Sending Messages

Apotheo includes a built-in messaging system for communicating with your clients. You can send text messages, attach files, share photos, record audio, and embed video — all from within the platform.

Accessing Messages

Click Inbox in the sidebar to open your message center. The inbox has a two-column layout:

• Left panel — your conversation list showing all client threads
• Right panel — the selected conversation with message history

Finding Conversations

• Search — use the search bar at the top of the inbox to find conversations by client name or message content
• Filters — if you're on a team plan, use the filter button to narrow conversations by coach or message type
• Unread indicator — unread conversations are visually highlighted in the list

Composing a Message

New Conversation

Click the compose button (pencil icon) at the top of the inbox to start a new conversation.

Reply to Existing

Open a conversation from the list and type your message in the compose area at the bottom.

Attachments

The compose area includes buttons for attaching different types of content:

Files

Click the attach file button to upload documents. Supported file types include PDFs, spreadsheets, and other common formats.

Photos

Click the attach photo button to share images with your client.

Video

Click the Record Video button to record a video message using Loom. The video is embedded directly in the conversation. This is useful for providing visual feedback on form, technique, or other coaching topics.

Audio

Record a voice message directly in the conversation (if enabled). This provides a quick way to send feedback without typing.

Replying to Messages

Click the reply button on any message to quote it in your response. The quoted message appears in the compose area as a reference.

Message Actions

For messages you've sent, you can:

• Edit — modify a sent message (only if the client hasn't read it and no email notification was sent)
• Delete — remove a sent message (same conditions as edit)

Managing Conversations

Mark as Read/Unread

Use the mark as read/unread button in the conversation header to toggle the read status. This is useful for flagging conversations you need to come back to.

Download Conversation

Click the download button in the conversation header to export the conversation history.

View Client Profile

Click the client link in the conversation header to open the client's profile in a new tab.

Notifications

Clients receive notifications when you send them a message. Notification settings can be configured in Settings > Client Notifications and Settings > Coach Notifications.

Quick Messaging from Client List

You can also send a message to a client directly from the client list by clicking the message button on their row. This opens a message popup without leaving the client list. The button shows an unread count badge if there are unread messages from that client.

Updated on: 04/03/2026