Tech tools I wish I had during my White House years

When I worked at the White House (a long time ago), I juggled an insane number of tasks. Between training the President’s staff and handling all the paperwork of running a fitness center, I barely had time to breathe. 

If I’d had a toolset like CloudHQ back then, I probably could have spent more time traveling the world as the personal trainer to Air Force One’s crew instead of battling with my email inbox. CloudHQ’s suite of tools would have saved me countless hours, automating everything from scheduling to client follow-ups.

Whether I was sending client progress reports to the medical team or keeping track of every fitness evaluation and session plan, these tools could’ve seriously changed the game. 

The ability to automate repetitive tasks, like scheduling and backing up important documents, would have given me more time to focus on what mattered: making sure everyone was in peak physical condition, no matter where in the world we were. 

So, let’s explore how to use CloudHQ to level up your fitness business and regain lost hours in your day.  Trust me, you won’t miss the chaos of inbox overload!

Here are five of my favorite tools (but trust me, there are many more that you may love; search on their website - https://www.cloudhq.net/g_suite).

1. Meeting Scheduler for Gmail

Your day can quickly fill up, and manually scheduling one-on-one sessions or consultations gets time-consuming. With the Meeting Scheduler for Gmail, you can easily integrate your calendar into your emails. This tool automatically shows available time slots to clients, allowing them to book a session directly. Whether a virtual consultation or an in-person session, this tool saves you back-and-forth emails, freeing up time for what you do best—coaching.

2. Mobile Text Alerts for Gmail

When you’re training clients, it’s easy to miss important emails. With Mobile Text Alerts, you’ll receive a text notification whenever an urgent email arrives—without checking your inbox. You can set custom triggers based on email addresses or keywords. For instance, if a client needs to reschedule a session, you’ll be notified immediately so you can respond on the go. This is perfect for fitness pros who are always on the move but don’t want to miss essential messages.

3. Multi Email Forward for Gmail

As your business grows, you might need to archive or migrate emails for legal, organizational, or client management purposes. Multi Email Forward allows you to transfer multiple emails simultaneously—ideal when setting up a new Gmail account or sharing client interactions with team members. You can easily forward important email threads, such as client progress updates or feedback, to another email address without manually forwarding each message.

4. Email Templates

If you find yourself sending the same type of email over and over—like client onboarding, check-ins, or promotions—Email Templates can be a game-changer. This tool allows you to create reusable email templates that you can personalize and send with just a few clicks. For instance, you can set up a “Welcome Package” email template for new clients, which includes all necessary documents, intake forms, and instructions. This makes onboarding much faster and more professional.

5. Save Emails to Google Drive/Dropbox

Need a seamless way to store and back up important client communications? Save Emails to Google Drive/Dropbox allows you to automatically save your emails—including attachments—as PDFs to your preferred cloud storage service. You can organize them by client, ensuring that all communications and files (like progress reports or fitness plans) are backed up and easily accessible. This tool can help you maintain a secure, organized database of client interactions without manual effort.

Your Takeaway

Managing emails, schedules, and client data is essential to running a smooth fitness business. 

With tools like Meeting Scheduler, Mobile Text Alerts, and Email Templates, CloudHQ can automate many tasks, giving you more time to focus on what matters—your clients. 

These tools will elevate your productivity, whether you're keeping your inbox organized, managing client communication, or ensuring data security.

If you're ready to streamline your workflow, explore CloudHQ's features today!