CLIENT WELCOME LETTER

1. Welcome & Mission Alignment

Welcome to Viking Wellness Solutions. You’re here because you’ve decided to do more than “try”—you’ve chosen to commit. Our mission is simple: build strength, confidence, and capability in body, mind, and spirit. The process isn’t about perfection—it’s about discipline, consistency, and owning your effort. You don’t need to be perfect to start—you just need to show up and communicate. Every client begins somewhere; progress comes from honesty and effort, not flawless execution.

2. Coach Responsibilities

• Deliver evidence-based, personalized programming aligned with your goals and training phase.

• Provide adjustments as necessary and in accordance with your selected coaching plan (training-only or training + nutrition).

• Monitor progress through structured check-ins, performance data, and communication.

• Maintain professionalism, respect, and reliability in every interaction.

• Offer honest, objective feedback designed to help you grow—not to criticize.

• Provide at least 24 hours’ notice for any coach-initiated cancellation or reschedule, except in emergencies.

• If a session is canceled within 24 hours by the coach, it will be rescheduled or credited in full.

• Foster an environment of accountability, integrity, and continuous development. Your coach's job is to guide and challenge you—not to make the process comfortable.

3. Client Responsibilities

• Show up consistently—physically, mentally, and with intent. Be properly warmed up and stretched before each training session. Warm-up routines can be provided on request. Failure to perform a proper warm-up increases injury risk and is the client’s responsibility.

• Complete weekly check-ins honestly and in full.

• Submit check-ins on your assigned weekday before 10:00 AM via the official Viking Wellness Solutions platform (currently HubFit).

• Use the platform for routine communication (urgent matters via WhatsApp).

• Log sessions and metrics accurately.

• Respect coaching boundaries, response windows, and communication channels.

• Take ownership—your results reflect your consistency and effort.

Check-ins are truth sessions. The more accurate the data, the sharper the plan. We need honesty, otherwise we're operating off bad data which in turn gives you a improper plan from us. Messing up is OK, avoiding ownership is NOT!

4. Communication & Check-Ins

Check-ins: due on your assigned day before 10:00 AM through the platform. Response turnaround: within 24–48 hours. If your check-in is late and without prior coordination, our coaches will try and accommodate you, however your response may be delayed until your next check-in. When submitting photos for check-Ins please take one from the front, one from the left side with arms raised parallel to the ground (like a zombie), and one from the rear, showing your entire body in a bathing suit, underwear, or something similar (leggings, sweats, baggy clothes, etc. are not helpful for assessing body composition). We recommend utilizing a tripod in the same location with the same lighting from week to week; shadows can play a huge role in determining your progress. NO SELFIES, NO NUDES!

Messaging: through the app for all non-urgent communication.

Urgent contact: via WhatsApp for time-sensitive issues only.

Coach availability: Monday–Friday, 8:00 AM – 6:00 PM. Messages received outside these hours will be answered during business hours unless urgent. Your check-in is the preferred method for addressing questions or concerns that are not urgent.

Feedback and updates are delivered through the check-in channel for clarity and tracking.

Please understand that your coach does want to know about your life and current stressors, however we are not therapists and those boundaries must be respected for the sake of both parties.

Structure isn’t restriction—it’s what keeps progress measurable and

your effort purposeful.

5. Training Structure & Rep Tempos

Numbers like 3-1-X-1 show how fast or slow to perform each phase of a rep.

Each number (or letter) represents seconds:

1. First → Eccentric (lowering)

2. Second → Pause at bottom/top

3. Third → Concentric (lifting)

4. Fourth → Pause at top/bottom

Example: “3-1-X-1” = lower for 3 seconds, pause 1, lift explosively (X), hold 1 before repeating. Tempo builds intent. Every rep should have purpose—mindless motion builds nothing.

6. Program Delivery & Data Privacy

All coaching is managed through the official Viking Wellness Solutions website and/or platform (currently HubFit), which houses your workouts, check-ins, and communication tools.

Your plan includes:

- Training programs tailored to your goals and phase.

- Video demonstrations and exercise notes.

- In-platform messaging for standard communication.

- Weekly check-in forms and progress photo submissions.

7. Data Privacy

All client data, check-ins, photos, and communication are stored securely and used solely for coaching purposes. Your privacy and trust are respected at every step.

8. Mindset, Conduct & Policies

You’re part of a community that values integrity, effort, and discipline above all else. Every small habit stacks wins toward the person you’re becoming.

9. Commitment Mindset

Progress takes honesty and effort. You put in the work, your coach matches it. No shortcuts—just results built on discipline.

10. Cancellations

Cancel sessions at least 24 hours in advance. Repeated cancellations within 24 hours may result in forfeiture. After two or more short-notice cancellations, we’ll discuss schedule

adjustments or enforcement to maintain consistency.

11. Late Arrivals

Your booked time is your session. If you arrive late, that time may be deducted to stay on schedule. Persistent tardiness may lead to rescheduling or forfeited time.

12. Refund Policy

Coaching plans are non-refundable once a training block begins. In cases of valid medical issues, extended travel, or deployment, coaching may be paused or credited at the coach’s discretion.

13. Payments

Payment is due before any session booking or check-in replies.

14. Medical Reference

See the Viking Wellness Solutions Liability Waiver for all medical, safety, and assumption-of-risk terms.

15. Termination of Coaching

Either party may choose to end coaching with written notice. If termination occurs mid- block, services already rendered will be considered complete, and any remaining sessions

or credit will be handled at the coach’s discretion.