Voice and Video Messages

Some feedback lands better when your client hears it in your voice, or sees you say it. A week that went sideways, a change to their plan, a win you want them to feel: a recording carries the warmth and nuance that a written reply can lose. With Assistant Coach you can record a voice message or a short video right on your check-in reply, and your client plays it in their client app.

Voice and video messages are included on the Starter and Pro plans. You can add one recording to a check-in reply: a voice message or a video.

Voice or video?

Both do the same job, so pick whichever suits the moment:

• Voice is quick and easy to record anywhere, and it's all most weeks need. Your client can listen on the go, like a voice note on WhatsApp.
• Video adds your face. It's worth it when the moment is personal, like welcoming a new client, a check-in after a tough week or celebrating a milestone, or when you want to show something, like how to hold a position.

Recording a voice message

Open a check-in and click Coach Response. Under the reply box, next to Add photos, you'll see Voice and Video.

1. Click Voice. The first time, your browser asks to use your microphone; allow it.
2. Talk to your client. The timer shows how much you've recorded and how much recording time you have, and the bars move as you speak.
3. Click Pause if you need a moment. The timer and recording limit pause too; click Resume when you're ready to carry on.
4. Click Stop when you're done. You can also stop or discard while paused.

If you want to start again while you're still recording, click the ✕ next to Stop, then Discard. If you reach the time limit, the recording stops by itself and keeps everything you said.

Adding a video message

Click Video, then choose how you want to add it:

• Record with camera uses your camera and microphone. The first time, your browser asks for access; allow both. You'll see yourself in a preview while the camera starts. Once it says Recording, talk to your client, then click Stop when you're done.
• Upload a video lets you choose a video you already recorded. This is useful for sharing a quick walkthrough of the client's check-in, charts or plan: record your screen with your phone or computer first, then attach that recording here. Assistant Coach prepares the video before uploading it, so keep the reply open until it is ready.

Videos can be up to three minutes. If an uploaded file is longer or cannot be prepared, the reply tells you before anything is sent and lets you choose another. If you want to start again while recording, click the ✕ next to Stop, then Discard. If you reach the recording limit, the recording stops by itself and keeps everything you said.

Sending it

As soon as you click Stop, your recording starts uploading. You'll see "Uploading voice message…" or "Uploading video message…" for a moment, and Send reply unlocks once it's ready. A video takes a little longer than a voice message. You can keep writing your text or adding photos while it uploads.

Before you send, you can:

• Play it back to check how it sounds or looks.
• Record it again: click ✕ (or Remove on a video), click Discard, then record a new one.
• Swap voice for video, or the other way round: remove the recording you have, then click the other button. A reply holds one recording at a time.
• Send it on its own: a voice or video message with no written text is a complete reply.

Click Send reply and your client gets a notification in their client app, just like any other reply.

If the upload doesn't go through, you'll see "We couldn't upload this voice message. Your recording is still here." (or "video message" for a video). Click Try again. Your recording, text and photos all stay where they are, so there's nothing to redo.

Whenever a recording you haven't sent would be lost, whether you click ✕, click Cancel or close the reply, Assistant Coach asks first. Click Keep voice message (or Keep video message) to carry on, or Discard to delete it.

What your client sees

Your client opens the check-in in their client app and taps Coach Response. Your recording sits under your written reply:

• A voice message shows a play button. While it plays, the time counts down, so they can see how much is left.
• A video message plays right there in the reply, and they can make it full screen.

Either way, they can tap Download to save it to their phone.

After you've sent it

Your reply shows the recording under your text, with its own Download, so you can keep a copy or share it elsewhere.

To change it, click Edit on the reply:

• To replace the recording, remove it with ✕ (or Remove on a video), record a new voice or video message, then click Update reply.
• To remove it, click ✕ (or Remove) and then Update reply. Your written text stays as it is. If the recording was the whole reply, confirm that you want to delete the now-empty reply.

Updating a reply doesn't send your client another notification.

A recording stays with the check-in reply it belongs to. It's only removed if you remove or replace it, or delete the whole reply.

Good to know

• Assistant actions: recording and sending voice or video messages doesn't use any.
• One recording per reply. Add a voice message or a video, not both.
• Only on check-in replies, for now. Voice and video messages aren't available on meal or workout comments yet.
• Recordings go one way. Your client plays and can download them, but can't record one back.
• Free plan: you'll see Voice and Video with a lock. Click either to see which plans include them.

If the microphone or camera doesn't work

If you see "Microphone access is off" or "Camera or microphone access is off", your browser has been told not to let Assistant Coach use them. Allow access for Assistant Coach in your browser settings, then click Voice or Video again.

If you see "No microphone found" or "No camera or microphone found", connect one, then click Voice or Video again.

If you see "Voice messages can't be recorded in this browser" or "Video messages can't be recorded in this browser", try another browser or device. Your clients can still play recordings you've already sent.

If you see "This video is too large to send", remove the video and record a shorter one.

Tips for recordings that land

Use your voice and face for the human part, and text for the plan. A recording is best for encouragement, reassurance after a hard week, or explaining the "why" behind a change. Put the practical steps (new targets, a swapped exercise, what to do this week) in the written reply too, so your client can look them up again later.

Keep it short. One to two minutes is plenty for most weeks. Your client is more likely to watch or listen all the way through, and more likely to press play next week too.

Stick to one main message. Open with their name and the thing you most want them to take away, then stop. If you have a second point, it can wait for next week's reply.

For video, set up in a few seconds. Face a window or a lamp so your face is lit, hold the camera at eye level, and pick a quiet spot. You don't need a studio; your client wants to see you, not a production.

Save it for the moments that matter. A recording every so often, when a week was tough or a win was big, means more than one on every reply.

Voice feedback on a form video

You can also record a voice note from Add comment while reviewing a client's exercise video. It stays pinned to the moment you paused, alongside any written cue, drawing or reference photo. Your client listens from that workout's feedback card. This is included on Starter and Pro; see Exercise video feedback.