Progress reports
A progress report turns a client's check-in into a short, sendable reply plus private notes for you. You write it in the Progress review dialog, and pressing Send is the moment it reaches the client's app.
A progress report is your read on a client’s check-in, in two halves: a reply to the client they will see, and an internal note only you ever see. You write both in the same place, the Progress review dialog, and nothing reaches the client until you press Send.
A report can also be about a form submission rather than a check-in, a periodic questionnaire you send every few weeks, for example. Everything on this page applies to both. The only difference is where you find it, which is on the submission instead of the check-in. Setting that up is covered in Automations.
Opening the review
Both routes land in the same dialog, titled Progress review:
- From one client. Open their record, pick Tracking, then Check-ins in the rail. Choose an entry and press Open full report.
- Across your roster. Open Clients, pick the Check-ins tab, then the All submissions segment. Every entry from everybody is there, and opening one puts you in the same review with Send & next in the corner so you can work straight down the queue.
What is in a report
- Reply to client is a short, warm message about the week. This is the only part the client ever sees.
- Internal note is private: trends, risks, follow-ups for the next session. The editor labels it with the client’s own first name so there is no mistaking which box you are in, and it never leaves your dashboard.
- Flag as urgent marks the entry for whoever picks it up next, so it jumps out of the list. It is a coaching-attention cue, not a clinical assessment.
- Notify on send decides whether the client gets a push. It fires once, on the first send.
Working the review
- Compare, at the top, puts another of that client’s entries beside this one so you can read the change while you write. Any two entries, not just consecutive ones.
- Set status stamps the entry with one of your own progress-entry statuses. Once one is set the button reads Status: … instead.
- Save draft keeps what you have written without sending it. The entry then shows as Report Draft in the list, and you can come back to it.
- Skip leaves the entry untouched and moves on.
- Send delivers it. In the roster-wide queue the button reads Send & next and carries you to the following entry; once an entry is sent the button reads Sent.
There is no confirmation step, so read the reply before you press it. Sending is what makes the summary visible in the client’s app.
Correcting a report you already sent
Sent the wrong reply, or spotted a mistake afterwards? Open the report and press Unsend to edit, next to the Sent line. After you confirm:
- the report disappears from the client’s app straight away and becomes a draft again,
- you correct it in the same place, and
- Send delivers the corrected version. It shows up as unread, and the client does not get a second push notification.
Use this instead of regenerating. Regenerating writes a new draft beside the sent one, and the sent one stays with the client.
Drafts written for you
If you run a Progress Report automation, the reply and the internal note are already filled in when you open the review, and an AI draft chip sits next to the title. It is a first draft like any other: edit it, or clear it and write your own. The automation never sends.
There is no AI button inside the review itself. Drafting is the automation’s job, and reviewing is yours.
Finding the ones still waiting
In the check-ins list, the column headed AI report is the state of the report on each entry:
| It says | It means |
|---|---|
| (blank) | Nothing written yet |
| Report Draft | Something is written and not sent |
| Report ready | Sent, and the client can read it |
| Failed | An automation tried and could not finish. See When a run fails |
One entry carries one report. Running an automation again over an entry that already has one replaces what is there rather than stacking a second beside it.
What the client sees
The moment you send, the report is delivered to the client’s mobile app. On the first send, if Notify on send is on, they also get a push notification:
On the home screen. A card sits just below the client’s to-dos. While it’s unread it shows in your brand colour to draw the eye; once they’ve opened it, it quietly de-emphasises. It always surfaces their latest report, with a Show all link to the rest.
Seeing all of them, and reading one. Show all (or Tracking → My Reports) lists every delivered report, newest first, with a dot on the ones they haven’t opened yet. Tapping one opens it in full.
When they open a report, they see only the reply you wrote them (rendered with your formatting) and its date, never your internal note:
Great consistency this week. Weight is down 0.8 kg and your squat moved up. Sleep dipped though, so let's protect it before we add load.
A few rules worth knowing:
- Only sent reports ever appear for the client. A saved draft and a failed run do not.
- The push fires once, on the first send, and only with Notify on send left on. Re-reading never re-notifies, and neither does sending again after an unsend.
- Your internal note, and the data the AI was given, never reach the client. Only the reply you wrote does.
Want this to happen automatically on every check-in? Set up the Progress Report automation →. Back to the Forms & reports overview.