Legal

Coaching Expectations & Communication Policy

Last updated: May 21, 2026 · Version: v1

In plain English

How a one-to-one coaching engagement works day to day — how we communicate, how fast you can expect a reply, how check-ins run, and what each of us is responsible for week to week.

1.How we work together

Coaching here is a partnership with a clear division of labor. I build the programming, coach the movement, and adjust the plan as your situation changes. You do the training, report back honestly, and tell me early when something is off. Neither half works without the other. The structure below exists so both halves run smoothly.

2.Channels & response windows

We will agree on a single primary channel for coaching messages. Keeping coaching in one place means nothing gets lost across texts, email, and three apps.

Response window. Coaching messages are answered on business days, typically within one to two business days. They are not answered in real time and not after hours.
Weekends and holidays. Messages sent then are picked up the next business day.
Form-check video. Reviewed within the cadence set in your engagement letter — usually a few business days, not same-day.

A reply window is not a slow coach; it is a coach giving each client considered answers instead of fast ones. If something is genuinely time-sensitive, say so in the message and I will prioritize it.

3.Check-ins & program cadence

Coaching runs on a rhythm: training is programmed in blocks, you work the block, and we check in to review what happened and set the next one. The exact cadence — weekly, biweekly, or per block — is set in your engagement letter.

Check-ins work best when you come to them with real information: what felt strong, what felt off, what you skipped and why, how sleep and stress have been. Honest reporting — including the parts that did not go well — is what lets the next block be built correctly. A check-in you skip is a block built on guesswork.

4.What to message about

The coaching channel is for:

questions about an exercise, a cue, or how a session should feel;
reporting how training is going between check-ins;
flagging a new injury, restriction, schedule change, or anything that affects programming;
logistics — scheduling, rescheduling, sending form-check video.

Reasonable volume is part of the coaching relationship. Sustained all-day or after-hours messaging is outside the scope of an asynchronous coaching channel; if it comes up, we will talk about it directly and reset expectations rather than letting it quietly strain the relationship.

5.Emergencies are not this channel

Coaching messages are not monitored for urgent or emergency situations and must not be used for them. If you are experiencing a medical emergency, call 911 (US) or your local emergency number. For anything time-sensitive about your health, contact your physician or another licensed provider. Coaching is not medical care and is not real-time supervision — see the Informed Consent and Service Agreement.

6.Scheduling & cancellations

Sessions are scheduled in advance through the agreed method. Cancellation, no-show, late-arrival, and pause/hold rules are set out in Sections 7 and 8 of the Service Agreement — the short version: give twenty-four hours' notice to reschedule without charge, and tell me as early as you can when life gets in the way. The policy is there to protect reserved time, not to be adversarial about it.

7.Accountability — both ways

What you can expect from me:

programming individualized to your goals, history, and current state, adjusted as things change;
consistent, considered responses within the windows above;
honest coaching — including telling you when something is not working or is outside what training can do;
preparation for our check-ins and continuity from one block to the next.

What I count on from you:

training the program as written, or telling me when you cannot, so we adjust rather than drift;
honest reporting at check-ins, including the parts that did not go to plan;
early disclosure of new injuries, conditions, medications, or restrictions;
reasonable, on-channel communication and notice for scheduling;
patience with the process — meaningful change in strength and movement is measured in blocks and months, not days.

8.Staying in scope

Coaching here is exercise and movement coaching, delivered within the scope of a NASM Certified Personal Trainer, Corrective Exercise Specialist, and Certified Nutrition Coach. It is not medical care, physical therapy, mental-health care, or dietetics. When a question belongs with a physician, physical therapist, registered dietitian, or another licensed provider, I will say so and refer you rather than guess. That is not me declining to help; it is help that knows its edges. The full boundaries are in the Informed Consent and Nutrition Disclaimer.

9.When something isn't working

If any part of the coaching relationship is not working — the communication rhythm, the programming, the schedule, the fit — tell me directly and early. Most issues are easy to solve when they are named at week two and hard to solve when they are named at month three. Raising a problem is welcome, not a complaint. If we cannot resolve it, the Service Agreement covers how either of us can end the engagement cleanly.

10.Acknowledgment

By acknowledging this document at onboarding, you confirm that you have read and understood how the coaching relationship works, including the communication windows and the responsibilities on both sides. It supplements the Service Agreement; where the two address the same subject, the Service Agreement controls as the binding contract and this document is read as its operational companion. We record the date, time, and version at acknowledgment, and may update this document — the "Last updated" date and version above identify the current one.