Coaches: forms, check-ins and intakes
Straton has three kinds of form:
| Kind | Purpose |
|---|---|
| Check-in | A recurring update from the client: how the week went, body metrics, photos |
| Intake | A one-off questionnaire, usually near the start of coaching |
| Onboarding form | The application form used in Client Onboarding |
The Forms library
Forms in the sidebar has Check-ins and Intakes tabs. Each has a Workspace Library (yours) and a Straton Library (ready-made). Use Copy to Workspace to get an editable copy of a Straton form.
Click Create form and choose Check-in, Intake or Onboarding form.
Building a form
Form details
| Field | Notes |
|---|---|
| Title | Required, up to 120 characters |
| Description | Up to 1,000 characters. Internal, not shown to clients |
| Intro message | Up to 2,000 characters. Shown to the client when they open the form |
| Body metrics | Asks for weight, body fat and measurements |
| Progress photos | Check-ins only. Asks for front, side and back photos |
| Status | Active or Archived. Archived forms cannot be assigned |
Questions
Click Add question. A form can have up to 40 questions.
| Type | Notes |
|---|---|
| Short text, Long text | Free text |
| Number | A number |
| Rating scale | 1 to 5, 1 to 7, 1 to 10, or a custom range within 1 to 10 |
| Yes / No | |
| Single choice, Multiple choice | Up to 12 options, 80 characters each |
| Date, Email, Phone |
Each question has a prompt (required, up to 280 characters), optional help text, a Required toggle and an optional category: Progress, Training, Nutrition, Recovery, Lifestyle, Reflection. Drag to reorder. Questions can be duplicated or deleted.
The header shows “Unsaved changes” or “All changes saved”. Click Save.
Assigning a form to a client
- Open the client and go to the Check-ins or Intakes tab.
- Click Assign from library.
- Pick a form from My Library or Straton.
- Click Assign check-in or Assign intake.
The client gets their own copy of the form.
Scheduling check-ins
Check-ins can repeat Weekly, Every 2 weeks or Monthly, due on a day and time you choose.
Schedules are set up through the Agent. Ask it, for example: “Schedule the Weekly Check-In for @Sam every Sunday at 6pm.” The Agent prepares the schedule and waits for your approval. You can also ask the Agent to send a one-off check-in now, or to skip one.
The client’s Overview shows Next check-in with the due date and cadence.
Due times use your timezone, set in Settings > Preferences.
How clients are told
Clients see a waiting check-in or intake as a card on their Home screen and under Profile > Check-ins in the app. Coached clients are not sent a push notification or email when a check-in becomes available or overdue, so remind them in Messages if needed.
Reviewing submissions
Submissions appear in Inboxes, on the client’s Check-ins or Intakes tab, and you get an in-app notification: “{client} submitted a check-in” or “{client} completed their intake”.
Check-in statuses
| Status | Meaning |
|---|---|
| Scheduled | Not yet open to the client |
| Available | Open, not started |
| In Progress | The client has started |
| Submitted | Waiting for your review |
| Reviewed | You marked it reviewed |
| Overdue | Past its due date |
| Skipped | Skipped for that period |
The Check-ins page groups them into Needs Review, Overdue, Waiting and Done. Intakes use Available, In Progress, Submitted and Reviewed.
The review page
- Body Metrics: weight, body fat, waist, hips, chest, arms and thighs, each with the change since the previous check-in.
- Progress Photos.
- Answers, grouped by category, showing the current and previous answer with a “Changed” badge.
- Coach Review: write Feedback (up to 4,000 characters) and click Save feedback.
- Mark reviewed closes the check-in.
The client can read your feedback in the app under Profile > Check-ins > Past, in a card headed “From your coach”. If you want to be sure they see it, send a message as well.
A client can edit a submitted check-in until you mark it reviewed. After that it is locked.
Where the data goes
- Body metrics and photos from check-ins feed the client’s Metrics and Photos tabs and their Progress screen in the app.
- Profile questions in onboarding forms update the client’s profile.
Roles
Owners, admins, lead coaches and coaches can build forms. Coaches review check-ins and intakes for their assigned clients. Staff cannot see check-in requests.
Common questions
My client says they have no check-in. Check that a form is assigned and that a schedule exists (the client’s Overview shows Next check-in). A scheduled check-in is only visible to the client once it opens.
No photos arrived with the check-in. The form must have Progress photos on, and the client must allow progress photos in the app. Photos are optional for the client.
Can I edit a form after assigning it? Editing your library form does not change copies already assigned. Assign the updated form again.
“Archived library check-ins cannot be assigned”. Set the form’s status back to Active.