Check-in Emails
Chasing clients for check-ins is the least enjoyable part of the week, and it is easy to let slide when you have a full roster. Assistant Coach handles the routine nudging for you, so you only step in when something needs you personally.
The day-before reminder is available to every coach. Missed check-in emails are currently in limited early access. If you can see the Missed check-in emails switch under Settings → Communication settings, they are available for your account.
Both emails are sent in your name with your email address as the reply-to. To a client they read as a note from their coach, not from software.
The two emails
| When | What it says |
|---|---|
| The day before their check-in day | "Reminder: Check-in tomorrow" — a heads-up so it does not sneak up on them |
| The day after, if they did not check in | "Complete your check-in" — a gentle nudge with a link straight to the form |
Both include a button that takes the client into their client app, ready to start.
When they arrive
Emails go out at 9am in the client's own timezone, not yours. If you coach someone five hours ahead, their reminder lands at 9am their time, not at 4am. You do not need to set this up — the client app picks up their timezone the first time they use it.
The reminder only goes out if they have not already checked in early. The missed-check-in nudge only goes out if the check-in is still outstanding.
They stop when they should
A client who checks in late — say on the morning after their check-in day — will not then receive an email telling them it is outstanding. The system checks again right before sending.
More importantly, only the first three missed weeks in a row receive a nudge. If the client misses a fourth weekly check-in, the emails pause. They start again the moment that client checks in.
This is deliberate. Someone who has quietly drifted for a month is unlikely to come back because of another automated email, and stacking them up starts to feel like nagging from you. A month of silence is a sign that the client needs a proper conversation — a message, a call, a change to the plan. The product steps back so you can step in.
What your client sees
Complete your check-in
Hi Sarah,
Your check-in for Friday, August 21 is still pending.
Whenever you have a few minutes, open your client app and share how the week went.
[ Start check-in ]
Deliberately short and low-pressure. It names the day so there is no confusion about which check-in is meant, and it does not imply the client has done something wrong.
Turning them off
The day-before reminder is on by default. For coaches with early access, the missed check-in email is also on by default.
For everyone, go to Settings → Communication settings. There are separate switches for check-in reminder emails and missed check-in emails, so you can keep the heads-up and drop the nudge if that suits how you coach.
For one client, open their dashboard and use the Send check-in reminders switch in the Schedule section. Turning it off silences both emails for that client only — useful for someone you already speak to daily, or a client who has asked you not to email them.
A note on how to use these
The reminder does the routine chasing so you do not have to. The missed-check-in nudge buys you a day before you need to think about it at all.
What neither email does is replace you. If a client starts missing check-ins regularly, that is information worth acting on — the emails are keeping the door open, not solving the underlying reason they have stopped. Pausing from the fourth missed week is there precisely so a drifting client lands back on your radar as a person to talk to, rather than an address to keep emailing.
Where to go next
- Check-ins Overview — Setting a client's check-in day and the rest of the workflow
- Reviewing Check-ins — What to do once a check-in arrives