative.
Using Access as an Upsell Tool
Here’s where granular access becomes a business driver:
Your standard coaching tier includes 3 Workout Studios. Your premium tier includes 8 studios. This isn’t just a nice perk. It’s a visible difference. Your standard client opens the app and thinks, “I see other coaches use 5 more studios than I do.” That visibility drives upsells.
Or imagine this: you offer a “Premium Studio Pack” add-on. Clients pay an extra $20/month and get access to 5 additional specialty studios (mobility, conditioning, sport-specific, etc.). This is pure leverage. The studios already exist, but now they generate incremental revenue.
Access management isn’t just about organization. It’s a pricing and packaging tool.
The Notification Feature: Keeping Clients Engaged
When you share a new studio with a client or add new workouts to a shared studio, clients get notified. This is powerful.
A new workout notification reminds clients that you’re active and investing in them. It brings attention back to the app. It drives engagement without you doing anything except updating your library.
Use this strategically: if a client goes quiet for 10 days, add 2–3 new workouts to one of their studios. The notification often brings them back.
Managing Large Client Rosters
If you have 50+ clients, managing access becomes complex. Here’s how to systemize it:
Create Clear Studio Names
- “Getting Started: All New Clients”
- “Hypertrophy Track: Size-Focus Clients”
- “Strength Track: Strength-Focus Clients”
- “Mobility Masterclass: Premium Tier Only”
This naming makes it obvious which clients should get which access.
Use Search and Filters The right panel lets you search clients by name or tag. If you tag all your “premium” clients with a “premium” tag, you can quickly filter and grant access to them all at once.
Document Your Access Rules Create a simple spreadsheet:
- New Clients → Getting Started studio only
- Month 2+ → Add role-specific studio
- Premium tier → All studios + 2 exclusive studios
- Departing clients → Revoke all access
This documentation makes it easy to onboard an assistant or trainer who helps manage access.
Batch Updates You don’t need to grant access one client at a time. The interface lets you select multiple clients and grant access to a studio in one action. When you onboard five new clients on Tuesday, you can give them all access to the Getting Started studio in 30 seconds.
Privacy and Confidentiality
One client’s studio doesn’t show other clients’ studios. Clients only see studios shared with them. This privacy boundary is important. It means you can have specialized studios without clients feeling excluded.
If a client asks, “Why doesn’t Studio X appear in my app?”, you can simply say: “Studio X is for a different training focus. We’re building something more tailored to your specific goals. I’ll share it with you if we pivot toward that direction.”
This keeps your studios feeling curated and personal, not like everyone gets everything.
Building Your Access Strategy
Before you start sharing studios, map out your strategy:
- How many studio categories will you use? (3–5 is typical)
- Which studios are for all clients vs. tier-specific?
- Will access unlock over time, or is it static?
- How will you use access as a pricing lever?
Clear answers to these questions make access management friction-free.
Studio Overview Video
Want to see how the access management interface works in practice? Check out this walkthrough:
Related Reading
Learn how to use studios for onboarding in How to Onboard New Clients With Workout Studios. Scaling your business? See How to Scale Your Coaching Business With Workout Studios. For foundational context, check the HubFit Workout Studio Ultimate Guide.
The HubFit team shares expert insights on training, nutrition, and wellness to help coaches and clients achieve their fitness goals.
