Trainer Assignment: The Retention Engine

One of the most effective ways to improve client retention is to ensure every member feels known, supported, and accountable. Orlo’s automatic trainer assignment system gives every client a “go-to” person—so no one slips through the cracks, and trainers can take proactive action to keep clients on track.

How It Works

• Automatic Assignment Based on Real Engagement: Every night, Orlo reviews each client’s recent attendance. The trainer a client trains with most frequently in the past four weeks is automatically set as their primary trainer.
• Personalized Experience: Clients who consistently train with one coach are assigned to them. If they’ve tried a few trainers, Orlo picks the one with the most sessions—ensuring that every member has a clear, consistent point of contact.
• Always Current: As clients’ routines change, so do their assignments. If someone switches trainers, Orlo updates their primary trainer the next day—keeping assignments fresh and relevant.
• Manual Control When Needed: Staff can always step in to reassign clients instantly, so you have full control in special cases.

Why This Boosts Retention

• Stronger Relationships: Members who know their trainer—and feel known by them—are much more likely to keep coming back.
• Accountability: Assigned trainers can check in when clients miss sessions, send encouragement, or follow up on progress.
• Proactive Support: When a client’s engagement drops or risk tags appear, their trainer knows to reach out first—solving problems before they lead to churn.
• Targeted Actions: Orlo’s “My Clients” view makes it easy for trainers to monitor progress, send messages, and book extra sessions—ensuring at-risk members get attention fast.

Using Trainer Assignment in Practice

• Filter clients by trainer from the People page to review your own list—great for weekly check-ins and planning.
• Drill into any client’s profile to view attendance, payment history, risk status, and recent insights.
• Trainers should use this list to reach out to clients with low attendance, declining progress, or risk tags. Personal contact is the most powerful retention tool you have.

Tips for Retaining More Clients With Trainer Assignment

• Check your “My Clients” list at least weekly—look for anyone who hasn’t attended or has a risk tag.
• Send a quick WhatsApp, email, or offer a check-in session to clients at risk of leaving.
• Celebrate client wins and milestones—assigned trainers are best placed to notice and encourage progress.
• Use assignment data to make sure all clients are covered (no one “falls through the cracks”).

Bottom line: Clients stay longer when they feel noticed, supported, and accountable. Orlo’s trainer assignment system gives you a retention advantage—automatically, every day.

Next: Refunding Payments