User Guide

About FitFlow

Managing clients as a personal trainer is never easy. Beyond conducting workouts, trainers must juggle scheduling, track client progress, consider individual goals and medical histories, and ensure each client gets a personalized experience. While popular client management apps like Trainerize, TrueCoach, and My PT Hub offer various features, they come with subscription costs, steep learning curves, and cluttered interfaces. Additionally, these platforms lack built-in conflict detection, forcing trainers to manually track overlapping client schedules.

Introducing FitFlow — a free desktop app designed specifically for personal trainers in Singapore to streamline client management. It is optimized for use via a Command Line Interface (CLI) while still having the benefits of a Graphical User Interface (GUI). It provides trainers with a fast and reliable way to store, retrieve, and update client details, including fitness goals, session history, and health information.

What sets FitFlow apart is its intelligent conflict detection system. The app automatically flags scheduling overlaps, helping trainers avoid double bookings and maintain a seamless flow of appointments.

By streamlining administrative tasks, FitFlow lets trainers focus on what matters most—empowering their clients on their fitness journeys.

Using this Guide

The purpose of this user guide is to help you install FitFlow, as well as be a resource you can refer to if you require any additional help.

You can use the Table of contents to navigate directly to what you’re looking for.

Table of Contents

• About FitFlow
• Using this Guide
• Table of Contents
• Quick start
• Guided Tutorial
• Features
  • Help : help
  • Adding a client: add
  • Listing all clients: list
  • Locating clients by name: find
  • Displaying a client’s details: display
  • Viewing Schedules: view
  • Editing a client : edit
  • Deleting a client : delete
  • Exiting the program : exit
  • Clearing all entries : clear
  • Saving the data
  • Editing the data file
• FAQ
• Known issues
• Command summary

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Quick start

1. Ensure you have Java 17 or above installed in your Computer.
   Mac users: Ensure you have the precise JDK version prescribed here.

2. Download the latest .jar file from here.

3. Copy the file to the folder you want to use as the home folder for your FitFlow app.

4. Go to your home folder and double-click on the .jar file to launch the application.
   
   • If the above does not work, try the below steps:
     1. Open a command terminal for your operating system.
        • Windows: Press Windows button + X on the keyboard. Click on Terminal.
        • macOS: Press Command (⌘) + Space on the keyboard and search for “Terminal”. Open the Terminal application.
        • Linux: Press Ctrl + Alt + T. The terminal application should open.
     2. Change the directory you are currently in to the home folder, using the command cd.
        • A simple way to find the directory is to go to the home folder your normal file browsing app and copying the directory at the address bar. For example, the command could be cd ~/Downloads/FitFlowFolder.
        • Another simple way to navigate to the directory is to go to the home folder and right-click on an empty space, then select the option “Open in terminal” to immediately open a terminal in that directory.
     3. Use the java -jar FitFlow.jar command to run the application.

   A GUI similar to the below should appear in a few seconds. Note how the app contains some sample data.
   

5. Type the command in the command box and press Enter to execute it. e.g. typing help and pressing Enter will display the list of available commands in FitFlow.
   Some example commands you can try:

   • add n/John Doe p/81234567 : Adds a client named John Doe to FitFlow.

   • add n/Alice Pauline p/94351253 rs/Mon 1400 1600 ots/1/2 1000 1200 g/Get fitter mh/Twisted right ankle l/Bishan ActiveSG Gym t/friends : Adds a client named Alice Pauline with many details such as her schedule, fitness goal, medical history and location.

   • find John Doe : Finds clients whose names match ‘John’ or ‘Doe’ and shows their name and phone number in the Client List. The Output Box will show the number of clients found by the application.

   • view monday : Displays the schedules the personal trainer has with the clients on that day.

   • view 17/2/25 : Displays the schedules the personal trainer has with the clients on that day.

   • edit 1 p/81234567 rs/Tue 1600 1800 g/Do 10 pull ups : Edits the details of the 1st client shown in the current list.

   • delete 3 : Deletes the 3rd client shown in the current list.

   • help : Displays the list of available commands the user can use in FitFlow.

   • help /add : Displays the format for the specific command in FitFlow.

   • list : Lists all clients.

   • clear : Deletes all clients.

   • exit : Exits FitFlow app.

6. Refer to the Features below for details of each command.

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Guided Tutorial

To get a feel for the app before actually starting to use it, check out our Guided Tutorial.

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Features

Help : help

Displays the description and formatting of commands in FitFlow.

Format: help [/COMMAND_NAME]

• Display all the available commands in FitFlow.
• Displays a specific command and will give the specific description and formatting for that command.

Examples:

• help will display the description of all the available commands in FitFlow.
• help /add will display the command description and formatting for the add command in FitFlow.

Invalid Examples:

• help add: Missing slash before command. Use help /add.

Adding a client: add

Adds a client to FitFlow.

Format: add n/NAME p/PHONE_NUMBER [rs/RECURRING_SCHEDULE]…​ [ots/ONE_TIME_SCHEDULE]…​ [g/GOALS] [mh/MEDICAL_HISTORY] [l/LOCATION] [t/TAG]…​

• For NAME, GOALS, MEDICAL_HISTORY, LOCATION, and TAG, these fields accept all ASCII characters.
• For PHONE_NUMBER, any 8-digit number starting with 6, 8, or 9 is accepted.
• For RECURRING SCHEDULE, use the format DAY START_TIME END_TIME.
  • DAY can be any day of the week i.e. Monday. You can use 3-letter short-form days as well i.e. Mon.
  • START_TIME and END_TIME should be 4 digits, in 24-hour format.
• For ONE_TIME_SCHEDULE, use the format DATE START_TIME END_TIME.
  • DATE should be in the format [D]D/[M]M[/YY].
    • The day and month of the date can have its leading 0 omitted if it is single digit.
    • The year of the date can be omitted. In this case, the application will assume the current year.
  • START_TIME and END_TIME should be 4 digits, in 24-hour format.
• To rectify a client’s conflicting schedules, refer to the edit section.

Examples:

• This command adds a client who is your friend named Alice Pauline who has the phone number 94351253. She has weekly sessions on Monday from 1400 to 1600, and a standalone appointment on 1st February this year. She wants to get fitter after she twisted her right ankle. You will be having training with her at the Bishan ActiveSG Gym.
  add n/Alice Pauline p/94351253 rs/Mon 1400 1600 ots/1/2 1000 1200 g/Get fitter mh/Twisted right ankle l/Bishan ActiveSG Gym t/friends
• add n/Betsy Crowe t/friend g/Lose weight l/Jurong GymBox p/91234567 mh/Lower back injury rs/Wed 1500 1700 rs/Fri 1200 1330

Invalid Examples:

• add n/John: Missing required field p/PHONE_NUMBER.
• add p/81234567: Missing required field n/NAME.
• add n/John Doe p/12345678: Invalid phone number: must be 8 digits and start with 6, 8, or 9.
• add n/John Doe p/81234567 rs/Monday 9am 11am: Invalid time format: must be 4-digit 24-hour format like 0900.
• add n/John Doe p/81234567 rs/Mon 1600: Missing end time in recurring schedule.
• add n/John Doe p/81234567 ots/30/2 1000 1200: Invalid date: 30th February does not exist.

Listing all clients: list

Always shows a list of all the clients in FitFlow, regardless of any previous commands that might have filtered the list.

Format: list

Examples:

• list displays and indexes all the clients in FitFlow.
• If the list has been filtered because of the find command, you can use the list command to display the full list of clients again.

Locating clients by name: find

Find clients whose names contain any of the given keywords, showing them in the Client List on the left.
You can then use display to display the details of the client you want.

Format: find KEYWORD [MORE_KEYWORDS]

• The search is case-insensitive. e.g. hans will match Hans.
• The order of the keywords does not matter. i.e. Hans Bo will match Bo Hans.
• You do not need to include the name tag in the keyword, e.g. if you want to search for the name ‘Alex’ it should be find Alex and not find n/Alex.
• Only the name is searched.
• Only the name and contact number of the client will be displayed. To see a client’s full details, refer to the display section.
• Only full words will be matched i.e. Han will not match Hans.
• Clients matching at least one keyword will be returned (i.e. OR search). i.e. Hans Bo will return Hans Gruber, Bo Yang.

Examples:

• find John returns john and John Doe.
• find alex david returns Alex Yeoh, David Li.
  

Invalid Examples:

• find: No keywords provided.

Displaying a client’s details: display

Display a client’s full details in the client list, identified by the index number used in the displayed client list.

Format: display INDEX

• Displays the client at the specified INDEX.
• The index refers to the index number shown in the displayed client list.
• The index must be a positive integer 1, 2, 3, …​.

Examples:

• display 5 will display the details of the person at index 5.
• view Mon followed by display 1 displays the details of the 1st client in the results of the find command.
• find alex david followed by display 1 displays the details of the 1st client in the results of the find command.

Invalid Examples:

• display: Missing index.
• display zero: Index must be a positive integer.
• display -1: Negative index is invalid.
• display 999: Index out of bounds, no such client in the displayed list. (Assumption: There are lesser than 999 clients in the displayed list.)

Viewing Schedules: view

Displays the schedules the personal trainer has with clients on that day or date.

Format: view DAY/DATE
DAY Format: Monday or Mon
DATE Format: [D]D/[M]M[/YY]

• The search is case-insensitive. i.e. Monday will match monday.
• A day or date field must be provided.
• For DAY, 3-letter short-form is allowed, i.e. Monday will match with mon. Here are a list of accepted DAY names:
  Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
Mon, Tue, Wed, Thu, Fri, Sat, Sun
• For DATE, the format has to be [D]D/[M]M[/YY] e.g. 14/2 matches with 14/02/25 and 7/1/25 matches with 07/01/25.
  • The day and month of the date can have its leading 0 omitted if it is single digit.
  • The year of the date can be omitted. In this case, the application will assume the current year.

Examples:

• view Tue returns the list of clients with schedules on Tuesday.
• view 25/02/25 returns the list of clients with schedules on 25/02/25.
• view 21/04 returns the list of clients with schedules on 21/04 in today’s year of usage.
• view Monday returns the list of clients with schedules on Monday.
  

Invalid Examples:

• view: Missing argument: must specify a day or date.
• view Tueday: Misspelled day. Accepted values include Tuesday or Tue.
• view 31/4/25: Invalid date. Take note of the number of days in the month being entered.
• view 14/13/25: Invalid month.

Editing a client : edit

Edits an existing client in FitFlow.

Format: edit INDEX [n/NAME] [p/PHONE_NUMBER] [rs/RECURRING_SCHEDULE]…​ [ots/ONE_TIME_SCHEDULE]…​ [g/GOALS] [mh/MEDICAL_HISTORY] [l/LOCATION] [t/TAG]…​

• Edits the client at the specified INDEX.
• The index refers to the index number shown in the displayed client list.
• The index must be a positive integer 1, 2, 3, …​.
• At least one of the optional fields must be provided.
• Existing values will be updated to the input values.
• You can remove all the client’s recurring schedules, one time schedules and tags by typing rs/, ots/, and t/ respectively without specifying any value after it.
• For more details on how each field should be formatted, refer to the add section.

Examples:

• edit 1 p/91234567 l/Anytime Fitness ots/4/4 1200 1400 Edits the phone number, location, and one time schedule of the 1st client to be 91234567, Anytime Fitness, and 4/4 1200 1400 respectively.
• edit 2 n/Betsy Crower rs/ ots/ t/ Edits the name of the 2nd client to be Betsy Crower and clears all existing recurring schedules, one time schedules and tags.

Invalid Examples:

• edit: Missing index.
• edit two: Index must be a positive integer.
• edit 1: No fields provided to update.
• edit 1 p/1234: Invalid phone number.
• edit 1 rs/Mon 1000: Incomplete recurring schedule (missing end time).

Deleting a client : delete

Deletes the specified client from FitFlow.

Format: delete INDEX

• Deletes the client at the specified INDEX.
• The index refers to the index number shown in the displayed client list.
• The index must be a positive integer 1, 2, 3, …​.

Examples:

• list followed by delete 2 deletes the 2nd client from FitFlow.
• find Betsy followed by delete 1 deletes the 1st client in the results of the find command.

Invalid Examples:

• delete: Missing index.
• delete abc: Index must be a positive integer.
• delete 100: Index out of bounds, no such client in current list. (Assumption: There are lesser than 100 clients in the displayed list.)

Exiting the program : exit

Exits the program.

Format: exit

Clearing all entries : clear

Clears all entries from FitFlow.

Format: clear

Saving the data

FitFlow data are saved in the hard disk automatically after any command that changes the data. There is no need to save manually.

Editing the data file

FitFlow data are saved automatically as a JSON file [JAR file location]/data/addressbook.json. Advanced users are welcome to update data directly by editing that data file.

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FAQ

Q: How do I transfer my data to another Computer?
A: Install the app in the other computer and overwrite the sample data file it creates with the file that contains the data of your previous FitFlow home folder.

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Known issues

1. When using multiple screens, if you move the application to a secondary screen, and later switch to using only the primary screen, the GUI will open off-screen. The remedy is to delete the preferences.json file created by the application before running the application again.
2. If you minimize the Help Window and then run the help command (or use the Help menu, or the keyboard shortcut F1) again, the original Help Window will remain minimized, and no new Help Window will appear. The remedy is to manually restore the minimized Help Window.
3. The view command currently does not highlight conflicting schedules when used. This is known and will be rectified in a future to make it easier for client’s to rectify conflicting schedules. It is not prioritised as a user is still able to manually see and rectify conflicting schedules.
4. The dates are only accepted if the year is in a 2-digit format, not in a 4-digit format. This is known and will be updated in a future update. It is not prioritised as it is unlikely that a user will save a schedule in a year earlier than 2000 and after 2100 for now.
5. When editing recurring schedules, one time schedules or tags, the existing parameters of the client will be removed i.e. it is not cumulative. This is a known limitation and the behaviour will be adjusted in an update. It is not prioritised as the user can still add the fields manually.
6. When adding or editing either one time schedules or recurring schedules, the given date/day and time may not be parsed due to additional whitespace characters between the date/day and time. (i.e. an edit command with the prefix and parameter rs/Monday 1400 1600 or rs/Monday 1400 1600will display an error). This is a known limitation for add and edit commands when adding/editing clients with the ots/ prefix and/or rs/ prefix. The remedy is to remove the additional whitespaces and ensure that there is only 1 whitespace separating the date/day and times.
7. Past one-time schedules that fall on the same day as a recurring schedule are reported as schedule conflicts. This is a known issue and will be addressed in a future update. It is not prioritised as it does not hinder the user’s ability to plan effectively—only future scheduling is typically relevant, and users can still interpret the conflict warnings accordingly.
8. If you open FitFlow and find the clients list to be unexpectedly empty despite having some saved clients prior to opening, the file storing the clients’ data is likely corrupted. This file can still be found at data/addressbook.json from the directory FitFlow is located at. Inputting any command after discovering this issue will cause all remaining data in the addressbook.json file to be removed. The remedy is to assess the corrupted file’s contents and fill up any missing fields.
9. Our application only accepts Singaporean numbers which are 8 digits long and start with a 6, 8 or 9. It does not accept numbers that are more than 8 digits long or start with any other number besides 6, 8 or 9.

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Command summary

Action	Format, Examples
Help	help [/add] [/list] [/edit] [/find] [/display] [/view] [/delete] [/clear] [/exit] e.g. help /add
Add	add n/NAME p/PHONE_NUMBER [rs/RECURRING_SCHEDULE]…​ [ots/ONE_TIME_SCHEDULE]…​ [g/GOALS] [mh/MEDICAL_HISTORY] [l/LOCATION] [t/TAG]…​ e.g. add n/Alice Pauline p/94351253 rs/Mon 1400 1600 ots/1/2 1000 1200 g/Get fitter mh/Twisted right ankle l/Bishan ActiveSG Gym t/friends
List	list e.g. list
Find	find KEYWORD [MORE_KEYWORDS] e.g. find John
Display	display INDEX e.g. display 2
View	view DAY/DATE e.g. view Monday
Edit	edit INDEX [n/NAME] [p/PHONE_NUMBER] [rs/RECURRING_SCHEDULE]…​ [ots/ONE_TIME_SCHEDULE]…​ [g/GOALS] [mh/MEDICAL_HISTORY] [l/LOCATION] [t/TAG]…​ e.g. edit 1 p/91234567 l/Anytime Fitness ots/4/4 1200 1400
Delete	delete INDEX e.g. delete 3
Exit	exit
Clear	clear