CRM for coaches
Follow up the 'let me think about it' before it turns into a no.
Keep your coaching tool for the sessions. Use this for the selling: a date on every maybe, an email before each package ends, and the past clients you haven't spoken to.
30 minutes. You choose the day and the time.
- A Discovery call stage, ready-made
- Package end dates that email you
- Past clients quiet for 30 days
- Joanne TayDiscovery call, 3d overdue, Follow-up: said she'd think about it
- Edwin LimWon, 3-month package, Today, Task: book the renewal talkPackage ends in 7 days
- Priti, from your workshopEnquiry, Today, Appointment, 7pm: discovery call
- Sam OngProposal sent, S$2,400, Today, Task: send the six-session option
After the discovery call
'Let me think about it' needs a date, not your memory.
The discovery call goes well. She says she'll think about it. You mean to check in next week, then three sessions fill the week, and by the time you remember, she's signed with a coach who followed up.
01Maybes
Put a date on every maybe before the next session starts.
Start from the stages for services: Enquiry, Discovery call, Proposal sent, Negotiating, Won and Lost. As the call ends, give the card a follow-up date, and a week is one tap. On the day, she's on Next activity due with your notes from the call.
- Rename the stages to yours
- Overdue ones say how late
- Notes from the call on her record
02Renewals
Raise the next package while sessions are still left.
Add a Package ends date field and set it to remind you once. An email arrives on the day and 7 days before, so you raise the next block of sessions while there are still a couple to go.
- Remind me: once, or every year
- The month's package ends on the calendar
- Several deals per client, one per package
03Past clients
Check in with past clients before they drift to another coach.
Inactive over 30 days lists every client with no note, task, chat or stage move in a month. Open it once a week, pick three, and ask how the goal is going, or who else might want the same help.
- Counts notes, done tasks, chats and stage moves
- A Birthdays view, by month
- Chats count too, once your number is linked
A worked example
One workshop, followed up, by an executive coach
- After the workshopSabrina coaches managers one to one. She imports the 30 sign-ups from a CSV, and each lands in Enquiry.
- That weekSix book a discovery call. Four say 'let me think about it', and each gets a follow-up a week out.
- The Monday afterAll four are on her list, with her notes from each call on their cards.
- Two weeks onTwo sign a three-month package. She sets Package ends on each card, so an email reaches her a week before the first one finishes.
And the rest
What it does for a coaching practice, and what it won't
Goes well with
Follow up last month's discovery calls before they book another coach.
Start with everyone who said 'let me think about it' in the last month.
30 minutes. You choose the day and the time.
Before you move your clients in
Do you need a CRM, or just your coaching app?
Your coaching app runs the sessions once someone has signed. This covers the part before and after: the discovery calls, the maybes, the renewal talk and the past clients. If your app already does that well, you may not need this.
No. It tells you who to contact and when, and you write to them. A follow-up date reminds you, never the client.
Not yet. Add each call to the client's record, and save it to your own calendar in a tap.
Yes, with a payment link on your own Stripe account, once your Stripe and your WhatsApp number are linked. A bank transfer counts too: type it into Amount paid.
No. Palby CRM keeps each chat on the client's record, so the history is there when you reply. Your number links by scanning a QR code. Answering enquiries is a separate Palby product: see how Palby answers WhatsApp enquiries.
There's no public price for Palby CRM yet, so you'll get a price for your team on the walkthrough.