Document and manage all client consultations, check-ins, and progress discussions from one centralized location. Track communication history, record notes, and maintain comprehensive records of your coaching relationship.
What are Consultations?
Consultations in CoachRx serve as the central hub for storing and managing all direct communication conducted through check-ins, monthly reviews, and initial assessments. This dedicated space ensures consistent documentation and effective client relationship management.
Key Benefits & Features
Three consultation types - Initial, monthly, and weekly check-ins for comprehensive tracking
Dual note system - Client-facing notes and private coach observations
Automated tracking - Last consultation date tracked in coach dashboard
Template customization - Create reusable templates for all consultation types
Progress documentation - Maintain detailed records of client journey
Communication history - All consultations stored chronologically
Export functionality - Share consultation summaries with clients via PDF
Consultation rate tracking - Monitors coaching touchpoints over 60 days
Accessing Consultations
Step 1: Navigate to Client Calendar
Open your client's profile
Access their calendar view
Locate "Consultations" in the left sidebar
Click to open consultation section
Keyboard shortcut: Shift + C
Step 2: View Consultation Dashboard
What you'll see:
Weekly check-ins - Scheduled and completed responses
Monthly consultations - Progress review history
Initial consult - Onboarding consultation record
Consultation dates - Timeline of all interactions
Weekly Check-Ins
What are Weekly Check-Ins?
Regular questionnaires sent to clients on a designated day to gather feedback about their training, recovery, lifestyle, and overall progress.
Setting Up Weekly Check-Ins
Step 1: Select Check-In Day
In consultation section, choose weekly check-in day
Select preferred day of week (e.g., Sunday, Friday)
Check-in sends automatically on chosen day
Step 2: Choose Template
Select default weekly check-in or custom template
Default template includes standard coaching questions
Create custom templates in Index → Weekly Check-in Templates
Step 3: Activate Check-In
Toggle weekly check-in to active
Sends automatically to client's app on selected day
Clients receive notification to complete
Responses appear in consultation section
Reviewing Check-In Responses
Access consultations section in client calendar
View completed weekly check-ins by date
Read client responses to each question
Add comments or follow-up notes as needed
Track patterns across multiple weeks
Reference during monthly consultations
Monthly Consultations
What are Monthly Consultations?
Comprehensive progress reviews conducted monthly to assess client development, adjust programming, discuss goals, and strengthen the coaching relationship.
Creating Monthly Consultations
Step 1: Access Monthly Consultation Section
Open "Consultations" in sidebar
Select "Monthly Consultations"
View previous consultations and dates
Step 2: Add New Monthly Consultation
Click "Add Monthly Consultation"
Select consultation date from calendar
Consultation form opens
Step 3: Record Consultation Notes
Client-Facing Notes:
Progress highlights and achievements
Goals for upcoming month
Program adjustments explained
Positive reinforcement and encouragement
Action items for client
Private Notes:
Confidential observations
Coaching strategy considerations
Concerns or red flags
Technical programming notes
Internal reminders
Step 4: Save Consultation
Complete both note sections
Click "Save"
Last consultation date updates in coach dashboard
Consultation appears in history
Step 5: Export Consultation to Client (Optional)
Click the settings icon (gear icon) in client calendar
Select "Export" from the menu
Choose "Consultations" from available export options
Select date range for consultations to include
Verify email address is correct (client's email auto-populates)
Add additional recipient emails if needed (separate with commas)
Click "Export"
Branded PDF is automatically generated and emailed
PDF includes client-facing notes only (private notes remain confidential)
What's Included in Exported PDF:
Your organization logo and branding
Client name and consultation dates
Client-facing notes from selected consultations
Professional formatting
Date range specified
When to Export:
After monthly consultations to share summary
Quarterly progress reviews
End of program documentation
Client requests for records
Milestone celebrations
Importance of Completing Monthly Consultations
Why it matters:
Tracks coaching consistency - Dashboard displays consultation completion rate
Demonstrates regular engagement - Shows consistent coaching interaction
Maintains accountability - Both coach and client stay aligned
Documents progress - Creates comprehensive coaching record
Even brief notes work:
Few key points better than nothing
Marks consultation as completed in system
Updates coach dashboard metrics
Maintains consultation rate metric
Viewing Past Consultations
Access monthly consultation section
Browse consultation history chronologically
Click any previous consultation to review
Edit if needed - update notes as circumstances change
Reference for progress tracking and trend identification
Initial Consultations
What is the Initial Consultation?
The foundational onboarding conversation that establishes the coaching relationship, gathers baseline information, and sets expectations for working together.
Creating Initial Consultation
Step 1: Access Initial Consult Section
In consultations sidebar, select "Initial Consultation"
View if initial consult already exists
Step 2: Add Initial Consult
Click "Add Initial Consultation"
Enter consultation date
Consultation form opens
Step 3: Document Initial Meeting
Essential information to record:
Client background and history
Training experience level
Primary goals and motivations
Injuries or limitations
Lifestyle factors and constraints
Equipment access
Schedule availability
Communication preferences
Client-Facing Notes:
Welcome message
Initial program overview
Expectations set during meeting
Next steps and timeline
Private Notes:
Coaching strategy considerations
Potential challenges identified
Red flags or concerns
Internal programming notes
Step 4: Save Consultation
Complete documentation
Click "Save"
Only one initial consult allowed per client
Serves as permanent onboarding record
Editing Initial Consultation
Important limitation:
Only one initial consultation can exist per client
Cannot add additional initial consults
Can edit existing initial consult at any time
To replace: Delete existing, then add new one
How to edit:
Open existing initial consultation
Click "Edit"
Update notes as needed
Save changes
Creating Consultation Templates
Streamline your consultation process by creating reusable templates for weekly check-ins, monthly consultations, and initial consultations.
Template Types Available
Weekly Check-in Templates:
Recurring questionnaires for regular feedback
Multiple templates for different training phases
Automated delivery on selected day
Monthly Consultation Templates:
Structured formats for progress reviews
Consistent documentation across clients
Professional consultation frameworks
Initial Consultation Templates:
Standardized onboarding process
Comprehensive client intake structure
Consistent first impression
Creating Templates from the Index
Step 1: Navigate to Template Library
Go to Index from main navigation
Select "Weekly Check-in Templates", "Monthly Consultation Templates", or "Initial Consultation Templates"
View existing templates
Step 2: Create New Template
Click "Create Template"
Name your template descriptively
Example: "New Client Weekly Check-in"
Example: "Monthly Progress Review - Advanced Athletes"
Example: "Initial Consultation - Weight Loss Clients"
Step 3: Build Template Structure
For Weekly Check-ins:
Add questions with various answer types:
Rating scales (1-10)
Text responses (open-ended)
Yes/No options
Multiple choice
Arrange questions in logical order
For Monthly Consultations:
Create standard sections:
Progress review prompts
Goal assessment questions
Program adjustment notes
Action items framework
Include client-facing and private note templates
Build consistent structure
For Initial Consultations:
Design comprehensive intake sections:
Background and history prompts
Goals and motivations questions
Limitations and considerations
Logistics and preferences
Step 4: Save Template
Click "Save Template"
Template appears in library for selection
Available when creating new consultations
Using Templates
Weekly Check-ins:
Select template when activating weekly check-ins
Template questions automatically populate
Switch templates based on training phase
Monthly Consultations:
Choose template when creating monthly consultation
Structure auto-fills with template sections
Customize for individual client as needed
Initial Consultations:
Apply template to initial consultation form
Template guides consistent onboarding
Modify specific details per client
Template Management
Editing Templates:
Access template in Index
Click "Edit"
Modify questions, sections, or structure
Save changes
Updates apply to future consultations only (existing consultations unchanged)
FAQ
Q: What's the difference between client-facing and private notes?
A: Client-facing notes are visible when you export consultations to clients and should be encouraging and clear. Private notes are confidential, only visible to coaches in the platform, and never included in exports.
Q: Can I edit consultations after saving them?
A: Yes, you can edit any consultation at any time. Access the consultation history, select the consultation, and make necessary updates.
Q: How do weekly check-ins work?
A: Weekly check-ins are automatically sent to clients mobile app on the day you select. Clients complete them in their app, and responses appear in your consultation section or your dashboard activity feed for review.
Q: Can I have more than one initial consultation?
A: No, only one initial consultation is allowed per client. However, you can have different initial consultation templates for different client types. This can be assigned when adding your client.
Q: What if I forget to document a monthly consultation?
A: Add the consultation retroactively with the correct date. This updates your consultation rate and maintains accurate records.
Q: Do weekly check-ins count toward consultation rate?
A: No, consultation rate specifically tracks monthly consultations. Weekly check-ins are separate touchpoint tracking.
Q: Will private notes be included when I export consultations?
A: No, only client-facing notes are included in exported PDFs. Private notes remain confidential and visible only to coaches.
Q: How many consultation templates can I create?
A: You can create unlimited templates for weekly check-ins, monthly consultations, and initial consultations. Create different templates for various client types or training phases.
Q: Can I export multiple consultations at once?
A: No, only the most recent consultation will be exported.
Q: Can clients see consultation notes in their app?
A: No, clients do not see consultation notes in their app. You must export via PDF to share consultation summaries with clients.