The schedule decides when a trainee’s check-in form goes out. It has three parts: the form, the frequency and the send day.

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Where the schedule lives

The schedule is set in two places, and the second one wins. On the form. In the form builder, open Form settings on a Check-in form and set Frequency and the send day. These are the form’s defaults. On the trainee. On the trainee’s card, open the Forms tab. Under Forms settings, Recurring update form picks the form, and Frequency plus the day picker set this trainee’s own schedule. When a form or a plan is chosen for the trainee, the form’s defaults fill in, and you can then change them for this trainee only. Click Save settings after changing the form, frequency or day.
Changing the defaults on a form does not reschedule trainees who are already linked to it. Each trainee keeps the frequency and day saved on their own card. To change many trainees at once, tick them on the trainee board and use Actions, then Change check-in frequency.

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Frequency

For a monthly schedule, days 29, 30 and 31 are offered with a note. In a shorter month the form goes out on the last day of that month.

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Send day and time

  • Forms go out from 8:00 in the morning, in the trainee’s local time.
  • A trainee receives at most one scheduled check-in form per day.
Forms are never sent on a Saturday. If the send day falls on a Saturday, the form is sent the following Sunday instead. This applies to weekly, biweekly and monthly schedules.

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The first check-in

A new trainee does not get a check-in form on day one. The first one waits a full cycle from the day their plan started: After that, the form goes out on the regular send day. For a biweekly schedule the two-week rhythm is counted from the trainee’s start date.

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Next check-in date

On the trainee’s Forms tab, Next check-in date shows when the next form will go out. If nothing is due you see No upcoming form. Click it to open a calendar. The next form and the following forms are marked, with the legend Next form and Following forms.

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Move a check-in

1

Pick a new day

Click the day you want in the calendar. Saturdays, past days, days outside the trainee’s plan and the current next day cannot be picked.
2

Choose what moves

A window asks Change the check-in date? and shows the new date. Choose one of the two options below.
Only the next form is available only when the new day comes before the check-in after it. Otherwise you see a note telling you which date to stay before. Your choice is saved as soon as you pick it. There is no extra save step. If you later change the frequency, the send day or the form by hand, a one-off move is cleared and the regular schedule applies again.

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Who gets a check-in form

A scheduled form goes out only when all of these are true:
  • The trainee has a Recurring update form and a frequency.
  • That form is a Check-in form and its Active switch is on.
  • The trainee’s status is active or churn risk.
  • The trainee’s plan is not frozen.
  • Today is inside the trainee’s plan dates. Nothing is sent before the start date or after the end date.
If a trainee did not get a form you expected, check these in order. The most common causes are a form that was turned off, a frozen plan and a plan that has ended.

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Sending by hand

Send now next to Recurring update form sends the check-in form immediately. A manual send does not move the schedule. The automatic form still goes out on its own date. A biweekly trainee who also gets a manual form in the off week will see forms a week apart, which can look like a broken schedule but is not. If you want to shift the rhythm, move the Next check-in date with All following forms instead.

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Notifications and reminders

When a form goes out, the trainee gets a push notification if form notifications are turned on for your studio and the trainee has not muted them. Reminders before and after the send day are configured in your notification settings.

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Check your setup

That is expected. Saturday sends are always moved to Sunday.
The first check-in waits one full cycle from the plan start date. Look at Next check-in date to see when it is due.
Someone used Send now in between scheduled sends. The schedule itself did not change.
The 8:00 rule follows the trainee’s own time zone. A trainee whose phone is set to another time zone gets the form at 8:00 there.