The Weekly Client Check-In Template

Block one: header and context

• Record the client name, the week number, and the program blockWrite it as block and week, for example Strength Block 2, Week 5. When you look back in three months this is what makes a run of low scores readable rather than a wall of dates.
• State the sessions planned for the week just finishedPre fill it from the program rather than asking the client to remember. Adherence only means something as a fraction, and the denominator has to come from you.
• Note any agreed change from last weekOne line: dropped to three sessions, swapped deadlift for hip thrust, added a rest day. It stops you giving advice you already gave and reversed.
• Confirm the send day and reminder times for this clientShift workers and parents need different windows. Good looks like a form that arrives when the client has ten quiet minutes, not during their commute or a school run.

Block two: adherence questions

• Ask sessions completed out of sessions plannedA number, not a yes or no. Two out of four tells you the program is not the problem, four out of four with poor results tells you it is.
• Ask how many days the nutrition target was hitDays out of seven for protein or calories, whichever you set. Stay inside your scope of practice and refer out when an answer points at a clinical issue.
• Ask for average daily steps or weekly cardio minutesTake it from the phone or watch rather than memory. A fall of two thousand steps a day is usually the earliest visible sign that life has got loud.
• Ask sleep hours and a one to ten stress ratingThese predict next week better than anything else in the form. A client at five hours and an eight for stress needs a lighter week, not a harder talk.
• Ask one open question about what got in the wayWord it without judgment: what made training harder this week. Keep it optional and short, and read it before you look at any of the numbers.
• Ask what would make next week realisticThis is the question that saves clients. It moves the conversation from confession to planning, and it hands you the program change to make.

Block three: numbers, photos, and consent

• Collect a weekly average bodyweight, not a single morningAsk for the average of at least three morning readings. One Monday number after a weekend meal out has ended more good programs than bad training ever has.
• Collect the two or three tape measurements you actually useWaist at the navel is enough for most clients. Pick the sites once, keep them identical every week, and stop asking for the ones you never plot.
• Log the top set or key lift numbers for the weekLoad, reps, and how the last rep felt. For a fat loss client this is your proof that strength is holding while bodyweight moves.
• Make progress photos optional and explain the storageSay where the photos are kept and who can see them. Good looks like a client who knows they can skip photos in a bad week without any comment from you.
• Capture consent for photos and health data on the formOne clear checkbox with the date, stored alongside the answers. It belongs with the record, not in a separate folder you have to go find later.

Block four: your fifteen minute review

• Score adherence the same way for every clientSet weights once across sessions, nutrition, steps, and sleep, and never adjust them because you like someone. Consistency is what makes the trend line honest.
• Compare this week against that client's own three week trendDirection beats level. A six trending down from an eight is a bigger problem than a steady five for a client with two young children.
• Mark at risk anyone missing a check-in or falling three weeks runningWrite the reason next to the flag. Good looks like a short list of names on Monday, each with a specific next action rather than a vague concern.
• Write exactly one program change per clientOne change, stated plainly, with the reason. Three changes at once means you learn nothing when the next check-in comes back better or worse.
• Send flagged clients a call invitation, not another messageFifteen minutes on the phone recovers clients that a long paragraph does not. Offer two specific times so answering takes no thinking on their side.