Check-ins & progress tracking
Use forms as onboarding intake and weekly progress check-ins, see exactly what gets tracked, log entries yourself, and compare a client's numbers and photos over time.
Basic A progress-tracking form isn’t just a survey — its mapped answers become measurements you can chart. This is how onboarding intake and weekly check-ins turn into a picture of a client’s progress.
Onboarding intake vs. weekly check-ins
The same kind of form does two jobs:
- Onboarding intake — the questionnaire a new client fills once at the start. When you add a client, tick “Ask client to fill onboarding form” and choose the form; they get it by email (no app yet) or in the app on first login. Set a default onboarding form so it happens every time.
- Weekly progress check-ins — a Progress tracking form a client submits on a cadence. Per client you set the check-in form and whether they’re notified:
How “weekly” is set: the schedule rides on a recurring check-in appointment that carries the form — each occurrence creates the client’s check-in reminder and to-do. The settings above pick which form and whether to notify; the recurrence lives with the appointment.
What a check-in tracks
A progress check-in (or an entry you log yourself) captures a dated snapshot across these groups — each mapped question feeds one of these fields, so they chart over time:
| Group | Tracked fields |
|---|---|
| Body composition | Weight · Body fat % & kg · Muscle mass % & kg · Lean mass % & kg · BMI |
| Body measurements | Height · Chest · Waist · Waist at navel · Hips · L/R arm · L/R thigh · L/R above-knee · L/R calf |
| Strength | Bench / Squat / Deadlift — 1RM & 10RM · Max pull-ups |
| Cardio | 1 km time · VO₂ max |
| Health markers | Blood pressure (systolic / diastolic) |
| Lifestyle | Sleep average (hrs) · Sleep quality · Energy · Mood · Adherence (all /10) |
| Notes & photos | Trainer notes · Client notes · Progress photos (by pose) |
Editing weight or body-composition values auto-recalculates the fields that depend on them, and everything shows in your units (kg/cm or lb/in).
Where submissions land
Every check-in becomes a dated progress entry in the client’s profile, under the Tracking tab — split into focused views:
- Overview — every tracked metric at a glance: latest value, change since last check-in, trend line.
- Check-ins — the list of submitted entries (date, weight, source), with view, edit and compare.
- Biometrics / Labs — body metrics and bloodwork as trend charts with optimal ranges.
- Form submissions — answers from non-tracking forms (intake, surveys, consults).
Log an entry yourself
You don’t have to wait for a client. Add progress entry opens a tabbed editor where you fill in any of the tracked groups, write notes, and add photos by pose:
Where each entry came from
Every entry carries a source chip so you know who created it:
- Reminder — the client answered a scheduled check-in reminder.
- Coach — you logged it.
- Ad-hoc — the client logged it freely, outside a scheduled check-in.
For triage across your whole roster, the Progress inbox lets you filter entries by status (your own configurable stages — Pending / Processing / Done by default), labels, and assignee.
Track & compare over time
Progress is about change, so Protocol makes it easy to put two points side by side:
- Per-metric trend — click any metric for a full line chart, with start value, end value and total change.
- Timeline slider — drag to pick any two check-ins and read the delta on every metric at once; switch to a grid view for category tables with overlaid charts.
- Progress photos — compare before / after by pose (front, side, back) so the same angle lines up across dates:
When you’ve got a check-in’s numbers and photos in front of you, the last step is turning them into feedback — which an automation can draft for you.
Next: let an automation analyse a check-in → Automations & AI reports →