CRM for Business Coaches

• The problem

  A discovery call ends with 'let me think about it', and you never write to that person again.

  In Kompot.ai

  Every discovery call is an opportunity in a pipeline: call booked, call held, proposal sent, enrolled. When a deal stays at call held, a workflow creates a follow-up task for you and can send the email you wrote in advance for exactly that moment.

• The problem

  Session notes live in three notebooks, and before each call you try to recall what the client committed to.

  In Kompot.ai

  Write the notes on the client's record after each session, next to their goals and the starting figures they gave you. Commitments become tasks in the client's project, shared by link: the client sees their action items and comments on progress before you meet.

• The problem

  A client's program ends next month and nobody has raised the renewal.

  In Kompot.ai

  Keep the program end date as a custom field on the client. A scheduled workflow creates a task for you ahead of that date and sends the client a message proposing a review session, so the renewal talk happens while the engagement is still running.

• The problem

  People book a discovery call and do not show up, and the slot in your week is wasted.

  In Kompot.ai

  Prospects pick the time themselves on your booking page and answer your questions about their business on the form; the call goes on your calendar with Google Calendar sync. They get an email confirmation with a calendar invitation and reminders before the call, so you both arrive prepared.

• The problem

  The program fee is split into installments, and you have to remember who has paid which one.

  In Kompot.ai

  Send each installment as a separate invoice with its own payment link, or bill ongoing monthly coaching as a subscription invoice. The client pays by card through the payment link, and an overdue installment is flagged before your next session with them.

What you keep on record

Goals and starting point

Business, role, team size, the goals set at intake and the program end date as custom fields on the client.

Session notes

Dated notes after every session on the client's record, next to recordings of calls made through the system.

Commitments

Action items as tasks with due dates in the client's project, visible to the client by link.

Programs

One-to-one programs, group programs, workshops and single sessions as price-list items.

Questions owners ask

Can prospects book a discovery call without emailing back and forth?

Yes. Share the link to your booking page in your email signature, your newsletter or your messages. The prospect chooses one of the times you opened for discovery calls, and the call is added to your calendar and synced to Google Calendar.

How do I keep clients accountable between sessions?

Turn each commitment into a task with a due date inside the client's project and share the project by link. The client sees the list and can comment on each item. Before the next session you open the project and see what was done.

Can I run one-to-one and group programs side by side?

Yes. Each program is an item in your price list, so the estimate and the invoice for a one-to-one engagement or a seat in a group program are built the same way. Mark group participants with a custom field and you can email the whole cohort as a segment.

Can clients pay for a program in installments?

Yes. Split the program fee into one invoice per installment, each with its own payment link, or set up a subscription invoice that bills every month. Payment is by card through Stripe or PayPal, and an installment that is late is flagged as overdue.