How many team members can I add to my Coachful workspace?

The number of team members you can add depends on your Coachful pricing tier. Growth and Scale plans both support multiple team members, with higher tiers allowing larger teams. Check your current plan limits under Settings → Billing or visit coachful.co/pricing for a full comparison.

What is the difference between the coach and virtual_assistant org roles?

The coach org role gives someone full ability to manage clients, run sessions, deliver programs, and communicate through the platform as a coach. The virtual_assistant role is scoped to operational and admin tasks — scheduling, records, content management — without access to billing settings or the ability to present as a coach to clients.

Can a team member manage their own separate coaching business on Coachful?

Yes. Coachful supports multi-org access, so a team member can belong to your workspace and run their own independent coaching workspace under a different subdomain. They switch between organizations using the workspace switcher in their account menu — no extra logins required.

Can I add a team member to just one program, not my whole workspace?

You can scope a coach's visibility to a specific program by adding them under that program's Settings → Coaches tab. However, they do need to be a workspace member first — add them via Settings → Team before assigning them to individual programs.

What happens to client data if I remove a team member?

Removing a team member from your workspace does not delete any client data, session notes, messages, or program content they were associated with. Only their ability to access your workspace is revoked. Reassign their active clients to another coach before removing them to ensure continuity of service.

Can my virtual assistant send messages to clients on my behalf?

Yes. A team member with the virtual_assistant org role can send and receive messages through Coachful's built-in chat. Messages appear under your workspace's communication thread, so clients have a seamless experience. The VA cannot, however, initiate video calls as the lead coach or access billing information.

Does adding team members cost extra on Coachful?

Coachful's pricing is primarily based on your subscription tier. Some tiers include a set number of team seats, while others offer expanded access. Visit coachful.co or contact support for the most up-to-date information on per-seat pricing and what's included in your current plan.

How to add team members and assistants to your account

By Coachful9 min readUpdated Apr 16, 2026

Learn how to add coaches, virtual assistants, and team members to your Coachful workspace — with the right roles, permissions, and access controls set up from day one.

What's covered

Who can you add to your Coachful workspace?
Step-by-step: how to add a team member
Setting up a virtual assistant (VA)
Adding a co-coach to a specific program
Managing team member permissions over time
Best practices for team management in Coachful

Who can you add to your Coachful workspace?

Running a coaching business rarely means going it alone. Whether you have a business partner co-coaching clients, a virtual assistant handling scheduling and admin, or a fellow coach delivering group programs alongside you, Coachful lets you bring your whole team under one roof — no extra logins or clunky workarounds needed.

Before you start inviting people, it helps to understand the two separate role systems Coachful uses: user roles and org roles. They work together to control what each person can see and do inside your workspace.

User roles vs. org roles — what's the difference?

User roles define platform-level permissions. From lowest to highest access, they are: user, editor, coach, admin, and super_admin. Most team members you invite will land at coach or editor.

Org roles define what someone does inside your specific organization. The options are:

super_coach — the workspace owner. Full control over billing, settings, and all client data.
coach — can deliver programs, hold sessions, message clients, and manage their own schedule.
member — can participate in squads and access content but cannot coach clients independently.
virtual_assistant — scoped admin access for operational tasks like scheduling, client records, and content management, without the ability to pose as a coach.

Think of user roles as the key that gets someone through the front door, and org roles as the badge that determines which rooms they can enter once inside.

Step-by-step: how to add a team member

Adding a team member takes less than two minutes. Here's the exact path through the Coachful dashboard:

Sign in at app.coachful.co/sign-in and go to your coach dashboard.
In the left-hand sidebar, navigate to Settings → Team.
Click Invite team member in the top-right corner of the Team page.
Enter the person's email address in the invitation form.
Select their org role from the dropdown: coach, member, or virtual_assistant.
Optionally, add a personal message to the invitation email — handy if the recipient doesn't already have a Coachful account.
Click Send invite. The invitee receives an email with a link to accept and set up their access.

Once they accept, their name and role appear on the Team page. You can edit their org role or revoke access at any time from the same screen.

What happens on the invitee's side?

If the invitee already has a Coachful account, clicking the invitation link adds your organization to their account — they can switch between workspaces from the account menu. If they're new to Coachful, the link takes them through a short onboarding flow to create a password and complete their profile before landing inside your workspace.

Setting up a virtual assistant (VA)

The virtual_assistant org role is purpose-built for the person handling your back office. A VA on Coachful can:

Manage client records and update intake notes.
Schedule and reschedule 1:1 sessions on your behalf.
Draft and send messages inside the platform's Stream-powered chat.
Update program content, add resources, and check task completion.
Process manual enrollments and apply coupons.

What a VA cannot do: access Stripe payout settings, change billing plans, export full client lists, or modify workspace-level security settings. This boundary keeps your financial data safe while still giving your assistant genuine operational leverage.

Pro tip: If your VA also runs their own coaching practice on Coachful, invite them using the email address tied to their personal Coachful account. They'll see both workspaces in their account switcher and can jump between them without logging out.

Adding a co-coach to a specific program

Sometimes you don't need someone to have workspace-wide access — you just want a guest coach to co-facilitate a single program or group cohort. Here's how to scope their access at the program level:

Go to Coach → Programs and open the program you want them to help deliver.
Click the Settings tab inside the program editor.
Scroll to the Coaches section and click Add coach.
Search for the team member by name or email. They must already be in your workspace (invite them first via Settings → Team if needed).
Save changes. The co-coach will now appear as a facilitator for that program's cohort squad and can send messages, view client progress, and run group calls within it.

Co-coaches added at the program level only see the clients enrolled in that program — they don't get visibility into your other programs or one-on-one client relationships. This is ideal for specialist guest coaches, nutritionists, or movement coaches who contribute to one pillar of a broader curriculum.

Managing team member permissions over time

Your team structure will evolve. Coachful makes it straightforward to adjust access without disrupting active coaching relationships.

Changing a role

Go to Settings → Team, find the team member's row, and click Edit role. Select the new org role and confirm. The change takes effect immediately — no need to re-invite them.

Temporarily suspending access

If a team member is on leave or you need to pause their access without fully removing them, click Suspend next to their name. Their account remains in your team roster but they lose the ability to log in to your workspace until you lift the suspension.

Removing a team member

Click Remove from workspace to permanently revoke access. Any clients, programs, or conversations they were associated with remain intact — only their ability to access your workspace is removed. Before removing a coach, reassign their active clients to another coach or yourself to avoid gaps in service delivery.

Heads up: Removing a team member does not delete their Coachful account. It only removes them from your organization. They can still log in to their own account or other workspaces they belong to.

Best practices for team management in Coachful

A few habits that coaches with larger teams swear by:

Use the virtual_assistant role generously — it's safer than you think

Many coaches default to giving VAs admin-level access out of convenience. Resist that urge. The virtual_assistant role covers the vast majority of operational tasks while keeping billing and security settings locked down. It's the principle of least privilege applied to your coaching business.

Standardize your onboarding process for new coaches

Every time you add a coach to your team, walk them through the same checklist: connect their calendar (under Settings → Integrations → Calendar Sync), set their availability windows, and complete their coach profile. A coach with a half-finished profile looks unprofessional to clients browsing your workspace. Coachful's AI assistant Michelle can help new team members get oriented — just point them to the Michelle icon in the dashboard and let them ask questions naturally.

Audit your team list quarterly

It's easy to accumulate stale invites and inactive team members, especially after program launches or seasonal cohorts. Set a quarterly reminder to review Settings → Team, remove anyone who's no longer active, and verify that current roles still match current responsibilities.

Communicate role changes in advance

If you're downgrading a team member's role — say, moving someone from coach to member — tell them before making the change. Nothing creates confusion faster than someone losing menu access mid-session without warning.

Troubleshooting common team-access issues

The invitation email never arrived

Ask the invitee to check their spam or promotions folder first. If it's not there, go to Settings → Team and click Resend invite next to their pending entry. Also confirm you entered the correct email address — a typo here is the most common culprit.

A team member can't see a specific program or client

Workspace-level access and program-level access are separate. If a coach-role team member can't see a program, check whether they've been added as a facilitator under that program's Settings → Coaches tab. If a VA can't access a client record, verify the record isn't scoped to a private one-on-one relationship that requires explicit coach assignment.

The team member sees multiple workspaces and is confused

If the invitee manages their own Coachful workspace or has been added to other organizations, they'll see a workspace switcher at the top of their dashboard. Make sure they've selected your workspace from the dropdown before they start working. This is by design — Coachful supports multi-org access so coaches and VAs can work across several businesses from a single login.

I invited someone as a coach but they show up as a user

The org role (coach, VA, member) is separate from the platform user role. If someone accepted an invite but their platform user role is still user, go to Settings → Team, click their name, and manually set their user role to coach. This is usually a one-time step for new Coachful users joining your workspace for the first time.

I accidentally removed a team member — can I undo it?

Yes — simply send them a new invitation from Settings → Team → Invite team member. All their previous work (messages, session notes, program contributions) remains in your workspace. The re-invite just restores their login access.

Can a team member access the Coachful mobile app?

Absolutely. Coachful is available as a progressive web app and as a native iOS/Android app via the mobile gateway at app.coachful.co/mobile. Team members sign in with the same credentials they use on desktop, and their org role and permissions carry over automatically.

Ready to build your coaching team?

Whether you're bringing on your first virtual assistant, adding a specialist co-coach to a signature program, or building out a full team of coaches under your brand, Coachful's role system gives you the flexibility to structure access exactly as your business needs it — without sacrificing security or client privacy.

Head to Settings → Team in your dashboard to send your first invite, or explore the rest of the platform on a free trial. Growing your team is one of the fastest ways to scale your coaching impact without scaling your personal workload.

Start your free trial on Coachful and invite your first team member today — or sign in to your existing workspace to get started right now.

Want to learn more about managing your coaching business on Coachful? Browse all help guides or explore related articles below.

Frequently asked questions

How many team members can I add to my Coachful workspace?: The number of team members you can add depends on your Coachful pricing tier. Growth and Scale plans both support multiple team members, with higher tiers allowing larger teams. Check your current plan limits under Settings → Billing or visit coachful.co/pricing for a full comparison.
What is the difference between the coach and virtual_assistant org roles?: The coach org role gives someone full ability to manage clients, run sessions, deliver programs, and communicate through the platform as a coach. The virtual_assistant role is scoped to operational and admin tasks — scheduling, records, content management — without access to billing settings or the ability to present as a coach to clients.
Can a team member manage their own separate coaching business on Coachful?: Yes. Coachful supports multi-org access, so a team member can belong to your workspace and run their own independent coaching workspace under a different subdomain. They switch between organizations using the workspace switcher in their account menu — no extra logins required.
Can I add a team member to just one program, not my whole workspace?: You can scope a coach's visibility to a specific program by adding them under that program's Settings → Coaches tab. However, they do need to be a workspace member first — add them via Settings → Team before assigning them to individual programs.
What happens to client data if I remove a team member?: Removing a team member from your workspace does not delete any client data, session notes, messages, or program content they were associated with. Only their ability to access your workspace is revoked. Reassign their active clients to another coach before removing them to ensure continuity of service.
Can my virtual assistant send messages to clients on my behalf?: Yes. A team member with the virtual_assistant org role can send and receive messages through Coachful's built-in chat. Messages appear under your workspace's communication thread, so clients have a seamless experience. The VA cannot, however, initiate video calls as the lead coach or access billing information.
Does adding team members cost extra on Coachful?: Coachful's pricing is primarily based on your subscription tier. Some tiers include a set number of team seats, while others offer expanded access. Visit coachful.co or contact support for the most up-to-date information on per-seat pricing and what's included in your current plan.

Was this article helpful?