Recurring forms are a powerful way for coaches to automate check-ins, progress tracking, and data collection. Once a form is assigned to a client on a recurring schedule, the app handles the timing automatically.
How the Schedule is Calculated
The app uses a "Completion-Based Timer." This means the countdown to the next form only begins once the client has submitted the current one.
To ensure forms are available exactly when a client expects them (for example, every Monday morning), we use a Smart Grace Period for each frequency. This prevents a form from being "locked" just because a client submitted it late in the evening the previous time.
Frequency Options
1. Weekly (The 6-Day Rule)
- Target: Every 7 days.
- How it works: The form is set to reappear 7 days after the last submission.
- The Smart Logic: We use a 6-day threshold.
- Example: If a client completes their check-in on a Monday at 10:00 PM, the next form will be available the following Monday at 12:01 AM. Without this 6-day rule, the client would have to wait until after 10:00 PM on Monday to see their new form.
2. Monthly (The 28-Day Rule)
- Target: Every 30 days.
- How it works: The form reappears approximately once a month.
- The Smart Logic: We use a 28-day threshold.
- Example: This ensures that the form consistently appears in the same week of every month and accounts for shorter months like February.
3. Quarterly (The 85-Day Rule)
- Target: Every 90 days.
- How it works: The form reappears every 3 months.
- The Smart Logic: We use an 85-day threshold.
- Example: This provides a 5-day buffer to account for varying month lengths, ensuring the form is ready for the client at the start of each new quarter.
Key Information for Coaches
- Initial Assignment: When you first assign a recurring form to a client, it appears on their dashboard immediately, regardless of the frequency selected. The recurring timer only starts after that first submission.
- Changing Frequencies: If you edit a form's frequency (e.g., changing it from Weekly to Monthly), the new timing will apply to all assigned clients the next time they complete the form.
- One-at-a-Time: The app will never "stack" forms. If a client misses three weeks of check-ins, they will only see one form on their dashboard. Once they complete it, the timer resets for the next one.
Troubleshooting for Clients
- "My form hasn't appeared yet": Forms appear based on when you last finished them. If you submitted your "Weekly" form late (e.g., on a Wednesday), your next one will be available the following Tuesday/Wednesday.
- "I finished the form but it's still there": Try pulling down on your Dashboard to refresh the list. If it still persists, your coach may have assigned the form to you multiple times manually.
- "I missed a week": Don't worry! The form will stay on your dashboard until you finish it. Once you hit submit, your schedule will resume based on that new completion date.