NoteCheck-in forms work best when sent automatically on a schedule via workflow. Build the form first, then set up a recurring workflow to send the link at your desired interval.
A structured check-in between sessions helps the client reflect and articulate their progress, and gives you context before the call so you are not starting from zero every session. A 5-minute form replaces 10 minutes of catch-up.
Steps
1
Design the check-in form
Go to Sites → Forms. Build a short form (5 questions). Useful check-in questions:
- What did you accomplish since our last session? (Text area)
- What did not go as planned? (Text area)
- What is the most important thing to cover in our next session? (Text area)
- On a scale of 1–10, how would you rate your progress this week? (Rating or dropdown)
2
Map answers to CRM notes or custom fields
Map the open-ended answers to custom contact fields. Each check-in response updates the contact record and you can review it before the call.
3
Build a recurring send workflow
In Automation → Workflows, build a workflow that sends the check-in form link via email (and optionally SMS) on a recurring schedule. Use the Wait action set to a specific day and time, followed by the send action, then loop back to the wait.
4
Review before each session
Before every call, open the client's contact record and review their most recent check-in answers. Two minutes of preparation changes the quality of the session.
Common Mistakes
- Sending check-ins without reading them. A check-in you never reference in the session teaches clients it does not matter. Reference specific things they wrote.
- Too many questions. Five questions is enough. More than 8 and completion rates drop.
- No automation on the send. Manually sending a check-in link before every session is a system that will break when you are busy.
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