Forms

Forms overview#

Forms collect structured answers from your clients: a regular check-in on how their week went, or a one-off questionnaire at the start of coaching. Open Forms in the sidebar, under Library, to find your form library. It has two tabs:

• Check Ins: recurring forms with an optional schedule (daily, weekly, biweekly or monthly). Every client gets their own copy.
• Questionnaires: one-off forms that are answered once, stay linked to your library and can be sent to as many clients as you like.

From these tabs you can:

• Create a form from scratch or start from a ready-made template
• Build its questions in the form builder
• Set a schedule on a check-in
• Duplicate or delete a form

Forms reach clients through their profile. Open a client and go to the Check Ins tab, which has two views:

• Submissions: every check-in the client has sent, with your review
• Assigned: the check-ins the client currently has, with their schedule and next due date

Questionnaires are sent from the Questionnaires button on the client’s Overview tab.

Check-ins and questionnaires#

Check-in

A check-in is a recurring form that belongs to one client. When you give a client a check-in from your library or from a template, Fitora makes an independent copy for them. You can change that client’s questions and schedule without touching your library or any other client, and later edits to the library version do not reach copies clients already have.

Use check-ins for:

• Daily accountability logs
• Weekly progress reviews
• Bi-weekly or monthly deep dives
• Anything you want to collect from a client again and again, such as weight, waist and progress photos

Questionnaire

A questionnaire is a one-off form that lives in your library and is assigned to clients from their profile. It has no schedule: the client answers it once, whenever they get to it, and it is then marked as completed.

Use questionnaires for:

• Onboarding and intake forms
• Health screening such as a PAR-Q
• Goal planning
• Feedback surveys

Question types#

Every question has a type, which decides how the client answers it. The types are split into standard questions and synced questions, which also write the answer into another part of the client’s profile.

Standard questions

Synced questions

Creating a check-in#

Create a check-in in your library to reuse it with many clients, or straight on one client’s profile.

In your library

1. 1Open Forms in the sidebar and stay on the Check Ins tab
2. 2Click + Add Check-In at the top right
3. 3On the New Check-In tab, enter a Form Name (up to 120 characters)
4. 4Optionally add a Form Description (up to 1,000 characters)
5. 5Optionally click the image next to the name to choose a cover image
6. 6Click Add Check-In
7. 7Click the new check-in in the list to open the form builder and add its questions

To start from a ready-made check-in instead, switch to the Check-In Templates tab, pick a template and click Use Template. See Using templates.

On a client’s profile

1. 1Open Clients in the sidebar and click the client
2. 2Open the Check Ins tab and switch to Assigned
3. 3Click + Add Check-In
4. 4Choose a tab: New Check-In to build one from scratch, Your Library to copy a check-in from your library, or Check-In Templates to copy a template
5. 5Enter a name, or pick a form, and click Add Check-In, Use Form or Use Template

Choosing a cover image

Every form has a cover image, which the client sees on the form’s card in the app. If you do not pick one, the default image is used. Click the image next to Form Name, or the cover in the form builder’s header, to open Check-In Image (or Questionnaire Image). Pick an image from the gallery, or click Upload Image to use your own, then click Use Image.

Creating a questionnaire#

1. 1Open Forms in the sidebar and switch to the Questionnaires tab
2. 2Click + Add Questionnaire
3. 3On the New Questionnaire tab, enter a Form Name and, optionally, a Form Description
4. 4Optionally click the image to choose a cover image
5. 5Click Add Questionnaire
6. 6Click the new questionnaire in the list to open the form builder and add its questions

To start from a ready-made questionnaire, switch to Questionnaire Templates, pick one and click Use Template.

Building questions#

Click any form in your library, or any check-in in a client’s Assigned view, to open the form builder. The header shows the form’s cover and name, with these actions:

Adding a question

1. 1Click + Add Question
2. 2Type the Question, for example “How are you feeling today?”
3. 3Tick Required? if the client must answer it before they can submit
4. 4Choose a question type
5. 5For Multiple Choice, choose Single Option or Multiple Options, then write the options, using + Add Option for more
6. 6For Media, choose how many files the client can upload, from 1 to 5
7. 7For Metric, choose the metric under Select a metric
8. 8Click Add Question

Editing, reordering and deleting questions

• To edit a question, click it, change it in Edit Question and click Save Changes
• To reorder, click Reposition, drag the questions by their handles (on a phone, use the up and down arrows) and click Save Reposition
• To delete a question, click its trash icon and confirm with Delete question

Using templates#

Fitora comes with ready-made forms to start from. Every template has its questions filled in, and the check-in templates also come with a schedule:

Choosing a template makes your own copy, in your library or on the client. Change its name, questions and schedule freely: the template itself never changes.

Setting a check-in schedule#

A schedule sets the days a check-in is due. On those days it appears on the client’s Home screen in the app. Only check-ins have a schedule, and it is optional: without one, the client fills the check-in in whenever they like from their check-ins list.

1. 1Open the check-in in the form builder, in your library or in the client’s Assigned view
2. 2Click Schedule
3. 3In the Set Reminder dialog, choose a Reminder Frequency: Daily, Weekly, Biweekly or Monthly
4. 4Choose the days for that frequency (see the table below)
5. 5Set the Time in 24-hour format
6. 6Click Set Reminder

In your library and in the client’s Assigned view, the Schedule column sums the schedule up, for example “Weekly (every Sun · 09:00)”, or shows Not Set.

Assigning questionnaires#

Questionnaires are sent from the client’s profile.

1. 1Open Clients in the sidebar and click the client
2. 2On the Overview tab, click the Questionnaires button, the clipboard icon at the top right of the client’s details card
3. 3In the Questionnaires dialog, click Add Questionnaire
4. 4Tick one or more questionnaires from your library
5. 5Click Add Questionnaire

The client gets a notification and the questionnaire appears on their Home screen. In the Questionnaires dialog each questionnaire shows Pending until the client answers it, then Completed.

To withdraw a questionnaire, hover over it in the Questionnaires dialog, click the × and confirm with Remove questionnaire.

Reading and deleting a response

Click a completed questionnaire to read the client’s answers. Metric answers have a View Graph button and progress photos a Compare button, just like check-ins (see Reviewing check-ins).

To discard the answers, click Delete Response and confirm. The questionnaire goes back to pending, so the client can answer it again.

Duplicating and deleting forms#

Duplicating

1. 1Open Forms and choose the Check Ins or Questionnaires tab
2. 2Click the three-dot menu on the form’s row
3. 3Click Duplicate

The copy appears in the list with “(Copy)” after its name, with the same questions, cover and schedule.

Deleting

1. 1Click the three-dot menu on the form’s row
2. 2Click Delete
3. 3Confirm with Delete check-in or Delete questionnaire

The Check Ins page#

Check Ins in the sidebar, under Main, lists the check-ins your clients have submitted, all of them on one page, so you can work through the new ones without opening each client.

• Pending comes first: submissions nobody has reviewed yet. Reviewed follows, drawn lighter. Each group shows how many it holds
• Each row shows the Client, the Check In (the form’s name), Submitted At (for example 3 days ago), the Status, and Assigned To: the client’s coaches by first name, with a + count when there are more than two. Hover over the count to see the others
• Click a row to open that submission on the client’s Check Ins tab, ready to review

Searching and filtering

Type in Search client or check-in to find a client’s name or a check-in’s name. The button next to it shows how many check-ins the period holds, for example 5 Check Ins. Click it to choose:

• Sort by: Latest Check Ins (newest first) or Oldest Check Ins
• Submitted: Week (today and the 7 days before it), Today or Yesterday. Days follow the clock on your computer
• Assigned to: one or more of the coaches assigned to the clients in the list, or Unassigned for clients with no assigned coach

Clear filters goes back to the week’s check-ins, newest first, for every coach. What you typed in the search box stays. When nothing was submitted in the period, the page says No check ins found.

Reviewing check-ins#

When a client submits a check-in, their coaches get a notification in the bell at the top of the coach app. Click it to open that exact submission on the client’s profile.

You can also open any submission from the Check Ins page.

Reading a submission

1. 1Open Clients, click the client and open the Check Ins tab
2. 2Stay on Submissions, which shows how many submissions the client has. The list on the left shows each one with the form’s name and the date; reviewed ones carry a Reviewed tag
3. 3Click a submission to show its answers on the right

Answers appear in the order of the form, and questions the client skipped say so, for example No answer. Click a photo or a signature to see it full size.

• A metric answer carries a Synced tag, because the value was also added to the client’s metrics. Click View Graph to see that metric over the last 2 weeks.
• A progress photo answer has a Compare button, which opens Compare Photos with the client’s whole gallery.

Leaving a review

Below the answers is the Review check-in box, with two notes:

• Comment for your client: the client reads it on the submission in the app, under Comment Attached
• Private note: for coaches only. It never reaches the client app

1. 1Write a comment for the client, a private note, or both (up to 2,000 characters each)
2. 2Click Submit review

The submission is marked as reviewed, and the box turns into Review complete with the date. Click Edit to change either note and submit it again.

Comparing check-ins#

Compare shows any two submissions side by side, so you can see how the answers changed.

1. 1On the client’s Check Ins tab, stay on Submissions
2. 2Click Compare at the top right (it needs at least two submissions)
3. 3In Compare Check-Ins, choose a Submission for each side. The newest submission and the one before it are selected to start with

Managing a client’s check-ins#

The Assigned view of the client’s Check Ins tab lists every check-in the client has:

• Form: the check-in’s name and number of questions
• Schedule: the frequency and time, or Not Set
• Next Due: the date the check-in is due next, in the client’s time zone, or Not Scheduled. It moves on each time the client submits

From here you can:

• Click a check-in, or choose Edit in its three-dot menu, to change this client’s questions, details or schedule in the form builder
• Choose Delete in the three-dot menu to remove the check-in from this client. Your library is not affected, and the client’s past submissions stay under Submissions

What clients see#

Clients fill in forms in the Fitora app on iPhone and Android.

• Questionnaires: an assigned questionnaire appears on the Home screen under Questionnaires, marked NOT STARTED. The client taps it, answers and submits. It shows COMPLETED for the rest of that day, then leaves Home.
• Scheduled check-ins: on every due day the check-in appears on Home under Check-In. Once submitted it shows COMPLETED until the end of the day. A missed day is not carried over on Home.
• Every check-in: the client taps their photo in the bottom bar to open Profile, then Check Ins. Assigned shows every check-in, including those without a schedule, with its number of questions and, when it has a schedule, its NEXT DUE date. The client can open any of them and submit it at any time. Submissions lists everything they have sent, with Comment Attached on the ones you commented on.

Filling in a form

Each question is a card, with a red asterisk on required ones. A scale is a slider, a star rating is five stars, a signature opens a pad to draw on (Tap to sign), and a progress photo question has three slots: Front, Back and Side. Photos upload while the client carries on, and Submit becomes available once every required question is answered and the uploads have finished.

After submitting

You are notified straight away. Metric answers are added to the client’s metrics and progress photos to their gallery, dated the day the client submitted, in their own time zone. When you leave a comment, the client gets a notification and sees your comment at the top of that submission.