How to message a group of clients at once

Why group messaging matters for coaches

Sending the same update to twenty clients one by one is a productivity killer. Whether you're announcing a schedule change, sharing a motivational push before a big week, or dropping a resource link to everyone in your 8-week program, you need a fast way to reach a group of clients at once — without copying and pasting the same message into a dozen separate chat windows.

Coachful solves this with Squads: group chat spaces that keep your clients connected to each other and to you, in real time. This guide walks you through every method available for messaging multiple clients simultaneously, when to use each one, and the mistakes that trip coaches up most often.

TL;DR — Quick answer

• Cohort squads are automatically created when clients enroll in the same program — message everyone in a program cohort instantly from the Squad chat.
• Community squads are always-on group spaces you create manually for ongoing client groups, mastermind communities, or VIP tiers.
• Post a message in any Squad and every member sees it in real time via Stream-powered chat.
• You can also send individual direct messages to multiple clients from the Clients dashboard — but Squads are the scalable, preferred approach.

Understanding Squads: your group messaging hub

Before jumping into the steps, it helps to understand what Squads actually are. A Squad is a real-time chat channel — think of it as a group messaging room that lives inside your Coachful workspace. Every member of the Squad can send messages, reply in threads, share files, and react with emoji. You, as the coach, are always a member and can post announcements, ask questions, or simply cheer people on.

There are two types of Squads:

• Cohort squads — automatically generated when clients enroll in one of your Programs. If you run a 12-week transformation program and 15 clients sign up, Coachful creates a Squad for that cohort with all 15 members already inside. No manual setup required.
• Community squads — always-on group spaces you create yourself. Use these for evergreen communities, alumni groups, monthly membership circles, or any group that isn't tied to a single program enrollment window.

Both types support the same real-time messaging experience. The difference is lifecycle: cohort squads follow the program timeline, while community squads run indefinitely until you archive them.

How to message a group of clients using a cohort squad

If your clients are already enrolled in a Program, a cohort Squad has been created for them automatically. Here's how to post a group message:

1. From your coach dashboard, navigate to Squads in the left sidebar.
2. Find the cohort squad associated with your program. It will typically be named after the program (e.g., "12-Week Body Transformation — Cohort 3").
3. Click the Squad name to open the chat.
4. Type your message in the text field at the bottom of the chat window. You can format text, add emoji, attach files, or paste links.
5. Hit Enter (or click the send button) to post. Every client in the cohort receives the message instantly.

Your message appears in real time for all Squad members regardless of whether they're on desktop or the Coachful mobile app. Clients who are offline when you post will see the message the next time they open the app, and depending on their notification settings, they may receive a push notification or email alert.

Pro tip: Use @channel or @here mentions (where available in Stream-powered chats) to trigger a notification for every Squad member, not just those who are actively online. This is especially effective for time-sensitive announcements like a session time change or a deadline reminder.

How to create a community squad and message a custom group

Need to message a group that doesn't neatly map to one program — like your VIP 1:1 clients, a paid mastermind, or past graduates? Create a Community Squad and invite the specific clients you want.

1. Go to Squads in the sidebar, then click Create Squad.
2. Select Community Squad as the type.
3. Give the Squad a clear name (e.g., "VIP Clients Q3 2025" or "Alumni Mastermind").
4. Add an optional description so clients understand the purpose of the space.
5. Invite members by searching for client names or email addresses from your Coachful client list.
6. Click Create. The Squad is live immediately.
7. Post your first message — all invited clients are notified and can join the conversation.

Community squads are ideal for ongoing relationships where the conversation doesn't have a defined end date. You can add or remove members at any time, making them flexible as your roster changes.

Already using Coachful? Head to your Coachful workspace and open the Squads tab to try this right now. Not yet a user? Start your free trial — no charge during the 7-day free trial — credit card required at signup, cancel anytime in one click.

Messaging multiple clients from the Clients dashboard

Squads are the best tool for ongoing group messaging, but sometimes you need to reach a specific set of clients with a one-off message — for example, everyone who hasn't completed their intake form, or clients who haven't booked their next session.

While Coachful doesn't currently support bulk-blasting a custom segment as a single broadcast message outside of Squads, you can use the Clients section of your dashboard to quickly navigate between client profiles and send individual direct messages. This is best for small, targeted outreach (5 clients or fewer) where a personal touch matters.

For larger groups, the better workflow is always to create a Community Squad and add those clients — then your message reaches everyone at once, and the conversation stays organized in one place rather than scattered across individual DM threads.

Best practices for group messaging in coaching

Set clear expectations upfront

When a new cohort kicks off, let clients know that the Squad is the primary communication channel for group updates. Add this to your onboarding checklist or program welcome task so clients download the Coachful app and turn on notifications before Day 1. A quiet Squad isn't a broken Squad — it's just an uninformed group.

Post at consistent times

Coaches who message their groups at predictable intervals — say, a Monday motivational post and a Friday recap — see significantly higher engagement than those who post randomly. Treat your Squad like a show with a schedule, not a megaphone you grab whenever inspiration strikes.

Mix message types

Group chats die when every post is a one-way announcement. Ask questions. Run polls (you can post a simple "Reply A or B" question). Share wins from individual clients (with permission). Celebrate milestones. The more interactive your Squad, the more clients feel accountable to the group — which directly improves program completion rates.

Pin important messages

Use the pin feature in Stream-powered chats to keep critical information — like a Zoom link for a group call, a PDF resource, or a weekly challenge prompt — visible at the top of the channel. This prevents clients from having to scroll back through weeks of messages to find what they need.

In our experience working with coaches across a wide range of niches, the squads that generate the most client retention are the ones where coaches post at least three times per week — a mix of instructions, encouragement, and open-ended questions. Frequency signals that you're present and invested.

Using programs to automate group touchpoints

Group messaging doesn't have to be manual. If you structure your coaching in a Coachful Program, you can embed tasks, resources, and prompts at specific points in the timeline. When a client reaches Week 3, Day 2, they automatically see the relevant content — no message from you required.

But automated program content and live Squad messaging work best together. Use your program tasks to deliver structured curriculum, and use the cohort Squad for the human, real-time layer: answering questions, reacting to client check-ins, and creating the community feeling that keeps people engaged beyond the content itself.

You can also schedule group calls through Coachful's booking system and share the link directly in the Squad — keeping everything in one place rather than juggling email threads and calendar invites separately.

Troubleshooting: common group messaging problems

Clients say they're not seeing Squad messages

This is almost always a notification issue, not a delivery issue. Ask the client to check their notification settings inside the Coachful app (Profile → Notifications) and ensure push notifications are enabled. On iOS and Android, they may also need to allow notifications at the device level in system settings. If they've never opened the Squad, remind them to tap the Squad name from their client dashboard to mark it as joined.

The cohort squad is missing clients

Cohort squads populate based on program enrollment. If a client enrolled after the Squad was created, they should be added automatically — but if you notice a gap, check the client's profile under Clients → [Client Name] → Programs to confirm their enrollment status. If enrollment is active but they're still missing from the Squad, contact Coachful support for a manual sync.

I accidentally sent a message to the wrong Squad

Stream-powered messages can be deleted. Hover over the message in the chat to reveal the options menu, then select Delete. The message is removed for all Squad members immediately. Follow up with the correct Squad as soon as possible and, if the content was sensitive, send a quick note to the affected clients via direct message to clarify.

My community squad isn't showing up for new clients

Community squads require a manual invite — clients don't join automatically just because they're in your workspace. Go to Squads → [Squad Name] → Members → Add Member and search for the client by name or email. Once added, they'll receive a notification and can access the Squad immediately.

Can I send a file or image to the whole group?

Yes. In the Squad chat composer, click the attachment icon (paperclip) to upload a file from your device, or paste an image directly into the text field. Supported file types include PDFs, images, and common document formats. Large files (over 25 MB) may need to be shared via an external link (e.g., Google Drive or Dropbox) instead.

I want to message only coaches, not clients

If your workspace has multiple coaches (e.g., you're running a coaching company with an editor or virtual assistant role), you can create a Community Squad and invite only those team members. Keep the Squad name clearly internal (e.g., "Coach Team — Internal") to avoid confusion.

Ready to reach all your clients at once?

Group messaging is one of the highest-leverage habits a coach can build. A single well-crafted message sent to a cohort Squad takes two minutes to write and can re-energize an entire group, drive session attendance, or remind clients of a deadline that keeps them on track. That's leverage you simply can't get from individual DMs.

Coachful's Squads — both cohort and community — give you a real-time, organized, mobile-friendly channel to do exactly that. Set up your first Squad today, post your first group message, and watch the conversation (and the accountability) come alive. Start your free trial at Coachful or, if you're already a member, sign in to your workspace and head straight to the Squads tab to get started.