All about Workflows

What each of the five Coach Workflows does, which one to use when, how often you can run them, and how to switch the add-on on.

Written by Halim July 22, 2026

Workflows take the repetitive reporting and check-in admin off your plate. Each one is a ready-made report or action you run on demand: there is nothing to build or configure, you pick the workflow you need and run it. This article covers the full set and what each one is for.

Running a workflow and opening its report, recorded with demo data (0:18, no sound).

How Workflows work

There are five workflows, split into two groups. Three run across your whole roster and land in your inbox, so you can see the state of your business at a glance. Two run for a single client, for when one person needs a closer look or a check-in. There's nothing to build: pick the workflow that answers the question you have right now and run it.

The Workflows page listing all five workflows in their two groups, each with a Run button

Which workflow to use when

Workflow	Reach for it when	Scope	Where the result goes
Client Activity Digest	You want your weekly who-needs-me scan: who has completed or skipped a plan, and who has gone quiet.	Whole roster	Emailed to you
Client Retention Radar	You want to get ahead of cancellations: who is drifting, why, and what to do about it, plus wins worth celebrating.	Whole roster	Emailed to you
Client List Export	You need the raw data: a full client list with plan status and activity, for your records or a spreadsheet.	Whole roster	CSV attached to an email
Client Insight Report	One client needs a proper progress review, before a renewal, a milestone or a wobble.	One client	PDF emailed to you
Client Check-in	It's time for a structured check-in and you want the client to answer your questions.	One client	Sent to your client

Still not sure? Ask two questions. Whole roster or one client? And what do you want to walk away with: a quick read in your inbox (Activity Digest or Retention Radar), a file for your records (Client List Export or Insight Report), or something that reaches the client (Check-in)?

Across your whole roster

Client Activity Digest. Your Monday-morning scan. It emails you who completed or skipped a plan in the last seven days across all your active clients, plus who has gone quiet. The clients who quietly stop showing up are the ones who cancel, and this is how you catch them while there's still time.

Running the Client Activity Digest and the emailed report, recorded with demo data (0:10, no sound).

Client Retention Radar. Ranks your active clients by how likely they are to drift away, with a plain reason and a suggested next step for each one. It also surfaces fresh wins, streaks, strong adherence and comebacks, with a ready-to-send well done. Run it fortnightly, or whenever you want a proactive look at who's slipping.

Running the Client Retention Radar and the emailed report, recorded with demo data (0:10, no sound).

Client List Export. Emails you your full client list with a plan breakdown covering upcoming, draft, done and skipped plans, completion rate and last-activity dates, plus each client's training link, with a CSV attached. Handy at month-end or before a business review.

Running the Client List Export and opening the attached CSV, recorded with demo data (0:10, no sound).

The three roster-wide workflows on the Workflows page, each with an email field and Run button

For one client

Client Insight Report. A coach-grade progress report for one client in a single click: the last eight weeks of plans, adherence trends, fatigue signals and how they say they've been feeling, emailed to you as a PDF. Run it before a renewal conversation, a review call, or when a client is wavering and the most convincing thing you can show them is their own progress.

Running a Client Insight Report for one client and opening the PDF, recorded with demo data (0:11, no sound).

Client Check-in. Creates and publishes a dated check-in plan with your questions at the top of the client's plan list, then emails them with their training link and sends a push notification, all in one go. Type one question per line, and they answer right on the plan. More on check-ins in check-ins, forms and measurements.

Sending a Client Check-in and what the client sees, recorded with demo data (0:10, no sound).

The two single-client workflows, Client Insight Report and Client Check-in, each with a Run for a client button

A simple rhythm that works

You don't have to run all five. Most coaches settle into a light routine: the Activity Digest every Monday, the Retention Radar every couple of weeks, the Check-in on their normal check-in day, and the Insight Report and Client List Export as needed around renewals and month-end. Start with one, see what it saves you, and add from there.

Retention Radar exists because clients rarely leave without warning. For the coaching side of that, client retention in online coaching covers the four reasons people drop off and what to do about each one.

Getting set up

Workflows is the Coach Workflows add-on, priced at $14.99 a month on top of Pro. Once it's active on your account, the Workflows page appears in your dashboard and every workflow is ready to run. See managing your add-ons to switch it on.

Common questions

Do my clients see any of this? Only the Client Check-in reaches your client. The other four are for you: they email you or attach a file for your own records.

Do I need to set anything up before I run one? No. For the roster-wide ones you confirm the email address the result should go to, then run.

How often can I run them? Each roster-wide workflow can run once every 24 hours. The Insight Report and Check-in can run once every 24 hours for each client. A run that fails doesn't count.