Everfit typical implementation process:
Account Setup: Sign up for Everfit (trainers and clients can start with a free trial).
Profile Customization: Set up coach/organization profiles, add custom branding, and invite clients via link or email.
Onboarding Flows: Use the Onboarding Flow feature to automate and tailor the onboarding experience—send custom forms, welcome messages, initial assignments, and link resources based on client type or goal.
Automation Integration: Activate Autoflow to assign automated check-ins, messages, and program updates, supporting instant program access for new clients
Client Imports/Data Migration: Import client lists, set up initial programs, upload resources, and connect integrations (e.g., Stripe for payments, Apple Health, MyFitnessPal, etc.) as needed.
Training and Tutorials: Access Everfit Academy courses, support documentation, and hands-on training to optimize use for teams or clubs.
Everfit can be extensively customized to fit specific business needs, offering a variety of tools and configurations tailored for personal trainers, gyms, and large organizations. Here are key data points:
Custom Branding: Businesses can add their unique logos, color themes, and branding elements to make the platform reflect their identity, delivering a fully branded client experience.
Flexible Onboarding Flows: Everfit provides automated and customizable onboarding flows, letting businesses create custom sign-up forms, welcome messages, and intake processes specific to client types, teams, or programs.
Program and Content Customization: Trainers and gyms can build fully custom workout and habit coaching programs using the drag-and-drop builder or the AI-powered workout creator, saving them as templates for future use.
DIY Packaged Training Programs: Organizations can pre-build and sell packaged training programs, ideal for low-touch client segments or scalable group programs.
Resource Collections: Businesses can curate, organize, and share resources (videos, PDFs, links) with select clients or teams, centralizing onboarding or educational content.
Custom Client Segmentation: Coaches can group clients based on fitness level, program type, goal, or other business criteria, driving targeted communications, challenges, or workflows.
Community Features: Private forums, leaderboards, and group challenges can be tailored to the needs of specific teams, corporate clients, or gym communities to foster engagement.
Automated Workflows: The Autoflow feature allows for scalable automation (scheduled messaging, check-ins, assignments) attuned to business-specific routines and touchpoints.
Custom Notifications & Reminders: Set up business-specific reminders and automated announcements to streamline communications.
Integrations: Everfit connects with payment providers (e.g., Stripe), health data apps (Apple Health, Google Fit, Fitbit, Garmin, MyFitnessPal), and thousands of other tools via Zapier, allowing business processes to sync with existing tech stacks.
Multi-Location and Studio Management: Businesses with several studios or branches can manage multiple teams, trainers, or client groups under a single account, with flexible access and permissions.
API & Enterprise Solutions: Larger organizations can access custom API integrations and request additional white-label solutions for deep business process embedding.
Multi-language and International Support: Everfit supports global teams with cross-platform access and can be localized to accommodate various regions and languages.
Custom Forms & Data Collection: Collect specific health, liability, or intake information through configurable forms during onboarding or ongoing engagement.
Everfit is designed with transparent and flexible pricing, and it generally does not charge setup fees or standard maintenance fees. Users can get started with a free Starter plan, allowing up to five clients, with no credit card required and no upfront costs. For paid plans (Pro, Studio, Enterprise), the monthly subscription covers ongoing platform access, and maintenance/feature updates are included in these fees—there’s no recurring maintenance surcharge for standard use.
Everfit offers training and support to new users, ensuring a smooth onboarding and success with the platform:
Onboarding Flows: Everfit provides automated onboarding flows where new users receive custom forms, welcome messages, assignments, and resources tailored to their coaching needs or client type. This includes collecting crucial client information, sharing community links, and assigning programs or tasks—all managed centrally through the app for a clear, seamless first impression.
Resource Libraries and Tutorials: New users can access Everfit Academy, an online education hub featuring webinars, in-depth articles, and step-by-step guides on account setup, client engagement, automation, and program creation. The help center and blog also feature plenty of tips, troubleshooting advice, and best practices to maximize adoption.
Live Support: Users can reach customer support quickly via the in-app chat, email ([email protected]), or phone [(415) 644-8080], with responsive help for setup, technical queries, or account management. Support is included for all plan tiers.
Customization Assistance: For trainers or studios with specific requirements, Everfit guides users through setting up custom branding, team structures, and advanced automation features, often via direct support or online documentation.
Multi-Level Onboarding: Trainers and gyms can set up multiple onboarding flows for different client groups (e.g., nutrition vs. strength programs), ensuring that every user starts with relevant forms, tasks, and content, boosting retention and engagement from day one.
Everfit implements a set of security measures to protect user data and ensure privacy across its platform. These include:
Compliance with Legal Standards: Everfit strives to meet requirements set by major data protection laws, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
Data Hosting and Infrastructure: The platform runs on Amazon Web Services (AWS), utilizing advanced infrastructure security and continuous monitoring for potential threats or compromises.
Encryption: Data in transit is protected via TLS (HTTPS) encryption, and platform authentication sessions are secured using encryption technologies. Administrator and user logins employ unique IDs to further enhance access security.
Technical Controls: Everfit uses industry-standard password complexity requirements, tracks login history and access failures, and requires encryption for all critical transport services (such as SSH or HTTPS).
Development Security: All code changes are reviewed and tested by a party other than the developer and must follow a secure Software Development Lifecycle (SDLC), minimizing the risk of vulnerabilities being introduced into production.
Monitoring and Auditing: Servers and network traffic are monitored for suspicious activity, and access histories are recorded. Audit reports and compliance summaries can be provided to organizations on request to demonstrate that security standards are upheld.
Role-Based Access: Only authorized personnel with appropriate credentials may access sensitive data. Confidentiality is enforced across all staff and third-party sub-processors.
Incident Response: The platform has a clear process for reporting and addressing security incidents or breaches. Trainers and users are informed of significant events involving their data, and Everfit provides dedicated contacts for reporting vulnerabilities or suspicious activity.
Data Retention and Deletion: Personal information is retained only as long as necessary for service provision or regulatory compliance and is deleted or anonymized when no longer needed.
Everfit’s policy on data ownership and portability is grounded in clear data protection principles and compliance with applicable laws:
Data Ownership: Trainers who use Everfit remain the owners and controllers of their own content and training data (“Trainer Data”). Everfit acts primarily as a data processor, managing Trainer Data on behalf and at the direction of the trainer. This means trainers decide how their data (including client records and program materials) is used, ensuring full ownership and primary control.
Client Data: For personal data collected by trainers independent of Everfit, trainers are also the data controllers. When client information is collected directly by Everfit and subsequently accessed by trainers, both Everfit and the trainer act as independent controllers for their own use of that client data, always by their respective privacy policies and applicable laws.
Right to Export and Delete Data: Upon the termination or expiration of an account or agreement, Everfit will, at the trainer’s request, export or delete all stored trainer data, except in cases where retention is mandated by law or for legitimate business needs. Trainers can download their content from Everfit’s platform to maintain portability. This export right enables trainers and gyms to retain, transition, or manage their data outside the platform if needed.
Data Portability Requests: Everfit supports data portability for users and client data, including specific requests to provide personal information in a readily usable format that allows clients or trainers to transfer their data elsewhere, in line with requirements like the GDPR and CCPA. Users may contact Everfit to obtain a copy of their data or to facilitate data transfers when changing services.
Data Subject Rights: Both trainers and clients can exercise rights regarding access, correction, deletion, or transfer of their data, and Everfit will assist in fulfilling such requests quickly, ensuring compliance with data protection regulations.
Everfit offers highly flexible terms for scaling up or down to match changing organizational needs. The platform’s subscription structure is based on monthly or annual plans, each with a set number of client and trainer seats according to your chosen tier. Organizations and individual coaches can easily upgrade their plan to accommodate more clients as their business grows, or downgrade when fewer seats are needed. Payment for the new plan is collected at the beginning of the billing period, and proration ensures fair charges when making changes mid-cycle
Terms and conditions regarding contract renewal and cancellation for Everfit:
Automatic Renewal: All paid subscription plans (monthly or annual) automatically renew at the end of each billing period using the payment method on file. The renewal is at the standard regular rate applicable at the time, which may differ from your original rate.
Notice of Fee Changes: Everfit may change the fee schedule with thirty (30) days’ written notice before the next billing cycle. If a new fee schedule is introduced and you do not accept it, you must cancel before your next billing cycle to avoid being charged.
How to Cancel: You may cancel your subscription at any time before your next monthly or annual billing cycle. You must follow Everfit’s official cancellation procedures; simply stopping payment is not considered sufficient notice.
No Refunds: Everfit does not grant refunds for any paid fees once charged, regardless of whether you cancel partway through a payment term.
Credits: If you have any credits on your account at the time of cancellation or downgrade, these must be used within one year or they will be forfeited.
Grace Period for Payment Failures: If a payment is rejected, you get a 5-day grace period to update your payment method. After 5 days, your access is paused. Overdue fees accrue 10% annual interest (or the highest applicable legal rate), and Everfit may downgrade your account until the full payment is made.
Everfit online personal training software aligns with major data compliance and privacy standards relevant to its international user base:
GDPR (General Data Protection Regulation): Everfit states that it meets the requirements of the GDPR, which governs the collection, processing, and transfer of personal data from users in the European Economic Area, UK, and Switzerland. Everfit acts as both a processor (processing client/trainer data on behalf of trainers) and a controller (in limited instances, for regulatory obligations). Standard Contractual Clauses are in place for international transfers of personal data from the EU.
CCPA (California Consumer Privacy Act): Everfit conforms to CCPA standards for residents of California, offering specific rights around personal information access, deletion, and opt-out capabilities.
Technical Safeguards: Everfit employs a range of security measures, including:
Hosting infrastructure on Amazon Web Services (AWS)
Data encryption (TLS/HTTPS for transportation and user authentication)
Password complexity requirements
Change management processes (SDLC)
Ongoing infrastructure and traffic monitoring
Access controls with unique personnel IDs
Logging of login history and access attempts
Confidentiality and Sub-processing: Employees and authorized processors are bound by confidentiality. Everfit lists its sub-processors publicly and allows trainers to object or request more information regarding those vendors.
Audit Rights: Trainers can request information or summary audit reports to confirm Everfit compliance with relevant data protection laws. Third-party audits can be conducted (usually at the trainer’s expense) in line with GDPR requirements.
International Data Transfers: Everfit uses Standard Contractual Clauses for any data transfers outside the EEA, UK, or Switzerland, and maintains compliance across multiple jurisdictions.
Incident Response: In the event of a data breach involving personal information, Everfit commits to notifying affected trainers (and, if necessary, clients) without undue delay.
