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Participant Check-In

Overview

Set a check-in period on a Participant's profile to track when your team should contact them next. Each recorded check-in resets the due date. The Participants page shows who is due soon or overdue, and Participant Check-in Notifications can alert the right people.

Participant check-ins are available on the Professional and Premium plans.

Setting Up a Check-In Period

Open the Participant's profile and expand the profile header. Find Check-in period, then select the pencil beside it. If no period is set, select the Edit button shown there. This opens Update check-in period directly; you do not need to open the main Participant edit form.

Choose the Check-In Period

The Check-in period on the Participant's profile shows how often you want to check in with them. Select the edit pencil beside it, or Edit if no period is set, to open Update check-in period.

From here you can:

  • Pick a preset frequency: Weekly (7 days), Fortnightly (14 days) or Monthly (30 days).
  • Enter a custom number of days from 1 to 365 in the Check-in period field.

Select Save. If this is the Participant's first check-in period, their first check-in becomes due after the full period has passed. Changing the period starts a new full period from the date of the change. Once a check-in has been recorded, the next due date is counted from that check-in.

The profile shows the saved period in days. For example, Fortnightly displays as 14 days.

Clearing a Check-In Period

If a Participant no longer needs to be tracked for check-ins, you can clear their check-in period rather than leaving an old frequency in place. In the Update check-in period window, select Not set and click Save.

Once the check-in period is cleared:

  • The Participant's profile shows the check-in period as Not set.
  • Their check-in status on the Participants page shows as Not set, and they are excluded from the Check-in status filters (Overdue, Due today, Due tomorrow and Due within 7 days).
  • Participant Check-in Notifications are no longer sent for that Participant.
  • Check-ins already recorded are kept. The Last check-in date stays on the profile, and existing check-in case notes are unaffected.

To start tracking again, reopen Update check-in period and choose a frequency. The first check-in is due after the new period has passed.

Updating Check-Ins

Check-ins are recorded on Notes. On the Participant's Notes page, select Add Note, add the Note content, then select Add Check-in. You can also add a check-in while recording a relevant case note elsewhere in Astalty.

Choose the method used to contact the Participant: Email, Phone, SMS, Face-to-Face or Teleconsult. Record a check-in only when the interaction was with the Participant. Communication with an external stakeholder does not count as a Participant check-in.

Monitoring Check-In Status

Open Participants and add the Check-in filter. You can view Participants whose check-in is Overdue, Due today, Due tomorrow or Due within 7 days. Participants with no check-in period are excluded from these due-date filters.