Check-in Rules
Some teams report to their manager with a short voice note in a WhatsApp group at the end of each day. A check-in rule watches that group for you: at a deadline it lists who sent their voice note and who did not, and it prepares a reminder for each missing member. Nothing is sent until you approve it.
At a glance
| Location | Spun Tools → Insights → Check-ins |
| Who can create or change a rule | Workspace managers. Everyone in the workspace can see the rules and their results. |
| What counts | A voice note, or any media (voice, photo, video or file) |
| Reminders | Always wait in Approvals before they are sent |
| Limit | Up to 20 rules per workspace |
Create a rule
- Open the Spun Tools menu and click Check-ins (in the Insights group).
- Click Create rule (or New rule once you have one).
- Fill in the rule:
- Rule name, for example Evening voice note.
- Group: search for the WhatsApp group and pick it.
- Who is checked: Everyone in the group, or Chosen members ticked from the group's member list. With everyone, tick anyone who should not be checked, such as yourself or the group admin.
- What counts: A voice note, or Any media (voice, photo, video or file).
- Deadline, Time zone (Workspace default unless you change it) and Days (the weekdays the rule is active).
- Remind missing members: In a private chat with each member, or With one message in the group.
- Reminder text, for example Reminder: please send today's voice update. In a private reminder,
{name}becomes the member's saved contact name. In a group reminder,{names}becomes the list of members who have not posted. - Reminders per day, at most: from 0 to 10. Set 0 to only see who is missing, with no reminders.
- Click Create.
Under the reminder choice the editor says: Reminders wait for your approval in Approvals before they are sent.
What happens at the deadline
On each active day, at the deadline, the rule runs on its own:
- It records who was expected, who sent a voice note (or media, if the rule says so) and who is missing.
- For each missing member it prepares a reminder, up to the daily maximum you set. The reminders go to Approvals and wait there. Nothing is sent on its own.
- The rule's card on the Check-ins screen shows the result in one line, for example 12 expected, 9 sent, 3 missing, 2 reminders waiting for approval, with Missing: and the names of the members who did not post.
Click Open Approvals on the rule to review the prepared reminders. Approve the ones you want to send and dismiss the rest. The usual sending rules apply to an approved reminder, the same as to any other prepared message.
Check now: a dry run
Click Check now on a rule to see today's state so far without waiting for the deadline. The result starts with Today so far ({date}). Nothing was sent or prepared. It is only a preview: no reminder is prepared and nothing is sent.
On a day the rule is not active, Check now says so instead.
Members who hide their number
WhatsApp can hide a group member's number from everyone in the group, you included. In a check-in such a member is still expected. Until they send a voice note they appear under Missing as Hidden number, usually next to the profile name they set in WhatsApp.
A private reminder never reaches a hidden-number member: Spun skips it and records why. A reminder posted with With one message in the group reaches them like everyone else.
Private reminders also need an existing private chat between that member and your number. A member without one is skipped and recorded the same way.
Ask Weave to create a rule
A manager can also describe the rule to Weave, for example:
Remind anyone in the ops group who has not sent a voice note by 20:00: "Reminder: please send today's voice update."
Weave finds the group by name (and asks which one when several groups match) and shows a confirmation button, such as Create check-in rule for Ops. The rule it creates is the same as one made on the Check-ins screen, so its reminders still wait in Approvals. To change, pause or delete the rule later, use the Check-ins screen.
The "Check-ins today" dashboard card
To follow check-ins from the Intelligence dashboard, click Customize there and show the Check-ins today card. For each active rule it shows how many members sent and how many are missing, who is missing, and a link to the reminders waiting for approval.
Pause, edit or delete
Each rule on the Check-ins screen has Pause (or Turn on), Edit and Delete. Deleting a rule also deletes its history.
Good to know
- A rule checks who sent, not what was said. It looks only at whether each member sent a voice note (or media) that day. To read what the team said, ask Weave: see Voice notes in Analyze Your WhatsApp Group Chats.
- If the AI Assistant is turned off for the workspace in Settings → AI Assistant, the rule still records who is missing but prepares no reminders.
- Who can see what. Only managers can create, edit, pause, delete or check a rule. Everyone in the workspace can see the rules and their results.
Privacy
A check-in reads only the group the rule watches, through the WhatsApp number that is in it. Tell your staff that their group messages are checked and analyzed, in line with your local data-protection rules.