This guide is for providers using Theia to support client care — including nutritionists, health coaches, and functional medicine practitioners. It covers how to onboard clients efficiently, choose the right program path, and build a repeatable care workflow.
Step 1: Choose the right path for each client
Before inviting a client, determine which of the three program paths fits their needs.
Option A: Full Theia + CGM Best when you want to correlate food, habits, and real-time glucose response. Use this path to:
Validate how a client responds to meals
Identify blood sugar patterns
Use metabolic scoring and glucose reports in coaching
Connect meal logging with objective biomarker data
Option B: AI Nutrition only A lower-friction starting point for clients who are not ready for a sensor, or when food logging is the primary focus. Use this path to:
Begin with food logging and meal photo capture
Offer coaching support without CGM
Assess engagement before moving a client into a sensor workflow
Option C: Bring-your-own-sensor For clients who already have access to a CGM and need Theia for data access and workflow support. This option can reduce cost barriers and simplify onboarding for clients already familiar with CGM.
Step 2: Use the right invite method
Email invite: Recommended for hands-on onboarding when:
You want to guide the client through setup directly
You are working with a high-touch or first-time client
You want tighter control over the onboarding process
You practice is covering the cost of the CGM
Co-branded link: Recommended for self-serve onboarding when:
The client is paying directly
You want to share a link via your website or other channels
You are onboarding multiple clients without manual administration
Step 3: Set clear expectations on pricing
Explaining pricing consistently upfront reduces confusion and questions later.
For CGM clients: Clarify any setup fees, sensor costs, and who is responsible for payment (the client or the practice).
For AI Nutrition clients: Explain that this path covers food logging, meal photo analysis, and behavior tracking without a sensor.
For providers on paid plans: AI Nutrition seats and other plan benefits may affect how you position Theia within your practice and how long a client is expected to stay on AI Nutrition.
A clear, concise explanation of the path and cost structure at the start of the relationship helps clients move forward with confidence.
Step 4: Start with the smallest workflow that demonstrates value
Rather than introducing all features at once, start with a focused workflow that produces a clear outcome.
For CGM clients: Begin with a baseline monitoring period, then use a second period to measure changes. This creates a before-and-after comparison that makes coaching insights more actionable.
For AI Nutrition clients: Use meal logging and photo capture to address gaps in self-reported food intake before introducing additional features. Use the initial food journal to help inform your care plan.
Step 5: Configure Theia to fit your care philosophy
Theia can be configured to support different coaching styles. If you work with a balanced-plate or non-diet approach, consider simplifying the client-facing view to emphasize patterns rather than precise numbers. This tends to improve adherence and leads to more productive coaching conversations.
Step 6: Review client data directly in Theia
Use Theia as your primary source for reviewing:
Glucose trends
Meal logs and photo entries
Meal-level glucose responses
Daily metabolic patterns
Client reports
Reviewing data with the client inside Theia's report view — rather than exporting or recreating it elsewhere — keeps sessions focused and reduces administrative time.
Step 7: Use a consistent follow-up cadence
A repeatable structure keeps your workflow manageable and reduces the chance clients stall after setup.
After onboarding: Confirm the client has completed setup and knows how to log or activate their sensor.
Early usage: Check that logging is happening consistently and address any app or sensor friction.
First review session: Go over meal patterns, glucose response, and key behavior observations.
Ongoing care: Use the data to guide coaching, reinforce progress, and adjust the program as needed.
Step 8: Prevent common setup issues
Addressing a few topics early reduces the need for follow-up support.
Set expectations upfront about:
Whether the client is using CGM or AI Nutrition only
Whether the client or the practice is covering the cost
Which app or portal the client should use
What to expect after signup
How to reach support if something goes wrong
Common setup questions to prepare for:
How to apply a sensor
App access or loading issues
Feature availability by plan
How to find and share onboarding links
Recommended approach by practice type
High-touch practices: Use email invites and guide clients manually through onboarding until your process is consistent.
Growing practices: Develop a standard explanation for each client path, then use co-branded links for self-serve onboarding where appropriate.
Nutrition-focused practices: Lead with AI Nutrition when the primary challenge is food logging accuracy, then introduce CGM when objective metabolic data would strengthen the intervention.
CGM-focused practices: Start with clients most likely to engage with the data, and build a repeatable baseline-and-follow-up structure that makes outcomes visible.
When to revisit your workflow
Consider updating your onboarding process if:
Clients are regularly confused about what to purchase or how to get started
Setup questions keep coming up in coaching sessions
Clients are not completing onboarding
You are spending significant time on tasks that could be standardized
Need more help?
If you are still building your onboarding model, starting with one default workflow for all new clients is a practical place to begin. A simple, consistent process is generally easier to refine and scale than a highly customized one.
For additional support, contact the Theia team through your provider portal.