What is the Last Seen Report?
The Last Seen Report provides a clear overview of your clients' recent platform activity within a specific coaching program. It helps you track client engagement effortlessly, making it particularly valuable for group coaching programs where managing multiple clients can become challenging.
Key Takeaway
The Last Seen Report is an essential tool for tracking client engagement within your programs. By segmenting clients into clear categories, it enables you to identify who is active, who needs a nudge, and who requires more support. Whether you run group programs, cohorts, or memberships, this report helps you take data-driven actions to maintain engagement, prevent churn, and deliver exceptional client experiences.
Exportable insights also give you the flexibility to analyze trends, tailor your coaching strategies, and ensure every client feels seen, supported, and encouraged.
Why is the Last Seen Report Important?
For coaches managing 5-6 clients or more, keeping track of each member's platform activity manually is time-consuming. The Last Seen Report solves this by providing an at-a-glance summary of client engagement levels. It helps you:
Identify Active and Inactive Clients: Pinpoint who is regularly engaged and who might need a nudge to reconnect.
Proactively Reach Out: Use the report to target clients who may be losing interest or have yet to take their first steps.
Enhance Client Relationships: Re-engage inactive clients with personalized messages, support, or program reminders.
Make Data-Driven Decisions: Export data to analyze trends and fine-tune your coaching strategy.
How to View the Last Seen Report
Follow these simple steps to access the Last Seen Report for any program:
Go to Admin Panel > Programs.
Click on the three-dot menu next to the program name.
Select Reports.
Key Columns in the Last Seen Report
The Last Seen Report organizes client activity into four clear categories, making it easy to understand engagement levels:
Seen in the Last 7 Days
Clients who have interacted with your program within the past week.
Why it matters: These clients are recently active and likely engaged. You can leverage their momentum by encouraging further participation, such as completing tasks or joining upcoming events.
Seen in the Last 30 Days
Clients who have engaged with the program sometime in the past month.
Why it matters: While they remain active, these clients may need additional encouragement to stay on track. A gentle reminder or personalized check-in can keep them motivated.
Not Seen for Over 30 Days
Clients who have not interacted with the platform for more than a month.
Why it matters: These clients are at risk of disengagement. Reach out with targeted messages, offer support, and reignite their motivation to reconnect with the program.
Never Seen
Clients who have never logged into the program since being invited.
Why it matters: These clients may need extra guidance or onboarding support. Reach out with a warm welcome message, introduce the program’s value, and provide clear instructions to help them get started.
Yellow and Red Arrows: Understanding Recent Engagement Trends
The Last Seen Report highlights engagement trends using visual indicators:
Yellow arrows: Represent clients whose engagement levels have increased recently.
Red arrows: Indicate clients with a decline in activity or who are at risk of disengagement.
How to Use These Indicators:
Focus on clients with red arrows to re-engage them before they become completely inactive.
Recognize clients with yellow arrows and reinforce their positive momentum with encouragement or rewards.
Exporting the Last Seen Report
The Last Seen Report is fully downloadable as a single file, enabling you to analyze data outside the platform and tailor your coaching strategy accordingly.
How to Export the Report
Locate the "Download" button at the bottom of the Last Seen Report page.
Click the button to download the full report in a CSV format.
The CSV file contains the following details for all clients in the program:
Client Names
Email Addresses
Creation Date (when the client joined the program)
Last Seen Date
Last Seen #days_ago (number of days since last activity)
Report Result (e.g., Seen in 7 days, Seen in 30 days, Not seen in 30 days, Never seen)
Program Name
The exported full report allows you to filter, sort, and analyze client activity using tools like Excel or Google Sheets. For example, you can:
Quickly identify inactive clients and re-engage them.
Segment your clients based on engagement categories.
Spot patterns to improve your coaching programs.
By leveraging this report, you can take targeted actions to increase client engagement and ensure no one falls behind in your program.
How to Use the Last Seen Report in Practice
Case 1: Sarah – Group Business Coaching Program
Sarah runs a business coaching program with 15 clients. Managing engagement manually became difficult, so she uses the Last Seen Report to simplify tracking.
Insights: Sarah sees that 3 clients fall into the "Not seen for over 30 days" column. She also notices 2 clients with red arrows, indicating a drop in engagement.
Action Plan:
Sarah sends a re-engagement email to the inactive clients:
“Hi [Client Name], I’ve noticed it’s been a while since you’ve been active in the program. I’d love to hear how things are going and how I can support you!”For the clients with declining engagement, Sarah schedules a quick 1-on-1 check-in call to understand their challenges.
Outcome: Two inactive clients rejoin the program, and the declining clients appreciate Sarah’s proactive support, boosting overall program participation.
Case 2: Tom – Leadership Cohort Program
Tom manages a 6-week leadership cohort with 10 participants. He uses the Last Seen Report to track engagement at critical points in the program.
Insights: Tom notices that 2 clients are in the "Never seen" column after the first week.
Action Plan:
Tom sends a personal onboarding message:
“Welcome to the Leadership Cohort, [Client Name]! I noticed you haven’t logged in yet. Here’s a quick guide to get started, along with some key resources to make the most of the program.”He offers a 15-minute onboarding call to help them get familiar with the platform.
Outcome: Both clients log in and begin participating actively in the cohort.
Case 3: Emma – Habit-Building Membership Program
Emma runs a membership program helping clients develop better habits. With over 50 members, keeping up with everyone’s activity is challenging.
Insights: The "Seen in the Last 7 Days" column shows 15 clients, while 10 clients have not logged in for over 30 days.
Action Plan:
Emma creates a re-engagement challenge:
“Let’s get back on track! Complete one habit update this week and share your progress to unlock a bonus resource.”She targets her message specifically to the "Not seen for over 30 days" clients.
Outcome: Several inactive clients return to the program, and participation in the weekly challenge increases overall engagement.