Most coaches do not need more fields. They need fewer fields that actually change what they do next. This template is built around three signals every weekly check-in should surface: adherence (did reality match the plan), obstacles (what got in the way), and agency (what the client is willing to adjust). If a question does not help you coach better next week, delete it.
The template
| # | Question | Input type | Choices / example |
|---|---|---|---|
| 1 | What phase of your program are you in right now? | Short text | foundation, push, maintenance |
| 2 | Did you complete what you committed to last week? | Single choice | Yes, Mostly, No |
| 3 | If something slipped, what got in the way? | Single choice | Time, Energy, Travel, Motivation, Pain, Family, Work |
| 4 | How stressed were you overall this week? | Scale 1-10 | |
| 5 | How was your sleep quality this week? | Scale 1-10 | |
| 6 | What was one concrete win since we last spoke? | Short text | |
| 7 | What is the biggest friction point in the next seven days? | Short text | |
| 8 | What do you want my eyes on this week? | Short text | |
| 9 | How realistic is next week’s plan for you? | Scale 1-10 | |
| 10 | If perfect is not available, what would “good enough” look like next week? | Short text | |
| 11 | Anything else that did not fit above? | Long text | Optional |
| 12 | I need extra support before our next touchpoint. | Checkbox | Optional |
How to adapt this for your program
- New clients: Keep it through weeks one to four. Add two fields about onboarding friction until habits stabilize.
- Seasoned clients: Drop anything they answer the same way every week. Replace with one rotating “deep dive” prompt (sleep ritual, boundary at work, meal prep step).
- Weekly versus biweekly: Biweekly forms should be slightly longer and include a backward glance (“what trend do you notice over the last two weeks?”).
- By niche: Swap examples in prompts (sessions versus macros versus stakeholder meetings) but keep the underlying signals.
For domain-specific wording, see the niche versions alongside this post. Example: /blog/fitness-coaching-client-check-in-form-template for training-heavy programs.
The three mistakes coaches make with check-in forms
Too many questions. Clients rush or ghost. Cut until you are down to what changes your plan. Twelve is an upper bound, not a goal.
No decision after submit. If you do not reply with a clear next step, the form becomes homework. Batch a short response window or you train clients that checking in does nothing.
Same form forever. Update every eight to twelve weeks as goals shift. Stale prompts train clients to autopilot answers.
What to do after they submit (the part most coaches skip)
The form is step one. Step two is review with intent: tag red flags (confidence under five, stress creeping up, repeated obstacles). Step three is feedback in your voice, even if brief. Step four is one reminder loop for non-responders so silence does not mean “fine.”
If your roster is small and clients always reply on time, a simple form tool plus calendar reminders can be enough. If follow-ups slip once you pass roughly fifteen active clients, a dedicated check-in system pays for itself in recovered attention.
Use this template inside CheckinHQ if you want scheduled sends, nudges when someone misses a week, and a single inbox for submissions and feedback without rebuilding the workflow each quarter.