# Participant Check-In

Source: https://docs.astalty.com.au/guide/participants/participant-check-in

> Set up customisable check-in periods to monitor and track contact with Participants.

## 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](https://docs.astalty.com.au/guide/notifications/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.

![The Participant's profile header with an arrow pointing to the highlighted Check-in period, set to 14 days, with a pencil icon beside it.](https://docs.astalty.com.au/assets/screen-shot-2024-03-05-at-12.57.08-pm-1709603892.png)

## 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**.

![The Update check-in period window with Not set, Weekly, Fortnightly and Monthly options, a Check-in period field in days to specify the number manually, and an arrow pointing at the selected Not set option.](https://docs.astalty.com.au/assets/participant-check-in-update-period-not-set.png)

## 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](https://docs.astalty.com.au/guide/notifications/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.

![The Create Note form with an arrow pointing to the highlighted Add Check-in button above the note editor.](https://docs.astalty.com.au/assets/screen-shot-2024-03-05-at-1.07.32-pm.png)

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.

![The Check-in filter on the Participants list, with options for Overdue, Due today, Due tomorrow and Due within 7 days, and Overdue selected.](https://docs.astalty.com.au/assets/screen-shot-2024-03-05-at-12.44.22-pm.png)

![The Participants list filtered to Overdue check-ins, with a Latest check-in column showing how many days ago each Participant was last checked in, marked with a red warning icon.](https://docs.astalty.com.au/assets/screen-shot-2024-03-05-at-12.44.54-pm.png)

Video walkthrough: participant check in.