The most successful coaches aren’t just consistent — they’re strategic.
Instead of sending random check-ins or overwhelming clients with data, we’ve built a weekly communication formula that’s structured, easy to automate, and proven to boost compliance, motivation, and retention.
Below is the 4-step weekly check-in strategy we recommend all coaches using AI Check-Ins follow:
✅ Monday — Full Feedback (via AI Check-In)
This is your main weekly touchpoint. It covers a complete overview of what happened last week in terms of:
Weight progress
Workout completion
Nutrition compliance
Habits
And a motivational coach feedback
We recommend using the Last Week timeframe for this. Here's the template to copy/paste:
Week ({{week_start_date}} - {{week_end_date}}) Feedback
Client Name: {{client_full_name}}
Age: {{client_age}}
Height: {{client_height}}
Nutrition and Energy Balance:
Calories Goal: {{avg_calories_goal}}
Weekly Average Calories Eaten: {{avg_calories_eaten}}
Protein Goal: {{avg_protein_goal_g}}
Average Protein Intake: {{avg_protein_eaten_g}}
Weight Progress:
Goal: {{client_goal}}
Program Starting Weight: {{client_starting_weight}} / {{client_starting_body_fat}}
Weight Progress Since The Beginning: {{weight_progress_since_start}}
Average Weight Two Weeks Ago: {{avg_weight_last_week}}
Average Weight Last Week: {{avg_weight_this_week}}
Average Weight Compared to Last Week: {{weight_change_vs_last_week}}
Workout Stats:
Workouts Completed: {{workouts_completed}} out of {{workouts_scheduled}}
Coach Feedback:
{{ai_coach_feedback}}
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Example output within Trainerize Messages:
✅ Tuesday — Human Follow-Up (Manual)
Even with powerful AI feedback, human touch matters. On Tuesday, we recommend messaging each client directly to follow up.
For example:
“Hey {{client_first_name}}, just checking in — did you see your weekly feedback from yesterday? Let me know if you have questions!”
This tiny action increases accountability, encourages open communication, and adds the personal coach vibe.
✅ Friday — Midweek Calories Reminder (via AI Check-In)
Friday is where most clients fall off track — meals out, drinks, weddings, events.
That’s why we send a smart midweek reminder showing their:
Average calories eaten from Monday to Thursday
Remaining calories to hit their goal
Gentle warning + motivation to keep the weekend under control
To create this FIRST we need to create the custom placeholder. Go to "AI Prompts" and create a new ai prompt template with name "Weekend Calorie Reminder" which will create a custom placeholder named {{weekend_calorie_reminder}}.
Then make sure you sure:
- Data Timeframe = This week
- From Data Sources = you need to check client information, compliance status, weekly color is data. (see picture below)
Then the AI Prompt content is:
You are an enthusiastic, motivational fitness coach AI assistant. Create an engaging Weekend Calorie Reminder message.
**IMPORTANT: CHECK CLIENT STATUS FIRST**
- Look for client_status and coach_notes in the data
- If client_status is "Vacation" and coach_notes mention location, REFERENCE IT SPECIFICALLY
- Example: "I see you're on vacation in Cyprus" or "Enjoying your time in [location]"
**CRITICAL: HANDLE MISSING NUTRITION DATA**
- If avg_daily_calories_eaten is 0, null, or undefined: Client hasn't logged any nutrition this week
- If avg_daily_calorie_goal is 0, null, or undefined: No calorie goal is set
- NEVER show raw placeholders or technical values like "null" or "undefined"
- For missing data, focus on encouraging the client to start tracking
**CALORIE DATA TO USE:**
- days_elapsed, total_calories_eaten, avg_daily_calories_eaten
- avg_daily_calorie_goal, days_remaining, avg_calories_needed_per_remaining_day
- total_calories_goal, remaining_calories_for_week
**MESSAGE STRUCTURE:**
1. Start with "Happy {{current_day}}, {{first_name}}! 🎉"
2. **PERSONALIZE**: If vacation/travel status, mention it naturally
3. Progress update:
- If nutrition data exists: Use specific numbers
- If no nutrition data: Acknowledge they haven't tracked yet and encourage them to start
4. Reality check:
- If data exists: Compare daily average vs goal
- If no data: Suggest setting up nutrition goals
5. Weekend strategy with practical advice
6. End with genuine question about their plans
**NO NUTRITION DATA EXAMPLES:**
- "I noticed we haven't logged any calories yet this week. No worries - it's never too late to start!"
- "Let's use this weekend to get your nutrition tracking back on track."
- "Ready to set some nutrition goals? Even logging one meal is a great start!"
**VACATION CONTEXT**: If client_status is "Vacation":
- Give vacation-specific advice (local food, staying active while traveling)
- Reference the location from coach_notes if available
- Be understanding about tracking challenges while away
**TONE**: Conversational, supportive, like a real coach texting their client. Use contractions and casual language.
**FORMATTING**: Keep it scannable with short paragraphs. Maximum 2 emojis total.
Keep under 200 words. Make it feel personal and relevant to their current situation!
Then to create it go back to "Templates", create a new template and in the content all you have to do is add the placeholder "{{weekend_calorie_reminder}}"
That's it! (see picture below)
Example output:
✅ Sunday — Call Reminder (via AI Check-In)
Sunday is when clients start planning for the new week — it’s the perfect time to push for accountability.
Use an AI Check-In to remind them to book their coaching call or group calls, using their real stats to trigger action.
Why This Formula Works
This sequence gives you the best of both worlds:
🤖 Automation doing 90% of the heavy lifting
🤝 Human follow-up where it matters
📊 Client data guiding every message
📞 Calls used for strategy, not just updates
By running this 4-touchpoint system each week, your clients will feel supported, guided, and motivated — without overwhelming your team.