---
{
  "title": "Coaches: forms, check-ins and intakes",
  "seo": {
    "description": "Straton has three kinds of form:"
  },
  "sidebar": {
    "label": "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](/coaches/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

1. Open the client and go to the **Check-ins** or **Intakes** tab.
2. Click **Assign from library**.
3. Pick a form from **My Library** or **Straton**.
4. 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.