Check-in

A check-in is a short report that a member fills in on the mobile app and that a coach then reviews in the Dashboard. Booking Board has two kinds of coaching check-in.

Both kinds move through the same three states: Pending, Submitted and Reviewed. The coach closes each review with one of three outcomes: Reviewed, Needs follow-up or Plan adjusted.

Each check-in has three parts: the frame that the coach or the system sets, the member's answers, and the coach's review. The fields of the member and the coach stay empty until that person saves.

Every weight, body fat and body measurement that a member submits also goes into the member's metric history. The progress charts of the member therefore show the check-in values too.

Your work starts at Submitted. Reopen moves a reviewed nutrition check-in back to Submitted so that you can edit your review.

You create an engagement check-in by hand. A nutrition check-in comes from the plan, and you create one by hand only when the schedule did not make it. All check-in screens are in the Coaching menu of the Dashboard. You see that menu only if your role is Owner, Box manager or Personal trainer and the gym has the Coach package.

The client gets a notification with your prompt at once. The engagement timeline gets a "Check-in scheduled" event.

If the prompt is empty, the system refuses the check-in. If the engagement is off-boarded, the system also refuses it. The text box accepts 1,024 characters, or the save will be refused.

You can schedule more than one check-in on the same engagement. The client answers them one at a time, the one with the earliest due date first.

The schedule then creates the check-ins. The next section tells when.

Use this when the member needs a check-in now, or when the schedule skipped a week.

The member gets a "Time for your weekly check-in" notification. If a check-in for that plan and week start date already exists, you get the existing one and no new check-in is made.

An engagement check-in starts when you schedule it. A nutrition check-in starts from a job that runs each day, at 06:00 UTC.

On each run, the job looks at every plan that has the status Active and a start date of today or earlier. For each plan, it uses one of two rules.

The week start date of the new check-in is the day of the run. If a check-in for that plan and date already exists, the job does not make a second one.

The job runs only on Sundays. A plan uses the default rules, because the plan form has no field for the interval or the weekday. With those rules, the job makes check-ins only for plans whose start date is a Sunday.

If a plan starts on another day, the member gets no automatic check-ins. For those plans, use Force create each week. This limit is in the code as of the date of this guide, and the development team can change it.

The member answers every check-in in the mobile app. The member gets a push notification, opens the check-in from it, fills it in and sends it.

The app shows one current check-in of each kind. For nutrition, the current check-in is the newest pending check-in of the member's active plan. For an engagement, it is the pending check-in with the earliest due date.

The app also shows a history of earlier check-ins, with their status and your outcome. The history covers at most 365 days at a time. When you review a check-in, the member sees your outcome and your feedback on it.

All fields are optional, so a member can send a short check-in. The member can enter these values:

The member reads your prompt and writes one answer. The answer is required, and the app refuses an empty one.

The check-in goes to Submitted, and the member cannot change it any more. You get a notification. If the member made a mistake, the member tells you, and you write the correct values in your feedback. The Reopen action does not give the check-in back to the member.

A pending check-in does not expire, and the system sends no reminder when the due date passes. If a member forgets, contact the member directly.

You answer a check-in with a review: an outcome, feedback text and, for nutrition, a plan adjustment note. The system sends notifications at each step, so neither side has to check the app for news.

To change a review after you save it, select Reopen. The check-in goes back to Submitted, and your earlier text stays in the fields. Edit the text and select Save review again. The member gets a new notification.

The check-in page has an Inline feedback card. Select Add to attach a short note to this check-in. The member gets a notification and finds it in the feedback inbox of the app. Inline feedback is separate from the review, and you can add it at any time.

The engagement timeline gets a "Check-in reviewed" event. The member sees the outcome and the feedback in the app, but the system sends no notification for this review. Tell the member in another way if the feedback is urgent.

Needs follow-up does not book a meeting or open a chat. You must contact the member yourself.

Each notification opens the correct check-in when the person taps or clicks it.

Check-ins connect to the rest of the coaching tools. The data that a member sends in a check-in also appears in the progress views, the engagement hub and the timeline.

Each weight, body fat and body measurement from a nutrition check-in becomes a metric entry of the member. The metric history and the progress charts of the member include these values, so you can see the trend over many weeks without opening each check-in.

The Progress photos card on the check-in page shows the photos that the member linked to that check-in. The card shows the photos from the start of the plan, or from the last 30 days if the plan has no start date.

Coaching > Check-ins is your work list for nutrition check-ins. You can filter it by status, search it by member name and limit it to one plan ID. Each row shows the member, the plan, the week start, the status, the submitted time and your outcome. A row has two actions: Open and Reopen.

The overview of an engagement shows two check-in cards. Pending check-ins counts the check-ins that wait for the client or for you. Upcoming check-ins lists up to 10 of them, the earliest due date first, with the client's answer when it exists.

The engagement timeline records "Check-in scheduled", "Check-in submitted" and "Check-in reviewed" events. The timeline is a full record of the check-in work on that engagement.

The nutrition check-in queue, the review, Reopen and Force create are also available in the mobile app for staff. You can review a check-in on your phone in the same way as in the Dashboard.

A staff member without photo access sees the check-in without the photos.

I do not see a check-in in my queue. Why? The queue shows only the members for whom you are the active personal trainer. If the personal training membership ended or belongs to another trainer, the check-in is not in your queue.

Can the member edit a check-in after sending it? No. The member can send each check-in one time. Reopen lets you edit your review, not the member's answers.

I saved the wrong outcome. What do I do? For a nutrition check-in, select Reopen, change the outcome and save again. For an engagement check-in, the Dashboard has no reopen action, so contact the client directly with the correction.

Why does Save review fail? The check-in must be in the Submitted state. If another coach reviewed it first, reload the page.

Does the system remind a member who is late? No. The system sends one notification when the check-in is created. After that, contact the member yourself.