How To Do Nutrition Coaching Check-Ins

 By: Dr. Marc Morris

There are many ways to deliver your nutrition coaching check-ins, using spreadsheets, templates, forms, and systems to keep track of every client.

Today, I’ll walk you through exactly how to stay organized while coaching nutrition clients. You’ll get access to a complete delivery system, including tracking sheets, check-in templates, and the exact weekly process I use, developed over 10 years and more than 2,000 clients.

You’re about to learn how top online nutrition coaches structure their weekly check-ins to offer a premium experience and help clients get real results.

Step 1: Set Clear Expectations

This is the foundation of your coaching relationship.

From the beginning, clients need to know exactly how the process works. This includes:

• When they need to check in

• Where they submit their check-in

• What you expect from them each week

• Why weekly check-ins matter

• What happens if they don’t check in (your boundaries and policies)

When expectations are clear upfront, everything runs smoothly. This leads to fewer delays, more communication, and better outcomes.

Once expectations are set, you’ll connect them with two core tools: your check-in form and your tracking sheet.

Step 2: Use Check-In Forms and Tracking Sheets

Weekly check-ins work best. They’re frequent enough to see meaningful change without overwhelming the client.

Do you need an app? Not to start. I teach coaches to build their own delivery systems so they understand how everything works and can customize it as they grow.

If you want to download my free nutrition coaching tracking sheet template, click here: https://dogged-experimenter-6035.kit.com/44caa22084

Your system should include:

• A weekly check-in form (can be made in Google Forms)

• A progress-tracking sheet

• Templates for delivering feedback

These tools help you collect the right information: what’s working, what’s changing, and where support is needed.

Step 3: Review Check-Ins With a Clear Framework

Once you’ve collected your client’s check-in, you need a simple way to interpret the information and decide what to do next.

Inside the NCA, we use five core categories to guide every review:

1. What changed since last week?

This can include scale weight, measurements, photos, or performance markers. Results help confirm whether the current plan is working or needs an adjustment.

2. How well has the client adhered to the plan?

Before changing macros or calories, check adherence. Most of the time, the plan isn’t the issue; your client's consistency is. This step keeps you from making unnecessary adjustments that overwhelm your client.

3. Feedback Cues (Hunger, energy, sleep, digestion, performance)

These cues reveal how a client is responding to the plan, not just how they’re performing on paper. If hunger is skyrocketing, sleep is poor, or digestion is off, you may need to modify targets, timing, or habits.

4. How is your client feeling about the process?

This is one of the most important parts of your review. Motivation naturally rises and falls. A good coach can spot frustration, overwhelm, or self-doubt early and address it before it becomes a drop-off.

5. What’s Coming Up? (Upcoming stressors, travel, events, or schedule changes)

This category helps you plan ahead. If a client has a busy week or a weekend trip coming up, you can set expectations, shift goals, or focus on skill-based strategies to keep them successful.

Step 4: Respond to Your Clients Efficiently

You don’t need weekly calls or in-person meetings to deliver high-quality coaching.

Use a tool like Loom to record a personalized review of each client’s check-in. It feels one-on-one, takes less time than a call, and lets clients rewatch your feedback anytime.

Then, paste your Loom video in an email to send to your client. Include a written summary so you have a digital paper trail for quick reference. You can also use Loom’s AI summary to streamline this process even further.

Once you have responded, your check-in is complete!

Final Thoughts

An effective nutrition coaching business starts with a strong, organized check-in system. By setting clear expectations, using structured forms and tracking sheets, and following a consistent review process, you can deliver high-quality coaching that drives long-term results.

Whether you're just starting out or looking to perfect your systems, mastering the client check-in process will help you stay organized, keep clients engaged, and grow your business with confidence.