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Check-ins & Responses

The check-in system is the heartbeat of your coaching workflow. Each week, your clients submit a check-in with their latest measurements, training data, how they're feeling, and progress photos. You review it, write a response, and keep them moving forward.

How it works​

The flow is straightforward:

  1. Client submits a check-in — On their assigned check-in day, the client fills out their check-in form through their portal. This includes body measurements, lifestyle metrics, subjective feedback, and optionally progress photos.
  2. Check-in appears on your to-do list — Your home page shows all pending check-ins, sorted by urgency. If you've set review deadlines (in Settings), overdue check-ins appear at the top.
  3. You review it — Open the check-in to see all the data: metrics with change indicators, trend charts, feedback responses, and side-by-side progress photos.
  4. You write a response — Draft a personalized response (with optional AI assistance) and save it. The client can read it on their portal.
  5. Mark as reviewed — The check-in moves off your to-do list.

Your check-in form, your questions​

Every coach asks different things. That's why check-in forms in Assistant Coach are fully customizable — you decide exactly what your clients report each week.

You build your check-in form in the Form Builder, choosing from:

Standard metrics (auto-charted)​

These are pre-defined fields that automatically feed into trend charts and delta tracking:

  • Body measurements — Weight, neck, chest, waist, hips, arms, thighs
  • Lifestyle metrics — Days worked out, average sleep, average daily steps, water intake

Your own custom questions​

Add any questions you want using text fields, long-answer boxes, dropdowns, checkboxes, number inputs, or file uploads. For example:

  • "How did your training feel this week?" (long answer)
  • "Rate your energy levels 1-10" (number)
  • "Any digestive issues?" (text)
  • "Did you follow the meal plan?" (dropdown: Yes / Mostly / No)
  • "Anything you want to adjust for next week?" (long answer)

Progress photos​

Up to three angles: front, side, and back. Stored securely and available for side-by-side comparison.

Per-client customization​

You can even customize the check-in form for individual clients — add extra questions for one client without changing the form for everyone else. A client rehabbing a knee injury might get a "Rate your knee pain 1-10" question that nobody else sees. See Form Templates for details.

tip

The questions you ask shape the data you get. A well-designed check-in form surfaces the information you actually need to coach effectively — not just generic metrics, but the specific feedback that helps you make better decisions for each client.

Check-in scheduling​

You set a check-in day for each client from their dashboard (Overview tab → Schedule section). This tells the system which day of the week the client is expected to submit.

The system uses this to:

  • Show the client their next check-in date on their portal
  • Calculate their adherence rate — a rolling 5-week average that tells you how consistently they're checking in
  • Set review due dates based on your configured review hours

Review due dates​

You can set a deadline for each check-in review. These due dates power the urgency sorting on your home to-do list:

  • Overdue — Past the due date
  • Due today — Deadline is today
  • Due tomorrow — Deadline is tomorrow
  • Due this week — Within the next 7 days
  • Due later — More than 7 days out
  • No due date — No deadline set

Your default review window is configured in Settings → Check-in review due hours. You can also adjust due dates on individual check-ins.

Where to go next​