Scheduled Check-ins
Schedule automated check-in messages to specific clients on a recurring basis.
Who This Is For
Scheduled Check-ins are for coaches who want to maintain regular touchpoints with clients without manually sending individual messages. They're ideal for weekly progress check-ins, monthly reviews, or any recurring client communication.
What This Feature Does
Scheduled Check-ins let you create custom messages that are automatically sent to selected clients at times you define. Unlike Reminder Templates which use pre-defined templates, Check-ins are fully custom messages for specific purposes.
Key Differences from Reminders
Scheduled Check-ins
- • Fully custom messages
- • Select specific clients
- • One-time or recurring
- • For progress updates, questions
Reminder Templates
- • Reusable templates
- • Assign to any client
- • Daily or weekly patterns
- • For habits, prompts
Why This Feature Exists
Regular check-ins are crucial for client success, but:
- Manually messaging each client weekly is time-consuming
- It's easy to forget clients when you have a busy roster
- Consistent communication improves retention and outcomes
- Clients feel supported when they hear from you regularly
Scheduled Check-ins ensure every client gets personal touchpoints without requiring you to remember and send each message manually.
Frequency Options
Once
Send the message a single time at a specific date and time. Perfect for scheduled follow-ups or one-off check-ins.
Daily
Send the message every day at the specified time. Useful for intense programs requiring daily coach contact.
Weekly
Send on a specific day each week (e.g., every Sunday at 6 PM). Most popular option for progress check-ins.
Monthly
Send on a specific day each month (e.g., 1st of every month). Great for monthly reviews or subscription reminders.
How to Set It Up
Go to Automations → Check-ins
From your coach dashboard, navigate to Automations and select the Scheduled Check-ins tab.
Create New Check-in
Click the "New Check-in" button to open the creation form.
Select clients
Choose which clients should receive this check-in. You can select multiple clients who will all receive the same message.
Write your message
Compose the check-in message. Use variables for personalization. Keep it conversational and open-ended to encourage responses.
Set the schedule
Choose the frequency (once, daily, weekly, monthly), the day, and the time.
Save and activate
Save the check-in. It will be active immediately and send at the next scheduled time.
Use the "Test" button to send the message to yourself first. This helps you verify the message looks right before it goes to clients.
Message Variables
Use these variables to personalise your check-in messages:
| Variable | What it shows |
|---|---|
| {client_name} | Client's first name |
| {coach_name} | Your name |
Example Check-in Messages
Weekly Progress: "Hey {client_name}! How's the week been? Any wins to celebrate? Any struggles I can help with? Drop me a quick update when you get a chance."
Monthly Review: "Hi {client_name}! It's the start of a new month – perfect time to reflect. How do you feel about your progress last month? Let's chat about goals for the month ahead."
Mid-week Motivation: "Happy Wednesday {client_name}! You're halfway through the week. How are you feeling about your training? Keep pushing!"
Managing Your Check-ins
The Scheduled Check-ins dashboard shows all your active and upcoming check-ins:
Active
Check-ins that are running and will send at their scheduled times.
Pause/Resume
Temporarily pause a check-in. The schedule is preserved and resumes from where it left off when reactivated.
Send Now
Immediately send the check-in outside its normal schedule. Useful for testing or when you want to reach out early.
Delete
Permanently remove the check-in. This cannot be undone.
How Messages Are Delivered
Scheduled check-in messages are delivered through:
Push Notification
If the client has push notifications enabled, they receive an instant notification on their device when the check-in is sent.
In-App Message
The message appears in the client's message inbox within the app. They can view and reply just like any other message from you.
Check-in messages appear to come directly from you. Clients won't see any indication that the message was automated, maintaining a personal feel.
What Happens When...
You pause a check-in
The check-in stops sending immediately. When you resume it, the system recalculates the next send time based on the original schedule.
A "once" check-in is sent
One-time check-ins are automatically marked as completed after sending. They remain in your history but won't send again.
The client relationship ends
If a client's subscription ends or you remove them, their check-ins are automatically paused. They won't receive further messages.
Delivery fails
If a message fails to deliver (rare), it's logged as "failed" in the check-in status. You can retry or send manually.
Best Practices
Keep it conversational
Write messages as if you're personally reaching out. Avoid robotic or templated language.
Ask open-ended questions
Questions like "How's the week going?" encourage clients to respond and share what's on their mind.
Time it right
Schedule check-ins for times when clients are likely to be available to read and respond. Evenings often work well.
Don't overdo it
Weekly check-ins are usually enough. Daily automated messages can feel overwhelming and impersonal.
Limitations & Important Notes
Check-ins are sent regardless of whether the client replied to the previous one. Consider pausing check-ins for clients who consistently don't respond.
- Messages cannot include images or file attachments
- You cannot schedule check-ins for past dates/times
- Monthly check-ins on the 29th-31st may skip months without those dates
- Timezone is based on your settings, not the client's
Frequently Asked Questions
Can I edit a check-in after creating it?
Yes. You can edit the message, schedule, and client selection at any time. Changes apply from the next scheduled send.
Can clients reply to check-in messages?
Yes. Check-in messages appear in the normal message thread. Clients can reply as they would to any message from you.
How do I know if check-ins were delivered?
The check-in list shows delivery status (sent, failed, scheduled). You can also see the last sent time and next scheduled time.
What's the difference between this and Drop-off Rescue?
Drop-off Rescue triggers based on client INACTIVITY. Scheduled Check-ins are time-based and send regardless of what the client is doing.