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Free Excel format

Client check-in tracker for coaches in Excel

One row per client: programme, coach, check-in day, last check-in, last message, next call and renewal. A client silent for five days or a missed call turns red.

Download the Excel file.xlsx · 45 KB · 13 columns · no form, no email

What the file looks like

The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.

Sheet: Clients13 columns
ClientProgrammeCoachStart dateEnd dateCheck-in dayLast check-inLast messageDays silentNext callDays to endRenewal talkNotes
Priya S.12-week planMegha7 Sept 202630 Nov 2026Monday13 Oct 202616 Oct 2026fills itself19 Oct 2026fills itselfNot dueDoing well, asked for travel-day meal ideas
Rahul K.12-week planMegha22 Sept 202615 Dec 2026Thursday2 Oct 20269 Oct 2026fills itself14 Oct 2026fills itselfNot dueLast said work was busy. Call, do not only message
Anjali M.8-week planTanvi12 Sept 20267 Nov 2026Saturday11 Oct 202615 Oct 2026fills itself18 Oct 2026fills itselfTo doAsk about continuing after the plan ends
Vikram T.24-week planTanvi18 Aug 20262 Feb 2027Wednesday15 Oct 202617 Oct 2026fills itself22 Oct 2026fills itselfNot dueMonthly review due next week
Sneha R.12-week planMegha8 Aug 202631 Oct 2026Friday7 Oct 202614 Oct 2026fills itself17 Oct 2026fills itselfDoneWants to decide after the last review
Example rows with invented names. On a phone, slide the sheet sideways to see every column.
  • Red row: No message from the client for five days or more, or a follow-up call was missed.
  • Amber row: The weekly check-in is late, or the programme ends within 30 days and the renewal talk is not done.
  • Green row: In touch, and the next call is on time.

The columns, and what to write in each

  1. Client

    The client, by the name the team uses.

  2. Programme

    The programme and its length, for example 12-week plan.

  3. Coach

    One coach responsible for this client.

  4. Start date

    The first day of the programme.

  5. End date

    The last day of the programme.

  6. Check-in day

    The day of the week the client sends the check-in.

    MondayTuesdayWednesdayThursdayFridaySaturdaySunday
  7. Last check-in

    The date the last check-in came.

  8. Last message

    The date of the last message or reply from the client, of any kind.

  9. Days silent

    Fills itself: days since the client last wrote.

  10. Next call

    The date of the next follow-up call. Never empty while the programme runs.

  11. Days to end

    Fills itself: days left in the programme.

  12. Renewal talk

    Where the renewal conversation is. Pick from the list.

    Not dueTo doDoneRenewedNot renewing
  13. Notes

    What the coach last said or agreed, in one line.

How to keep it

  1. Every paying client gets a row on the day they start: programme, coach, start and end date, and the day of the week their check-in is due.
  2. Each day, the coach writes the date of the last check-in and the last message from each of their clients. "Days silent" and "Days to end" fill themselves.
  3. After every call, write the date of the next one. A client without a next call date is a client nobody is looking after.
  4. Morning: each coach reads the red rows first (silent for five days, or a call missed), then the amber ones (check-in late, or the programme ends within 30 days).
  5. When a programme is 30 days from its end, set "Renewal talk" to "To do", and to the outcome once the talk is done.

Also in the file: messages

Check-in reminder (on the check-in day, in the evening)

Hi (name), it is check-in day. Please send this week's update when you get a minute. If the week was hard, tell me that too: that is what the check-in is for.

To a client who has gone quiet (after five days)

Hi (name), I have not heard from you this week and wanted to check in. No pressure, a one-line reply is enough. Shall I call you on (day) at (time)?

Before the renewal talk (30 days before the end)

Hi (name), you have (weeks) weeks left in your (programme). I would like to take 15 minutes to look back at what changed and plan what comes next. Does (day) at (time) work?

The Sunday line to the owner

WEEK (date): (number) clients. Check-ins received: (number) of (number). Silent five days or more: (names). Renewal talks due: (names). Renewed this week: (names).

Take the client check-in tracker with you

Free to use and to change. No macros, nothing to install.

Download the Excel file
The guide behind this format

Client check-in routine for a coaching practice

A client check-in routine for a coaching practice: the weekly check-in, the silence rule, follow-up calls and the renewal talk, with a free Excel tracker.

5 min read

People also look for this as: client check-in tracker in Excel · coaching client follow-up sheet · weekly check-in format for coaches · client renewal tracker for coaches

When the sheet stops being enough

A sheet works while one or two people keep it. When staff must update from the godown or the road, and reminders must go out by themselves, the same columns become a system. Try it in your browser, without a sign-up.

Client Care Desk: a sample screen of the system

Client Care Desk

Clients & Compliance

See who has gone quiet, whose check-in is pending and whose programme is ending. Follow-up calls, WhatsApp nudges and renewals on one screen.

Try the demoFrom ₹25,000Open →
Questions
Is this client check-in tracker format free?+

Yes. The download starts at once: no form, no email and no sign-up. Use it and change it for your own business.

Does the file have macros?+

No. It is a plain .xlsx file with dropdown lists, a few formulas and colour rules. There is nothing to install and nothing to switch on.

Why do the example rows show dates around today?+

The five example rows carry dates that move with today, so a file opened next month still shows how a late row looks. Type over the examples or delete them before you start.

Which program do I need to open it?+

It was made for Microsoft Excel on a computer and checked there. Other spreadsheet programs open .xlsx files too, but we have not checked the dropdown lists and the colours in each of them.

Can I change the columns?+

Yes. Rename a column, add your own, or change the choices of a dropdown list (Data, then Data Validation). The "How to use" sheet says what each column is for.

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