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Writing Responses

After reviewing a check-in, you'll usually want to write a response — a personalized message that your client can read on their client app. Assistant Coach gives you two ways to do this: write it yourself, or let AI generate a draft that matches your style.

Writing a response manually​

From the check-in review screen, click Coach Response in the actions sidebar (or the response button in the header on mobile).

If you haven't replied yet, the reply box opens straight away. Start typing, or click Generate draft above Add photos to get a first draft in your style (see below). Cancel closes the panel without sending anything.

The composer is a simple text area where you write your response. As you type, a character counter shows your progress toward the 3,000-character limit.

When you're done, click Send reply. The response is immediately visible to your client on their client app, and they get a notification there.

Adding photos and drawing on them​

Click Add photos to attach up to four photos to your reply. You can also paste a screenshot straight into the text box.

To mark something up, click the pencil on the corner of a photo. Draw with one of the four pens, use undo if a line goes wrong, then click Done. The marked-up photo takes the original's place in your reply. To start again from the plain photo, remove it and add it again.

Your client sees each photo whole in their client app, so nothing you draw near the edge gets cut off.

Adding a voice or video message​

On the Starter and Pro plans, click Voice or Video next to Add photos. Your client can play the recording under your reply in their client app. You can send it with text and photos, or on its own. See Voice and Video Messages for how it works.

tip

Progress photos are where drawing helps most. A circle round the waist, or a line along the shoulders, shows your client exactly what you mean by "we're starting to see a difference", which is easy to miss in a photo taken every week. Keep it to one or two marks per photo, and say in your reply what each one shows.

Editing a saved response​

After saving, you can:

  • Edit — Reopen the composer with your current text to make changes
  • Delete — Remove the response entirely (with confirmation)
  • Copy — Copy the response text to your clipboard (useful if you want to paste it into a message app or email as well)

The response view shows timestamps for when it was first written and when it was last edited.

AI-assisted drafts​

This is where things get interesting. Instead of staring at a blank text box, you can ask AI to generate a draft response that's tailored to:

  • The client's check-in data (measurements, metrics, feedback)
  • Your writing style (learned from your previous responses)
  • The client's context (goals, injuries, medical conditions)
  • Any notes you've written (both check-in-specific and recent client notes)

How it works​

  1. Click Generate draft from the response section.
  2. While it works, a short progress note above the text box shows what it's looking at.
  3. The draft streams in in real-time — you can watch it being written.
  4. Once complete, the text is in your composer, fully editable.

The draft is a starting point, not a finished product. Review it, adjust the tone, add personal touches, remove anything that doesn't feel like you, and then send.

What the AI considers​

The draft generation pulls together context from multiple sources:

  • This check-in — Weight changes, measurement trends, training metrics, sleep, steps, water intake, and every piece of subjective feedback
  • Your writing style — Your previous responses (prioritizing responses to this specific client, then supplementing with responses to other clients) to match your tone, length, and personality
  • Client context — Their active goals, primary coaching goals, any injuries, and medical conditions
  • Your notes — Notes linked to this check-in (marked as must-address) and recent notes from the last 30 days

The result is a draft that sounds like you wrote it, informed by all the data you'd normally review before writing.

Regenerating​

If you're not happy with the draft, click Regenerate to get a new version. If you've already started editing, you'll see a confirmation dialog before the current text is replaced.

tip

The more responses you've written in the past, the better the AI gets at matching your style. Your first few drafts may need more editing — but as your response library grows, the drafts get closer to what you'd write yourself.

Best practices​

Make it personal. Even with AI drafts, add something specific to the client — reference something they mentioned in their feedback, acknowledge a milestone, or ask a follow-up question. The personal touch is what makes coaching coaching.

Be consistent. Try to respond to every check-in. Clients who get regular feedback are more engaged and more likely to keep checking in.

Keep it concise. You have 3,000 characters, but you don't have to use all of them. A focused, actionable response is more valuable than a lengthy one. Address what matters most — what's going well, what to adjust, and what to focus on next week.

Use notes as reminders. If there's something you want to address in your next response, create a note linked to the check-in. The AI draft will pick it up and incorporate it.