Thumb work
You type the same three questions into 30 separate threads, then you re-read the answers on Tuesday to remember who said what about their knee.
6.4 unbilled hours a month
Check in software for coaches
Every client checks in on Sunday. You know who is slipping by Monday.
CoachCheckIns mails and texts a short weekly form to all of your clients, scores what comes back, and puts a red flag on the names that are sliding. You stop chasing people for updates and start coaching the ones who need you this week.
79% of clients answer week one
- Running in 640 US coaching businesses
- Forms land 6 a.m. in each client time zone
- Whole roster live in one afternoon
Sunday night, again
The chase costs more than the software
Ask any coach with 30 names on the board what Sunday looks like. It looks like thumbs, a group chat, and four people who went quiet in February and never said why. Here is what that actually runs you.
The quiet fade
A client stops replying in week two, trains twice in week three, then sends the cancellation note in week five. You never saw the slide start.
$2,340 per client, per yearAnswers in five places
Photos in one app, weights in a spreadsheet, food notes in direct messages, and the honest sentence about sleep buried in a voice note.
22 minutes to rebuild one monthRenewal by memory
The renewal talk turns into a debate about whether anything changed, because nobody wrote down what the first eight weeks looked like.
1 in 4 renewals lost
The week, on rails
Four moves and your check ins run themselves
No new app for your clients to install and no habit for you to remember. You set the week once, and the roster board tells you where to spend your attention.
Load the roster
Paste names and emails straight out of your spreadsheet, or type them in. Each client gets a record with their goal, start date, session count and preferred contact method.
Pick the questions
Start from one of eleven check in templates built for strength, fat loss, hybrid, postpartum and general population clients. Edit any question, delete the ones you never read, add your own.
Set the send window
Choose the day and hour, and the form goes out in each client's own time zone with two reminders if they leave it sitting. Late responses still count toward the week.
Work the flags
Monday morning the board sorts your roster by adherence score and puts the red flags on top. You reply where it matters and leave the people who are cruising alone.
What is inside
Built for a roster, not for a boardroom
Six things do the work. Every one of them exists because a coach with a full book asked for it out loud.
Phone sized check in forms
Seven questions by default, one tap to open, no login and no download for the client. Last week's answers are pre-filled so a lifter can confirm a number instead of typing it again.
Adherence score out of 100
Sessions completed, protein hit, steps, sleep hours and body weight trend roll into one number you can read at a glance. You choose the weight of each input, because a fat loss client and a powerlifter are not graded the same way.
At risk flags
Two skipped check ins, a score that drops 15 points, or a stalled body weight with falling session count each raise a flag on the roster board. The flag lands roughly 12 days before the average cancellation email.
Photo and lift timeline
Progress photos, top sets and waist numbers stack on one scrolling timeline per client, dated and never overwritten. Pull up week 1 next to week 16 during the renewal talk and the conversation ends fast.
Saved replies in your voice
Write the deload talk, the travel week talk and the protein talk once, then drop them into a check in and edit the details. Coaches answer 40 clients in the time it used to take to answer nine.
The Monday roster board
One screen shows answered, silent, flagged and cruising, sorted by the score you set. Filter by coach, by program, by start month, then export the view to CSV for your own records.
Numbers from live rosters
What changes in the first ten weeks
These are medians across 640 US coaching businesses using the platform between April 2025 and January 2026. Your roster will not match them exactly, but the shape holds.
79 percent. Weekly response rate
Short forms, pre-filled answers and two reminders in the client's own time zone. Coaches who trim the form to seven questions cross 79 percent inside a month.
31 days. Longer average tenure
Catching a fade in week two instead of week five keeps a client on the books about a month longer. At $195 a month that is roughly $200 recovered per rescued client.
4.2 hours. Hours back every week
No chasing texts, no rebuilding a client history from three apps. The saved replies library takes the biggest bite once you have written twelve of them.
12 days. Warning before a quit
The risk flag fires on average 12 days before the client sends the cancellation message. That is enough time for a phone call and a program change.
Coaches on the platform
Three rosters, three different messes
Independent trainers, an online coach with clients in four time zones, and a barbell club running three coaches off one board.
"I had 34 people and a Sunday habit of texting until my thumb hurt. Now the forms go out at six in the morning and by the time I get the gym doors open I already know Kev skipped two sessions and Ray has not slept over six hours all week. I called Ray on Monday instead of reading his cancellation note on Thursday."
"My online book is 52 people across four time zones and I used to rebuild everybody's month out of screenshots. The score gave me a way to triage. I work the eleven names sitting in red on Monday morning, and average tenure went from a bit over five months to just under eight."
"Three coaches share one board here. Cover used to mean scrolling a group chat nobody read, and now whoever picks up a client sees the last six check ins, the photos and the note about the bad shoulder. Two members told us at renewal that the weekly form is the reason they trained through the holidays."
Plans
Priced on the size of your book
Pick the tier that fits your active client count. Every feature list below is what you actually get, not a teaser for a sales call.
Side Hustle
For the coach with a day job and a growing evening roster.
$29 per month
- Up to 15 active clients, one coach seat
- All eleven check in templates, fully editable
- Email delivery with two automatic reminders
- Adherence scoring and the roster board
- 12 months of check in history and CSV export
Full Time
For the trainer whose whole income is on that roster.
$59 per month
- Up to 60 active clients, one coach seat
- Text message delivery on top of email
- At risk flags with your own trigger rules
- Saved replies library and photo timeline
- Zapier, Make, webhooks and the REST API
- Unlimited history, kept as long as you pay
Studio
For gyms and coaching teams sharing one client roster.
$129 per month
- Up to 250 active clients and five coach seats
- Coverage notes and one click roster handoff
- Team dashboard with per coach retention
- Custom scoring weights per program
- Your logo and colors on the client form
- Named support contact, same day on weekdays
Every plan is billed monthly in US dollars and can be cancelled at any time from the billing screen. No setup fee, no per check in charge, no annual contract, and no fee to leave.
Straight answers
What coaches ask before they switch
If your question is not here, write to us and a person who has run a roster will answer it.
Plans are $29, $59 or $129 per month in US dollars, and that is the entire bill. There is no setup fee, no charge per check in sent, and no annual contract to sign. The tier depends on how many active clients you carry, not on which features you want switched on. If your roster grows past the tier in the middle of a month we move you up on the next invoice and never backdate the difference.
Most coaches import their client list and send the first check in the same afternoon. You paste names and emails from a spreadsheet, choose one of the eleven starter templates, and set the day and hour the form goes out. Scoring needs two weeks of answers before the trend lines mean anything, so the risk flags become useful in week three. Coaches carrying more than 40 clients usually spend an extra hour tightening question wording before the first send.
Client answers belong to you and sit on US hosted servers, encrypted in transit and at rest. Only you and the coaches you invite into your account can open a client record. We do not sell data, we do not hand responses to equipment brands or supplement companies, and we do not use your clients' answers to train advertising models. You can export the full history to CSV at any time, and a deletion request clears a client file within 30 days.
Check ins go out by email and text message, so your clients install nothing. Results push into Google Sheets, Airtable, Notion and a few thousand other tools through Zapier and Make, and every account includes webhooks plus a REST API if you want a direct connection. Most coaches keep writing programs where they already write them and use us for the weekly conversation around the training. Client weight and step exports from Apple Health or Google Fit can be attached to a check in as a file.
You cancel from the billing screen in two clicks and the account stays open until the end of the month you already paid for. There is no cancellation phone call, no retention script and no exit fee. Before your last day you can download every check in, score and photo as a single zip file. If you come back inside a year, your roster, templates and saved replies are still where you left them.
That was the first thing we tested, because a check in nobody answers is worse than no check in at all. The form is seven questions long, opens with one tap, and carries last week's answers forward so a client confirms a number rather than retyping it. Coaches on the platform average a 79 percent return rate inside four weeks, and the people who skip two weeks running are exactly the names the risk flag pushes to the top. Silence counts as an answer here: it is usually the earliest signal that somebody is about to quit.
Between Sessions
Read Between Sessions
The magazine for the rest of the job
We publish the parts of coaching nobody sells a course on: what a weekly check in should actually ask, what floor space costs at twelve clients and at fifty, what a $200 a month client is worth once the card fees and the tax are out, and where the nutrition line sits in your state.
practical guide
How to Build a Weekly Client Check In That Gets Answered
The questions that predict adherence, the numbers worth tracking, and a fifteen minute review routine that turns client replies into program changes instead of unread messages.
comparison
Gym Space for Independent Trainers: Four Cost Structures Compared
Hourly floor fees, flat monthly rent, revenue splits, and going fully mobile. What each arrangement costs at twelve, thirty, and fifty clients, and the point where each one breaks.
mistakes to avoid
Onboarding Mistakes That Kill Month Two Renewals
Most cancellations are set up in the first four weeks: no baseline, a first program too hard to finish, silent weekends, and a check in cadence the client never agreed to.
Talk to us
Bring your roster, we will show you Monday morning
Send the shape of your book and how you chase updates today. On the call we load a sample roster of your size and walk through the exact screen you would open on a Monday.
- Answered by a person inside one business day, Monday to Friday.
- Demos run 20 minutes and use your client count, not a fake gym.
- Migrating from a spreadsheet or a form builder, we do the import for you.
Prefer plain email? Write straight to jimenezjulien42@gmail.com and skip the form.