Check-In Reminder Template
The Check-In Reminder template creates a reminder when a client's engagement score drops below a threshold you set. It's designed for proactive outreach — catching clients who are drifting before they go fully inactive.
What It Does
Trigger: A client's engagement score drops below a configurable threshold (default: 30).
Action: Creates a reminder: "Check in with [Client Name] — engagement score dropped to [Score]."
The reminder includes the client's current engagement score so you have context before reaching out.
Configuration
| Setting | Default | Options | |---------|---------|---------| | Score threshold | 30 | Any value 1–100 | | Cooldown period | 30 days | 7, 14, 30, 60, 90 days | | Reminder priority | Normal | Low, Normal, High |
Cooldown period prevents the workflow from firing repeatedly for the same client. If a client's score stays below the threshold, you'll get one reminder per cooldown period — not a new reminder every day.
Customizing
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Select the Check-In Reminder template from the workflow gallery.
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Adjust the score threshold. A threshold of 30 catches clients who are approaching inactive status. A threshold of 50 casts a wider net and catches moderately engaged clients too.
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Set the cooldown period. 30 days works for most practices. If you want more frequent reminders for at-risk clients, try 14 days.
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Edit the reminder text if you want to include specific follow-up instructions (e.g., "Check in with [Client Name] — suggest recording a fresh snapshot").
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Toggle to Active and Save.
Engagement scores are recalculated nightly. The workflow checks scores once per day, so there may be up to a 24-hour delay between a score dropping below the threshold and the reminder being created.
When This Template Works Best
The Check-In Reminder is most useful for practices with 15+ clients where it's difficult to manually monitor engagement across your entire book. For smaller practices, you may prefer to review engagement scores directly in the Clients list rather than automating reminders.
Combining with Smart Lists
For a more targeted approach, use this template alongside a Smart List that segments clients by engagement band. The Smart List gives you the overview; the workflow handles the individual follow-up reminders.