Review more check-ins. Keep the judgment they pay for.
AI Check-in Agent is a review workspace inside the MacroActive Trainer Console. It brings each check-in together with the client's history, recent progress, and your own coaching instructions, highlights what changed and what needs attention, and drafts the reply with you. You decide what to send.
The bottleneck is not the coaching. It is the review.
Every coach hits the same wall as the roster grows. Check-in review is where the hours go, and it is where careful coaching quietly turns into a template, or a growing roster of new hires soaking up your profits. Miss a few and the clients who were stalling slip past you, right up until they cancel. The job is not to review less carefully. It is to review more check-ins while keeping every reply personal, and to catch the misses before they become churn.
The hours pile up
More clients means more submissions to read, cross-reference, and reply to, one at a time.
Judgment goes templated
When there is no time, replies flatten into the same lines, and clients can feel the difference.
Stalling clients slip through
A missed check-in is easy to overlook on a busy week, and easy to regret when they churn.
Five mechanisms. One review surface.
Named plainly, because the mechanism is the point. Here is exactly what the agent does, and where you stay in control.
Everything worth your attention, in one place.
Open Check-in Agent from the Trainer Console sidebar and the Home dashboard shows three lists at once: check-ins that have been submitted and are ready to review, check-ins that were missed , and clients worth checking sooner . Nothing sits unnoticed in an inbox waiting for you to go looking.
Two kinds of check-in that never collide.
Recurring check-ins are your ongoing cadence: every submission starts an AI review and lands in the queue. Initial check-ins are a one-time welcome form for new clients that collects intake context and does not start a review. A client only ever has one form open at a time, and the welcome form takes priority.
- ✓ If a recurring cycle would collide with an open welcome form, that cycle is skipped, not stacked and not sent late .
- ✓ New clients finish onboarding first, then settle into the cadence without ever being double-booked.
It drafts the reply with you, and asks before it assumes.
Compose reads the AI highlights and your Compose instructions and builds a plan: the straightforward points are auto-included , and anything it is unsure about becomes a numbered question you answer with Yes, No, or Skip , instead of a guess. Then it writes a versioned draft you shape until it is right.
- ✓ Each draft is versioned (v1, v2, and on) . Refine it in the chat, for example "yes but softer", or edit it directly.
- ✓ When it is right, you click Send and complete the check-in . Nothing sends until you send it.
Recurring checks so a pattern does not wait for you to notice.
Chaperone runs recurring monitoring across your clients on a schedule you set. You describe what to watch for, choose the clients, and set the cadence, for example: every Monday morning, identify who missed last week's check-in and summarize what to follow up on. It reports back to you, it does not message your clients on its own.
- ✓ You can see an example email preview before you rely on a heartbeat.
- ✓ Use it for recurring monitoring, and normal review for individual submitted check-ins.
The durable context that still matters weeks from now.
Client Notes hold the lasting facts about a client: an injury to train around, a dietary restriction, a dated event, a lasting preference. The agent captures these as it works through initial and recurring check-ins and workout-log notes, and it retires a dated note once that date has clearly passed, so the list trims itself. It skips this-week status, because the check-in review already covers that.
- ✓ Agent notes are marked with a sparkle icon , Check-in Agent as the author, and a source line, for example "Captured from the Jun 9 check-in review".
- ✓ You stay in control: edit an agent note and it becomes your own; delete one and it stays deleted , even if the same fact comes up again.
The record, the team, and your instructions.
The review surface sits on top of the context that makes it useful.
Client profiles
Every past submission and its generated review stay reopenable, across check-ins, nutrition, fitness, steps, photos, and measurements. Past reviews are not lost after you complete them.
Coaches and assignments
The head coach is the creator. Assign clients to coaches in the Trainer Console, and each assigned coach gets a focused workspace of only their own clients.
Your instructions
Review instructions tell the agent what to watch for. Compose instructions shape tone and behaviour. One-time questions let you ask a specific client something on their next check-in.
The questions coaches actually ask.
No hand-waving. Here is what the agent does, what it does not do, and the one honest constraint.
Q. Will this make my coaching generic?
The opposite is the design. Compose drafts from your instructions and the client's real data, and you edit and approve every reply before it sends . It puts each client's specifics back in front of you instead of letting them blur together on a busy week. The effect is more personal, not less.
Q. I do not trust AI to make coaching calls.
It does not make them. It prepares the surface and drafts options, and anything it is unsure about comes to you as a Yes, No, or Skip question rather than a guess . The coaching decision stays yours.
Q. Will it spam my clients with forms?
No. A client only ever has one form open at a time. The welcome form takes priority, and a recurring cycle that would collide is skipped, not stacked or sent late . Eligibility settings control who receives forms at all.
Q. Is the data the agent writes mine, and private to me?
Every agent note is visible, editable, and deletable , and a note you delete stays deleted even if the fact resurfaces. Nothing the agent does is hidden from you.
Q. Setup sounds like a lot.
It is opt-in, so support switches it on. Then three steps: general settings (sender, reply-to, eligible plans), check-in settings (schedule, form window, questions, client email), and review your first submission . Question sets are reusable across plans.
Q. What does it cost?
It is included at no extra cost for eligible accounts . There is no separate price to quote. Talk to us and we will enable it.
Q. What if my plans are under the threshold?
Then those plans cannot receive check-ins yet. We would rather say that plainly than bury it: a plan has to meet the eligible-plan price threshold to receive check-ins.
Threshold: for now, subscriptions normalize to USD 95/mo or more; this is likely to lower over timeSwitch it on for your account.
AI Check-in Agent is opt-in and enabled by support, and it is included at no extra cost for eligible accounts. Tell us how your check-ins run today and we will turn it on and help you set up your first question set.
Talk to us →Not ready to switch it on?
Book a free check-in workflow audit and strategy call. We will look at how your check-ins run today, show you where the agent fits, and leave you with a plan whether or not you enable it.