Automate Your Weekly Check-Ins with Smart Logic
Build a personalized check-in system that adapts to each client and syncs with your CRM — without the manual effort.
▶️ Watch the Full Video
What Is a Smart Check-In System?
A smart check-in system is a dynamic form that adapts to each client's responses, delivering personalized follow-up questions based on their progress status.
Unlike static forms, these intelligent check-ins collect better data, provide faster feedback, and dramatically increase client engagement by showing you're paying attention to their specific situation.
Step 1 – Build the Form in Typeform
1
Create Welcome Screen
Start with a friendly welcome message that sets expectations for the check-in process. Personalize with client names using Hidden Fields.
2
Add Basic Contact Fields
Include name, email, and any tracking fields (program week, coach name). These will help identify submissions and route data correctly.
3
Set Up Rating System
Create a simple Green/Amber/Red rating question that becomes your logic trigger. This single question determines the entire check-in path.
4
Build Question Groups
Create separate question blocks for each progress path (Green, Amber, Red). This organizes your form and makes logic easier to manage.
▶️ Full walkthrough (5:00-13:00)
Step 2 – Customize the Logic
Green Path
When clients report positive progress, ask about specific wins, what's working well, and their upcoming goals. Focus on momentum and advancing their program.
Amber Path
For clients experiencing mixed results, ask about specific metrics, obstacles encountered, and what support they need to get back on track.
Red Path
When clients report struggling, focus on immediate support options, offer a coaching call, and ask targeted questions to identify the core issues.
▶️ Watch logic setup (16:00-26:00)
Step 3 – Sync with Your CRM Using Zapier
Connect your Typeform to your coaching platform through Zapier to automatically process check-ins without manual data entry. This creates a seamless system where client responses trigger appropriate workflows.
  • Set up Typeform as your trigger app in Zapier
  • Use Paths to route different response types
  • Connect to your CRM, email platform, or task manager
Why Smart Check-Ins Matter
68%
More Client Honesty
Clients give more truthful responses when questions adapt to their situation instead of generic forms.
5hrs
Weekly Time Saved
Coaches save an average of 5 hours weekly by eliminating manual check-in reviews and follow-ups.
3x
Higher Engagement
Personalized follow-up questions lead to 3x higher completion rates compared to standard forms.
Smart check-ins eliminate repetitive tasks while creating a more personalized experience. As your client roster grows, your systems scale without requiring more of your time.
What You Can Automate
Task Assignment
Automatically create coach tasks based on check-in responses. Red flags create high-priority items while green responses get standard review tasks.
Client Communications
Send automated texts or emails with appropriate responses based on client progress. Struggling clients get immediate support while thriving clients receive congratulations.
Progress Tracking
Automatically update client dashboards, populate progress graphs, and organize check-ins by status for faster coach reviews.
Start Simple, Scale Smart

Begin with a basic version today — just 3 paths and 5 questions per path. You could have this running by tonight and replace your Google Forms immediately.
Most coaches save 3-5 hours weekly after implementing this system. That's time you can reinvest in client relationships, program development, or growing your business instead of drowning in spreadsheets.
Ready to transform your check-in process from mundane data collection into a powerful coaching tool?