How everything works.

What Swan HQ Pro is

Swan HQ Pro turns the app your clients train in into your coaching app. Your clients open an app that carries your name, your logo, and your color, not "powered by Swan." You build their programs, watch how their week actually went, review their lifts on video, and message them, all from one place.

A few things that make it different from most coaching software:

• Your clients train free. You invite them; they never pay Swan a cent. You bill them however you already do, Swan takes no cut and never touches your client payments.
• One flat price. You pay for Swan HQ Pro; your cost doesn't climb every time you sign a client, up to your plan's cap.
• 400+ demo videos built in, plus room to film and add your own exercises with your own cues.
• Form check. A client films a set; you reply with a voiceover talking over their own video.

The rest of this guide walks every feature in the order you'll actually use them: set up your brand, build a program, invite a client, then the day-to-day of coaching them. Use the menu on the left to jump anywhere.

Your first week

If you do only three things to begin, do these, in this order. Each one links to the full section below.

Learn the app without touching a real client

When you first log in you'll see a short orientation that names the four areas of the coach app, Dashboard, Clients, Program Library, and Exercise Library. There's also a guided Program-Builder demo: a hands-on walkthrough that lets you build a practice program (including the RPE progression arc) on a throwaway sandbox, with the option to save it to your library if you like what you made. Nothing you do there affects a real client.

Your brand

Your branding is applied to your clients' app on every plan, and it applies to your own coach view too, so what you see matches what they see. Set three things:

• Logo, appears at the top of your clients' app.
• Name, your business or coaching name, used throughout.
• Accent color, the highlight color on buttons, links, and key details.

How far the color goes depends on your plan

• Essential, your logo, name, and accent, on top of a neutral dark ground tone you pick (black, charcoal, or slate).
• Vanguard Vanguard, full white-label: your primary color repaints the whole app, not just the accents.

Chart colors

You also choose the palette used for your clients' data charts, a colorblind-tested set (Swan, Ocean, or Berry). It's a small touch, but it keeps the charts your clients see consistent with your brand.

The dashboard & to-do

Your dashboard is the cockpit you land on. It shows a rolling 10-week overview chart of activity across your clients, your latest client activity, and, most usefully, a running to-do list of the things that actually need you. Nothing slips through your week: every open loop surfaces here, in one place.

The to-do panel

This is a read-only list of actions to take, and each row deep-links straight to the client or screen involved. Rows clear themselves the moment the situation resolves, so an empty panel genuinely means you're caught up. It covers:

• On empty, a client with no program assigned yet.
• Program ending, a client whose current program is about to run out.
• Assigned, not started, you gave them a program and they haven't begun.
• Unanswered messages, a client is waiting on a reply.
• Form checks, a client submitted a lift for your review.
• Running low / losing access soon, session-balance flags for clients you track sessions for.

Roster Vanguard

On Vanguard you also get the Roster, a triage view that ranks your active clients most-at-risk first, weighing how recently they trained, their weekly adherence, and their streak. It's the fastest way to see who needs a nudge before they drift. The top few at-risk clients also surface in a "Needs attention" block on the dashboard.

Inviting & managing clients

Inviting a client

You add clients with a single-use invite link. When your client opens it and signs up, it creates a free, full-access account bound to you, they install the app (carrying your brand) and they're on your roster. You control that access completely: you can pause, restore, or remove any client at any time.

The client list

Your Clients screen shows every client with an adherence pill and a small trend sparkline, so you can read the room at a glance. Open any client for their detail page.

The client detail page

Each client opens to an Overview with their key stat cards, plus sub-tabs:

• Programs, what they're assigned, and where you set their active program.
• Stats, their training data and trends in depth.
• Sessions, their session balance and history (see the next section).
• Settings, per-client options, including their adherence target.
• Export, download that client's data.

Active program & adherence

A client can have more than one program, but one is their active program, the plan you consider their current one. That's what sets the denominator for their adherence (workouts done this week ÷ the program's target days per week). If no weekly target is set, adherence honestly reads "no target set" rather than guessing. Vanguard Setting the active program is a Vanguard control.

Hiding a client

You can hide a client from your own pickers and roster without affecting their account, handy for tidying up your working view.

Sessions & credits

If you sell in-person or 1-on-1 sessions, Swan HQ Pro gives you a place to track each client's session balance, a running count of paid sessions, with a full dated history. It's a ledger you control, from the client's Sessions tab:

• Add credit, when a client buys or pre-pays for sessions.
• Gift a session, add one on the house.
• Settle / log a session, draw one down when it's delivered.
• Comp a session, mark one as complimentary.

Half sessions & corrections

Every one of those moves works in whole or half steps. A 30-minute session counts as a half (½). And if the ledger ever drifts, post a correction: a plus or minus, in half steps, with a note your client sees, so a fix is explained rather than silent. Past entries are never edited or deleted. A correction is its own dated line.

Counting an off-program session

Not every in-person session is a program day. Two ways to count one honestly, without faking a workout:

• Start an empty workout, from the Log workout modal, log a real freeform in-person session and count it on finish with the usual "count this as a paid session" toggle.
• Late cancel / no-show, debit the balance with no workout attached, for a session that was booked but not delivered.

Your client sees their own balance and history in their app, their receipt of where they stand with you.

Progress reports

A progress report is a snapshot of how a client's training period actually went, frozen the moment the period closes so it reads as an honest record and never shifts after the fact.

Set the cadence once

You choose how often reports run for your roster: weekly, monthly, or off. When a client's period ends, in their own time zone, the app builds that client's report on its own. You don't assemble anything by hand.

What's in one

• Their adherence and training trend for the period.
• Any personal records they set, and their current one-rep maxes.
• Training volume by body region.
• Bodyweight, if they're logging it.

Both sides see it

Each client's reports stack up on their Reports tab for you to review over time. Your client sees their own report card in their app, under your brand, and can opt out of getting one if they'd rather not. Once a report is frozen it isn't edited, so the history stays trustworthy.

Building programs

A program is a multi-day training plan you author in the program builder. Programs live in your library as templates, and you assign copies to clients. The builder auto-saves as you work.

Templates vs. assigned copies

A program in your library is a template. When you assign it to a client, they get their own copy. This matters: editing the template does not change programs already assigned to clients, their copy is theirs. So you can refine your master template freely without disturbing anyone mid-plan.

Days & exercises

A program is made of days. For each day you add exercises, pulled from the 400+ demo library or from your own custom exercises, and set the sets, reps, and load targets. Day actions let you duplicate a day, copy a day elsewhere (see below), or delete one, so building week two rarely starts from scratch. You can also reorder the days within a program using the reorder control, so the week runs in the order you want.

Add a day from one of your routines

If you've already built a routine you like, you don't have to rebuild it inside the program. Use Add day from routine:

1. In the program builder, choose Add day from routine. A searchable picker opens listing your own saved routines, only yours appear.
2. Pick one. It's added as a new day carrying that routine's exercises and sets.
3. The new day's intensity follows the program's arc automatically, like every other day, you don't set it per-day.

Copying a day

The day's Copy to… action moves a whole day, its exercises and sets, somewhere else without rebuilding it. You can copy a day into another of your templates, or into another program this client is already assigned, so a day you got right can travel wherever you need it.

Assigning to clients

You choose who a template goes to, a specific client, or assign to all. Each client gets their own copy, with its own start date and its own weekly target (days per week) that feeds their adherence. A template's target is never silently pushed onto client copies, you set each person's on purpose.

The RPE arc & progression

The most powerful part of the builder is the RPE progression, the week-over-week intensity arc for a program. Instead of hand-editing every week, you author the shape of the block once and let it drive the weeks.

• RPE progression, a sequence of phases setting the target RPE and rep range as the block builds, each phase with an optional %1RM.
• Flat RPE bands, constant-intensity stretches where the target holds steady.
• Cycle length, how many weeks the arc runs before it repeats.
• End behavior, what happens when the cycle finishes: loop it again, or terminate.

Setting the target: RPE, %1RM, or both

Each phase of the progression can carry a target two ways, and you can use one or both together:

• RPE, how hard the work should feel. A "leave two in the tank" instruction the client judges in the moment, whatever weight that means for them today.
• % of 1RM, a fixed fraction of their one-rep max, e.g. 80%. Not a feeling but a number, tied to what they can actually lift.

Set a %1RM on a phase and it shows up for the client in their Week Briefing and their Weekly Intensity overview, and in the live workout the app does the math for you, turning that percentage into the actual weight to put on the bar from their current one-rep max. Give a phase both an RPE and a %1RM when you want the number to anchor the load and the RPE to guide the effort around it.

Editing the arc, Save, Discard, Revert

The intensity-arc editor no longer saves as you go. Your edits are a draft until you decide what to do with them, so you can try a shape, look at it, and back out cleanly. Three buttons:

• Save, applies your changes to the program. Nothing you edited is live until you press this.
• Discard changes, throws away the edits you haven't saved and puts the arc back the way it was when you opened it.
• Revert to template arc, resets the arc all the way back to the program template's original arc, undoing your shaping entirely. (Different from Discard: Discard drops your unsaved edits; Revert goes back to the template.)

Arc presets, save once, reuse everywhere

Once you've shaped an arc you like, you don't have to rebuild it program by program. Save it as a named preset, a reusable RPE/%1RM arc that's private to you, and drop it onto any of your programs.

• Save a preset, from the arc editor, save the current arc under a name (e.g. "8-week hypertrophy build"). It's stored on your account only.
• Apply a preset, on any of your programs, pick a saved preset to set that program's arc to it. A quick way to start from a proven shape instead of a blank one.
• Manage presets, rename, edit, or delete your saved presets whenever you like.

What your client sees

Your client gets a read-only RPE arc display, a color-coded view of the progression and any flat bands, with their current week highlighted, so they understand how hard this week is meant to feel.

Libraries & custom exercises

The stock library

Every account includes 400+ anatomical demonstration videos, a clean, consistent library you can drop into any program. Search is forgiving: it matches your words in any order.

Your own custom exercises

You can add your own exercises, your movements, your cues, your standards, that play right inside your clients' programs. Film a short clip, upload it with a thumbnail and your notes, and it's available to assign like any library exercise.

• Custom exercise videos are private and served securely to your clients.
• They never expire, once uploaded, they stay.
• How many you can hold depends on your plan: Essential 50, Vanguard 150.
• When you create or edit one, you can tag its muscles (primary and secondary), that's what feeds the muscle-distribution and volume charts your clients see.

Signature Suites

Signature Suites are themed, ready-made groups of exercises you can bring into your programs, professionally built collections for specific training styles:

• Yoga
• Prehab
• Mobility
• Power & Athletic
• Core & Calisthenics
• The Bundle, all of them together.

Once a suite is on your account, you can assign its exercises into any program you build, as long as your Swan HQ Pro subscription is active.

Chat

Chat is one-to-one messaging between you and a client, right inside the app, with unread counts so nothing slips. Any client waiting on a reply also shows up in your dashboard to-do list.

Form check

Form check is the feature coaches tell us closes the loop. Here's the flow:

1. Your client records a short clip of a lift and submits it. It shows up in your form-checks list (and your to-do).
2. You open the clip and record a voiceover, you talk over their own video, pointing out exactly what you're seeing.
3. You send it back. Your client watches their set with your voice coaching them through it.

Every correction that used to get lost in a thread of texts now lives right where the training is. Form check is available to your invited clients on the same basis as messaging.

Comments & nudges

Workout comments

On any finished workout you can leave a comment and a thumbs-up. It's the quick "nice work on those squats" that keeps a client feeling seen without opening a whole conversation, they see it on that workout.

Nudges (automatic re-engagement)

When a client goes quiet, the app can send an automatic re-engagement nudge, and it goes out under your brand, never Swan's. It's push-first with an email fallback, and clients who'd rather not get them can opt out. You'll also get your own daily roll-ups on the coach side flagging who needs attention.

Their training app

This is the app your client installs, wearing your brand. You don't manage it for them, but it's worth knowing what they're working in day to day, because it's where your programming actually gets done.

The guided workout

Your client opens the day you programmed and works through it set by set. Along the way they get a rest timer between sets, a one-tap way to swap an exercise for an alternative, and room to leave a note on any set. Supersets, circuits, drop sets, tempo work and timed holds all run the way you built them.

Logging effort: RPE or RIR

When a set carries an effort target, your client logs it the way they think. RPE or reps in reserve (RIR), their choice in settings, and the app keeps the two in step. On a %1RM week they don't do any math: the app has already turned your percentage into the actual weight to put on the bar from their current one-rep max.

Logs even when the signal drops

Gym basements lose signal. The app keeps working offline, logging every set and the workout's finish right on the device, then syncs the moment they're back online, with the real times they trained preserved. Nothing they logged goes missing while they're off the grid.

Installs like an app, reminds like one

They can install it to their home screen, no app store needed, and turn on push notifications, so a finished rest timer or a nudge reaches them like any other app. Every nudge goes out under your brand, never Swan's.

Progress they can see

Your client doesn't just train in the app, they can watch themselves get stronger in it. That visible progress is part of what keeps someone logging week after week.

History, records and checkpoints

Every workout they finish is kept in an all-time history. The app tracks their personal records and prompts a one-rep-max checkpoint when a %1RM program needs a fresh number, so the loads stay honest as they get stronger.

The stats page

A stats view pulls it together: exercise-by-exercise progress, training volume by category, a workout-days calendar, and a plain summary of how the stretch went.

The muscle map

The muscle-distribution view shows how a period's training landed across the body. Your client can flip it between a 21-muscle chart and an anatomical body map, front and back, shaded by how much effective work each region got, and tap a region to see the set volume behind it. It's the fastest read on whether a week was balanced or leaning hard on one area. It's fed by the muscle tags on every exercise, including the ones on your own custom exercises.

Their progress report

At the close of each reporting period your client also gets a frozen progress report card, the same snapshot you see on your side.

Plans & caps

Swan HQ Pro comes in two plans. Both give you the full white-label idea, with your brand, your videos and form check throughout. They differ mainly in how many clients and custom exercises you can hold, and how deep the branding goes.

Paused and archived clients don't count against your active-client cap, only active ones do.

The app in your language

Swan HQ Pro runs in your language. The whole coach app follows your device's language automatically, from the menus and buttons to the program builder and even the exercise names. You can override it in Settings › Appearance. It's a per-viewer choice, like light / dark, and never touches what your clients see.

Available today: English, Spanish, Chinese (Simplified & Traditional), Portuguese, German, French, Japanese, Korean, and Italian.

Settings

Your settings are where you manage everything about your own account:

• Branding, logo, name, accent, ground tone / primary color, chart palette (see Your brand).
• Appearance, your own light / dark preference, synced across your devices.
• Language, the app's language (see The app in your language), overriding your device default.
• Units, weight (kg / lbs) and distance (km / miles), each manual or on Automatic to follow your device's region.
• Notifications, what you're pinged about, and the per-client chat toggle.
• Subscription & billing, your plan and payment details.

Common questions