Client to-dos
The one queue of everything your clients still owe you. Filter it by status, source form, client or date, tick off what arrived another way, and add a to-do by hand.
The Todos tab on your client list is one queue of everything your clients still owe you: an onboarding form nobody filled in, a check-in nobody submitted, a questionnaire you sent last week.
It is a roster-wide view. Rather than opening thirty client records to find out who is behind, you read one list, sorted newest first, and work down it.
What lands here
Three kinds of obligation, and only these three:
- Onboarding form, the intake questionnaire a new client gets.
- Progress report, a check-in a client owes you.
- Other forms, anything else you have sent.
Protocol also tracks setup steps for you (add your first client, build your first program). Those never appear here. This list is your clients’ homework, not yours.
Reading a row
Due tells you how long is left rather than printing a date: Today, Tomorrow, Monday, Overdue 2 d. Hover it for the exact date and time the form closes. A to-do with no deadline shows a dash, and that is normal: most forms do not have one.
Status is the same information as a chip, so you can count a column at a glance. A to-do with no deadline reads Open rather than being given a date it never had.
The small grey line under each title is the to-do’s category and when it was created. Hover the title itself to read a long one in full.
Narrowing the list
The four chips across the top are the whole queue split four ways:
- Open, everything not yet done. This is where the tab starts.
- Overdue, the ones past their deadline. These are the ones to work first.
- Done, what has already been completed.
- All.
Open and Overdue carry live counts, so you can see the size of the problem without clicking into it.
Search matches the to-do’s own text and the client’s name or email, across your whole queue rather than just the page on screen. Type “Ana” to see everything one client owes you.
The funnel to the right of the search box holds two more filters:
- Source form, so you can look at onboarding forms alone when you are chasing new signups.
- Created, a from-and-to date window.
When the funnel is holding a filter it carries a small dot, so a narrowed list never looks like an empty one. Clear filters at the bottom of the menu resets both.
Every filter, the search and the page you are on all live in the page address, so a narrowed list is a link you can bookmark or send to a teammate.
Assigned to me in the header narrows the queue to follow-ups that are yours, which matters when more than one coach works the same roster. It reads Everyone when it is off.
Acting on a to-do
Tick the box when a client did the thing another way. Clients email a form back, answer in chat, or bring a printout to a session, and none of those close the to-do on their own. Ticking it does, and the row moves out of Open and into Done.
Click the client’s name to open their record.
The ··· menu at the end of the row holds:
- Open client, the same as clicking the name.
- Mark done, the same as the tick box.
- Delete todo, for one that should never have existed. This removes it permanently. If the client still owes you the work, tick it done instead so you keep the history.
Adding a to-do by hand
New todo in the header creates one against any client. Give it a title, pick which of the three kinds it is, choose the client, and optionally set a due date.
Leave the date empty and the to-do simply has no deadline. It will never turn overdue and will never chase the client. Set one and it behaves like any other dated obligation.
On a phone
Each to-do becomes a card: the tick box beside the title, the client and the source form on one line under it, and the status chip below. The filters and the search sit at the top of the card, the same as on a desktop.
How this relates to check-in reminders
This list tells you what is outstanding. Check-in reminders decide who gets chased about it and when, automatically.
They work on the same obligations. A client who ignores a check-in appears here as Overdue and, if you have escalation on, is also being reminded without you doing anything. Use this tab for the ones that need a human, and let the ladder handle the rest.