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Run Effective Check-Ins

Build, schedule, and review HubFit check-ins — the heartbeat of your coaching relationship.

What you will learn

Designing a check-in

Mix questions, metric prompts, and progress-photo fields into a single recurring form.

Scheduling

Assign weekly, bi-weekly, or monthly cadences and let HubFit chase clients automatically.

Reviewing

Read submissions side-by-side with previous weeks, leave comments, and trigger follow-ups.

Show transcript

0:03In this video, we're going to be looking
0:04at HubFit's check-in system. I'm going
0:06to show you how it works from the coach
0:08side, how you can create these
0:09check-ins, give them to your clients,
0:10and how the review system works. And
0:12then I'm going to show you how the
0:13check-ins work from the client side. So,
0:15let's jump straight into it. I'm going
0:16to head over to the forms in our library
0:19section. And here you can create all
0:21your forms and have them in your own
0:23library so that it's quicker to give
0:24them to clients. So, right now I'm in
0:26the check-ins section of my personal
0:28library. So here you can see the
0:29check-ins that I currently have in my
0:31own library. To add the check-in, you
0:33can click on this add check-in button.
0:34So if I go ahead and click on this,
0:36you'll see you can create a new check-in
0:38or you can use one of the templates and
0:41build off of that. So if I click on this
0:42template, you'll see there's four
0:44different templates. You can import and
0:46then just build off that. If you create
0:48a new check-in, you can give the
0:49check-in name. You can give a
0:50description or instructions. Let's say
0:52this is a weekly check-in and you have
0:54specific instructions you want to share
0:55with the clients, you can put that here.
0:57And you can also give each check-in a
0:59cover photo. So you get these images
1:01preset. You can pick from these or you
1:03can just upload your own image. So I'm
1:05just going to close this and go ahead
1:07and click on a check-in that I already
1:08have. So if I click on this weekly
1:09check-in, you'll see we have a couple of
1:12questions over here. You can see which
1:13questions are set as required. You can
1:15see the type of question. So there's
1:17different types like if it's a yes or
1:18no, if it's a star rating question. I'm
1:20going to show you how that looks like in
1:22a bit. And then here you can see all the
1:24questions that you've added to this
1:25checkin. To add a question you can click
1:27on this add question button. So if I go
1:29ahead and click on this you'll see you
1:30can add the question and you have
1:32multiple different types of format you
1:34can give each question. Over here you
1:36have basic text question. You can have a
1:38number type questions. You can also have
1:40multiple choice. So if I go ahead and
1:42click on this you'll see here you can
1:43have single option or multiple option.
1:46So as you add your options for this
1:48question you can decide if you want to
1:50allow the client to select one or select
1:52multiple options. Here you have a scale
1:54question. So, they get a scale out of 10
1:56and they can use a slider to answer the
1:58question. Here's just a yes or no. Here
2:00is a media type question. The client can
2:02upload an image or a video. If I go
2:04ahead and click on this, you'll see here
2:05you can determine how many files they
2:08can upload. So, maybe you want the
2:09client to upload three form videos in
2:12their weekly check-in. Here you have a
2:13date type question. Here's a star
2:15rating. So, they'll get five stars and
2:16they can answer the question by rating.
2:18And here's a signature. So, in the app
2:20they can do a digital signature. So you
2:22might use this in a initial
2:24questionnaire or a parq form. Here you
2:26have two special types of questions.
2:28These are synced questions. And what
2:30that means is that when these are
2:31answered through the check-ins, they're
2:33also synchronized across a client's
2:35profile. I'll show you what that looks
2:36like later on. Next, you'll see that you
2:38have a reposition option. So this is
2:39just to move the questions around. And
2:41here you have schedule. Here you can set
2:43the schedule for the check-in. So you
2:45have daily. So if I click on daily, I
2:47can pick the days. If you want it every
2:49single day, you can check off every
2:50single day. Maybe you just want it on
2:52the weekends. You can just click on the
2:54weekends. Or maybe it's just weekdays.
2:56So, this is more flexible. If you pick
2:57daily, if you pick weekly, you can pick
2:59the day of the week that this check-in
3:01would be set for. You also have the
3:03option of bi-weekly. So, if you click on
3:04bi-weekly, you can pick if you want it
3:07the first and the third week of the
3:08month or the second and the fourth week
3:10of the month. And then you can pick the
3:11day. And here you have monthly. So, you
3:13can pick if the check-in is due at the
3:14start of the month, at the end of the
3:16month, or if it's due on a specific day
3:18of that month. So maybe you want it on
3:20the 10th of every month. You can set
3:22that. So that's how you can set your
3:24schedule for a check-in. And then the
3:26schedule will allow it to appear on the
3:28client's dashboard on that day. Send
3:30them a reminder. I'll show you what that
3:31looks like when we're looking at it from
3:33the client side. But for now, this is
3:35how you can set your schedules. Here you
3:37have a preview option. This allows you
3:39just to see what the form looks like. So
3:41that's really everything to creating a
3:43check-in. I'm now going to show you how
3:44you can actually assign a check-in to a
3:46client. When you're in a client profile,
3:48you'll see that there's a check-ins tab.
3:50If I go ahead to that check-ins tab,
3:52you'll see here we have two sections. We
3:54have their submissions and we have their
3:56assigned. So, if I click on assigned,
3:57you'll see this client currently has two
3:59check-ins assigned. We can see the
4:00schedule set for this check-in. And we
4:02can also see when this check-in is due
4:04next based on the schedule. To add a
4:07check-in to a client, you can click on
4:08this add checkin. And if I do add
4:10check-in, you can create a new one,
4:12which would take you through the exact
4:13same steps we just went through, or you
4:15can pick one from your library. So if I
4:16click on this, these are the check-ins
4:18we have in our library. So let's say we
4:19want to import this monthly check-in.
4:21This now creates a copy into this
4:22client's check-ins. And what this means
4:24is I can click on this checkin and
4:26further modify it for this client
4:28without affecting the library that we
4:29just imported it from. So now let's head
4:31back and go to submissions. And this is
4:33where the client's check-in submissions
4:35will appear. You'll see here you have
4:37the check-ins that they've submitted on
4:39the left. So at the moment there's two
4:40check-ins. One has been reviewed and one
4:43is still not reviewed. So, I'm going to
4:44show you how we can review that a little
4:46later. Over here, you'll see there's a
4:47compare option. This allows you to
4:49compare a check-in side by side. So, if
4:51I click on compare, you'll see here we
4:53have this check in here, which was on
4:55the 15th of October. And then you have
4:56this check in here, which was on the 9th
4:58of October. It's very nice because you
5:01can view them side by side, and you can
5:04filter for any check-in to have them
5:06side by side. So, at the moment, we only
5:08have two, so we don't have other
5:09options, but if you had multiple
5:11check-ins, you could select a specific
5:12date and have them side by side. So,
5:15over here is where we have the client's
5:17answers for this specific check-in. And
5:19you can see here, you have all the
5:21different types. So, you have the
5:22questions. You have this was a yes or no
5:24question. This was a rating question out
5:27of 10. This here is the progress photo.
5:29And if you remember, I told you that
5:31this was synchronized. So, what that
5:32means is the photos that were imported
5:34here were also synchronized here. So,
5:36first I'll show you that you can compare
5:38a progress photo straight from the
5:40check-in. So, I can click compare and
5:42here I can see this photo here is from
5:44the current check-in which is indicated
5:46here and I can compare it directly from
5:48the check-in. So, I can click on here
5:50and I can filter through different
5:52progress photos. I'll show you what I
5:54mean by it's synchronized. So, if I go
5:56to the photos section, you'll see here
5:58you have the client's photos. Now, this
6:00is a dedicated area for their progress
6:01photos and anything that they've
6:03uploaded within the check-in system will
6:05be uploaded here as well. This is
6:07another example of the synced question.
6:09So, this one here is for the metrics.
6:11We've asked them for their weight and
6:13they've entered 74. Now, it's very nice
6:15is that you can view the graph straight
6:16from the check-in. So, if I do view
6:18graph, I can see the client's weight
6:20over time straight from here. And if I
6:23go to the metric section over here,
6:26you'll see that the weights that they've
6:28entered from their check-in is also
6:30synchronized to their metrics as well.
6:33And then if you scroll all the way to
6:35the bottom, you'll see that you have a
6:37review section. I'm going to show you
6:39how the review system works. First,
6:40we're going to jump to the check-ins
6:42section here in the sidebar. Here you'll
6:44see all your submitted check-ins. So,
6:47this is currently showing us all the
6:48submitted check-ins for the current
6:50week. And here you'll see all the
6:51check-ins that are pending and all the
6:53check-ins that you have reviewed. So you
6:54can see right now there's three
6:55check-ins that have not been reviewed.
6:57You can see the name of the check-in and
6:59when they were submitted. And what we
7:00can do is we can click on a check-in. So
7:02I can click on this check-in here for
7:03example and it will open that check-in
7:05for me and I can review the check-in.
7:07And then I can leave a check-in review
7:10comment. You can add a Loom link here.
7:12You can leave a descriptive feedback. So
7:14I can say great job seeing good
7:17progress. And something that's really
7:19nice is that you have this draft. So as
7:21you're typing the feedback, it drafts it
7:23for you, which allows you to jump around
7:26the client's profile and maybe look for
7:28more metrics that you want to analyze.
7:30And then you can jump back into the
7:32check-in and it's still there ready for
7:35you to continue reviewing it. And once
7:37you're ready and you're happy with the
7:38review, you can click on this submit
7:40review button. Let's go ahead and do
7:42that. Submit review. That has reviewed
7:45the check-in. And here you'll see it
7:47prompts you to your next check-in. So it
7:49tells us we have two check-ins left.
7:51We're at 50% completion rate of
7:53reviewing our check-ins. And I can click
7:55on this check-in straight from here and
7:56it will take me directly to my next
7:58check-in. I'll also show you if I head
8:00back to the check-ins. You'll see here
8:03we've just reviewed this. So we have two
8:05left. And if I head back to this
8:06check-in here and I scroll to the
8:08bottom, I can see the review that I've
8:10left. So that's everything with the
8:12check-ins from the coach side. Now I'm
8:14going to hop on to the client side to
8:16show you how the check-in works from the
8:17client's app. So I am now logged in as a
8:20client in the client's app. And the
8:21first thing you'll see here in the
8:23dashboard is that there's a task section
8:25and if there's a check-in due, it will
8:27appear in the tasks. So for example
8:29here, you'll see that there's a daily
8:30check-in that's due today and they can
8:33see that and fill it straight from here.
8:34And there's also a weekly check-in. Now
8:36this weekly check-in is overdue. So if
8:38something is overdue, it will still
8:40appear up until the next check-in is
8:42due. So the client can fill the check-in
8:44from here. They can click on this. So if
8:45I go ahead and click on this here,
8:48you can see here they can see all their
8:49questions and the cover photo that you
8:51add appears here. So let's go ahead and
8:54answer this. I'm just going to type in
8:56anything for now just to show you what
8:57it looks like. So I've just filled in
8:59the form. I can go ahead and click
9:02submit.
9:04And there we go. The form is now
9:07submitted. And you can see here it will
9:08let them know it's completed. So that's
9:10how they can view their check-ins from
9:12their tasks. But there's also a
9:14dedicated check-in area. So if I go to
9:16the profile tab, you'll see that there's
9:17this check-ins here. Here they can see
9:20all their check-in. For each check-in
9:22based on the schedule you've set, they
9:23can see the next due date. The client
9:26can always come here and fill in the
9:27check-ins straight from here. So if I
9:29click on this, you can see here we have
9:31the check-in and we can fill it in and
9:33submit it. There's also the submissions
9:35section. So any of the forms that they
9:37submit appear here. If you've reviewed
9:40it and left a comment, it will say
9:41comments attached. If I go ahead and
9:43click on this, they can see the
9:44comments. So, this is the one we just
9:46left earlier. And then they can also
9:48view their previous submissions. Now,
9:50whenever you review a check-in, it will
9:52notify the client. And if they go to
9:55their notification section, they will be
9:57able to see that a check-in has been
9:59reviewed. And if they click on this and
10:01they can view the comment that you've
10:02left. So, that's the check-ins from the
10:04client side. I'm now going to switch
10:06over to the coach app to show you how
10:08you can view these check-ins and review
10:10check-ins as well straight from the
10:12coach app. So, I am now logged in as a
10:14coach on the coach app. And you'll see
10:16here we can see how many check-ins we
10:18have pending. And we have a dedicated
10:20check-ins tab here. So, if I click on
10:22this check-ins tab, I can view all the
10:24check-ins. So, here you'll see we have
10:26three check-ins that are pending review,
10:28which are these three, and we have two
10:31check-ins that have been reviewed so
10:32far. I can go ahead and click on this
10:34checkin. So, let's review this check-in.
10:37I can view the check-in. Scroll to the
10:39bottom and I can leave review and do
10:41submit.
10:43And just like that, we've reviewed this
10:45check-in straight from the coach app.
10:47And now I'm going to show you what the
10:48check-ins look like if you go to a
10:49profile tab in the app. So, if we go to
10:52our clients, I'm going to go ahead and
10:53click on this client. If we go to the
10:55profile section, there is a check-ins
10:58submitted. So, I can see all their
11:00submitted check-ins straight from here.
11:02So, if I click on this, I can view the
11:04client's check-ins
11:07and I can also view the comments that
11:09I've left. So, that's everything for the
11:11check-in system. Very powerful and very
11:13elegant from the client side, but also a
11:15very powerful review system from the
11:17coach side. If you have any questions or
11:19anything, feel free to leave them in the
11:20comments below.

Client Management

6 lessonsApprox. 39 min

Your progress0%

Add & Organise Clients7m 23s Create Intake Questionnaires3m 36s Run Effective Check-Ins11m 24s Track Body Metrics9m 9s Capture Progress Photos3m 57s Message Clients3m 57s

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