How RosterOS works,
from install to invoice.

Getting started

RosterOS is an iPhone app for personal trainers and small studios. It runs on iOS 16.0+ and supports iPad in landscape and portrait. RosterOS is built around three ideas: a roster of real people, a week of real sessions, and a running ledger of who paid and who didn't. Everything else is in service of that.

RosterOS is not a workout app for end-users, an open marketplace for trainers, or a payment processor. Clients don't sign in. There is no client app. Payments are tracked by you (Apple Pay, Venmo, cash, or however you actually collect) and logged in RosterOS as Paid or Unpaid lines.

First-time setup

1. Install and sign in

Download RosterOS from the App Store and open it. You'll see the onboarding wizard. Tap Sign in with Apple to use your Apple ID, or Sign up with email to create a password-based account. Either path works. Apple Sign In is faster and works across phone replacements without extra steps.

2. Set business basics

After signing in, RosterOS walks you through naming the business and picking a currency. Both are editable later from Settings → Business. There is no requirement to add a logo or brand colours; RosterOS stays in its dark gunmetal look either way.

3. Import or add clients

From the Home screen, tap Add Client. Choose Import from Contacts to pull existing people from your iPhone Contacts, or fill in the form manually. Required fields are First Name and Last Name. Email, phone, fitness level, height, and date of birth are optional.

Managing clients

Every client is a single record with goals, injuries, intake answers, emergency contact, measurements, progress photos, payment history, and session history. Open a client to see all of it on one screen.

Filtering the roster

The Clients tab opens to All. Use the chips at the top to filter by Active, Prospect, Inactive, or Archived. The sort button next to the search icon switches between recently active and name-ordered.

Tags

Tags like beginner, rehab, careful attach to clients to make it easier to find a pattern across the roster. Tags are free-form. Add whatever you actually use.

Intake (PAR-Q & Waiver)

Open a client and scroll to the Intake (PAR-Q & Waiver) row. RosterOS stores the answers on the client record so you don't have to dig through a chat thread for "did they say their back was OK?"

Sessions & calendar

Tap Book Session from the Home dashboard, the Clients tab, or a client's detail screen. Pick the session type: Training Session, Assessment, Consultation, or Online Session. Select the client, date, time, duration (30 min, 45 min, 1 hr, 1.5 hr, or Custom), and a repeat pattern (Once, Weekly × 4, × 8, × 12, or × 26).

Today, Upcoming, Past

The Sessions tab uses three sub-tabs. Today shows what's scheduled in the next 24 hours. Upcoming shows the rest of the week and beyond. Past groups completed sessions by date so you can scroll back to last Tuesday in one tap.

Calendar Sync

From Settings → Calendar Sync, turn on the mirror to your phone's Calendar. RosterOS writes each session to the calendar you choose so partners, other apps, and macOS see the schedule. Updates and cancellations sync one-way from RosterOS to Calendar. RosterOS requests Calendar access on first use; you can revoke this at any time from iOS Settings → Privacy & Security → Calendars.

Quick Log

Quick Log is RosterOS's fastest path to capturing what just happened. When you mark a session complete, RosterOS walks you straight through the wrap-up instead of leaving you to hunt for a form:

• Session notes: capture what you worked on, any cues, what to load next time.
• Client energy level: a quick Drained-to-Charged rating for the session.
• Pain reported : flag a physical limitation so it's on the record for next time.
• Log payment : right after the notes, RosterOS offers to log the session fee so unpaid sessions don't pile up.

The wrap-up takes under ten seconds, short enough to fit between back-to-back clients. Your notes are saved first, then payment is offered as the next step. Skip it and the session stays unpaid until you collect.

Revenue & payments

The Revenue tab shows three things at once: This Month (collected so far, % change vs. last month), Revenue Trend (12-month bar chart), and Outstanding (count and total of unpaid sessions, plus the oldest unpaid age in days).

Logging a payment

From the dashboard, the Revenue tab, or a session detail, tap Log Payment. Pick the client, the amount, the method, and which session(s) it covers. RosterOS stamps the session as Paid and the revenue figure updates immediately.

Outstanding

The "5 Unpaid Sessions · $385.00" card on Home and the Outstanding card on Revenue are the same data, surfaced two ways. Tap into either to see the underlying list, sorted oldest first. RosterOS flags anything over 7 days as overdue.

Workout templates

The Workouts tab is for the program shapes you reuse: Full Body Circuit, Upper Body Strength, a rehab progression. Filter by intent (Strength, Hypertrophy, Endurance, Mobility). Tap a template to edit exercises, sets, reps, or coaching cues. Assign a template to a session. Per-client edits stay isolated so the template stays clean for everyone else.

RosterOS doesn't ship a client-facing workout app. Programs live with you, the trainer.

Follow-ups

Notes, reminders, and re-engagement nudges live with the client. The Home dashboard's Due Follow-ups · 3 card lists who you owe a message today, with the channel they prefer and the time you scheduled.

From a client's detail, the Follow-ups section shows the full history (timestamped, with channel). The Schedule button lets you queue a new one.

Settings reference

Tap the gear icon on Home to open Settings. The hub has these rows:

• Account: profile, change email, change password, sign out, delete account.
• Business: name, currency, business hours, time-off blocks.
• Language: app language (RosterOS localises into English and follows iOS for date, time, currency, and number formats).
• Notifications: session reminders, follow-up alerts.
• Data: export your data and request deletion.
• Calendar Sync : mirror sessions to your phone's Calendar.
• Support & Legal: contact support, read the privacy policy and terms of service.

Subscription & billing

RosterOS is free forever for trainers managing up to 3 clients. RosterOS Pro unlocks unlimited clients, unlimited sessions, progress photos, measurement charts, PDF progress reports, session packages, and auto-suggested follow-ups.

Pricing

RosterOS Pro is sold through the Apple App Store as a monthly or annual subscription. New accounts get a 14-day free trial; cancel any time before it ends and you're not charged.

• Pro · Monthly: $19.99/mo (USD reference).
• Pro · Annual: $12/mo billed yearly ($149.99 total). ~37% off vs. monthly billing.

Prices are localised by the App Store; what you see in the paywall is authoritative for your region.

Managing your subscription

Open iOS Settings → your name → Subscriptions → RosterOS to switch plans, cancel, or see renewal dates. From inside RosterOS, the paywall also has a Restore purchases button if you upgraded on another device.

Refunds

Refunds for any App Store subscription are handled by Apple. Use reportaproblem.apple.com to request one. RosterOS does not bill you directly.

Data, sync & privacy

RosterOS stores your roster, sessions, payments, notes, measurements, and progress photos in your RosterOS account so they survive a phone wipe and sync across your devices. The mobile app keeps a local SQLite cache so it works offline between sessions; changes flush when you're back online.

• Authentication & sync: Supabase.
• Subscriptions: Apple App Store via RevenueCat.
• Crash & performance: Sentry (anonymized).

RosterOS does not sell, rent, or share your data with anyone for advertising. See the Privacy Policy for the full breakdown, retention windows, and deletion process.

Troubleshooting

I added a session but it isn't on my iPhone Calendar

Check Settings → Calendar Sync is turned on, and that you've granted Calendar access in iOS Settings → Privacy & Security → Calendars → RosterOS. If sync was on but the access was revoked, RosterOS skips mirror writes until you re-grant.

Quick Log doesn't show "Wrap up that session?"

Quick Log's contextual sheet appears when a session has finished within the last hour. If you're outside that window or the session was already marked complete, Quick Log opens the four general actions instead (payment, note, measurement, photo).

I upgraded but RosterOS still says I'm on Free

Open the paywall and tap Restore purchases. This forces RosterOS to re-check your Apple ID with the App Store. If it still doesn't unlock, sign out and back in via Settings → Account → Sign out. If the issue persists, email support@rosteros.app with your Apple ID email (not the password) so we can verify the receipt.

My data isn't syncing between iPhone and iPad

Make sure both devices are signed in to the same RosterOS account (Settings → Account). The app needs an internet connection to push and pull changes; pull-to-refresh on Home forces a sync. If the sync indicator in the header shows "Offline" for more than a few minutes while you're online, sign out and back in.

I want to delete a client (or my entire account)

Open a client and use the More actions menu (top right) to delete. To delete your account, go to Settings → Account → Delete account. RosterOS removes your data from our servers within 30 days.

Contact support

Email support@rosteros.app. Please include your app version (Settings → Account), iOS version, device model, and a short description of what happened. Screenshots help. The Support page has the full intake checklist.