Client CRM for independent coaches
Remember the agreement behind every client.
Design preview · Planned connected Mako Coach workflow. Illustrative records.
A useful client record tells you where the relationship stands and what you agreed to do next. Bring enquiries, goals, appointments, coaching plans, payments and conversations into the same Mako profile, so your next check-in begins with the person and the history behind it.
Clients log assigned training and reply in Beta Training, included with your coach plan.
7 days for $1 USDThe complete core, then the plan for your active clients.
An agreement taking shape
- Enquiry
- Received
- Consultation
- Completed
- Next action
- Agree start date
An unaccepted invitation is distinct from an active service.
01 / Client CRM
Start with the first conversation
Someone asks about coaching. You arrange a consultation, discuss their goals and offer a service. Those early conversations matter when the same person becomes a client. Keep the enquiry, consultation outcome, agreed start date and next action together as the relationship develops.
Move through Lead, Consultation, Onboarding and Active with a record of what actually happened. An invitation still waiting for acceptance deserves a different next step from an established client approaching renewal. Keep that difference visible, including the agreement and program acceptance where training is part of your service.
An agreement taking shape
- Enquiry
- Received
- Consultation
- Completed
- Next action
- Agree start date
An unaccepted invitation is distinct from an active service.
02 / Client CRM
Read the relationship in order
Open the client timeline to follow the meaningful events: an appointment booked, a payment confirmed, a plan accepted, a completed workout shared or a question asked. See the sequence before choosing your response.
Find the people you need by coaching stage, service, upcoming renewal, last coach contact or reason for attention. From the profile, return to the record behind the next action:
- Review the current plan before discussing a change.
- Check bookings and available credits before arranging another session.
- Read the earlier conversation before writing a check-in.
The relationship, in order
- Plan offer
- Accepted
- Session booking
- Confirmed
- Client question
- Needs reply
Open the underlying event before choosing the next action.
03 / Client CRM
Keep your notes private and your feedback clear
Your preparation notes and a message to your client serve different purposes. Keep private coaching notes clearly separate from shared discussions. Private notes stay out of the client's view and notification previews.
When you want the client to respond, use a shared conversation they can see and answer. A question remains work to do until it receives a substantive reply or you explicitly record it as answered. Write the message yourself, or review and edit an optional contextual draft before sending it. Your client should hear from you with the right context.
Private and shared
- Preparation note
- Coach only
- Training question
- Shared with Alex
- Question status
- Awaiting reply
Private notes do not appear in client views or message drafts.
04 / Client CRM
Let the record reflect the agreement today
Clients take time off, change services and finish coaching blocks. Record a pause with its dates and a review point, or end a relationship with a date and reason. Keep the permitted history so a future conversation has a starting point.
An approved pause changes training expectations. Payment responsibilities still follow the coaching agreement. A workout log or a new message does not silently restart an ended relationship.
Keep relationship stage separate from attention needed. An active client may need a reply; another may have nothing due. Unknown training data calls for a check of the update, not an assumption about commitment.
The current agreement
- Coaching service
- Active
- Attention needed
- Question to answer
- Training coverage
- Unknown
Attention does not change the relationship stage or prove missed training.
A coaching example
Illustrative coaching example: pick up the thread with Alex
Alex enquires about hybrid strength coaching. After a consultation, you record the goal: build a consistent three-day routine around changing work shifts. The agreed package, first appointment and accepted program join the same client history.
Before the next check-in, you open Alex's profile. You can see the original goal, the upcoming appointment, the latest shared completed training and the earlier conversation about shift changes. You ask whether the current training days still fit, with the agreement in front of you. A private preparation note stays private; your question belongs in the shared discussion.
Pick up the thread
- Stage
- Active coaching
- Last agreement
- Three training days
- Next action
- Check the schedule
Meaningful events stay with the person they belong to.
Visible to Alex
- Question
- Do the training days still fit?
- Visibility
- Coach and client
- Answer
- Awaiting reply
Feedback belongs in a conversation the client can see and answer.
Coach preparation only
- Visibility
- Coach only
- Client notification
- None
- Draft assistance
- Excluded
This illustrative preparation note never becomes a client message.
Illustrative change only. Nothing is sent.
Fictional client and records. These controls change this illustration only; they do not send messages, change bookings or collect payments.
Practical questions
A few things to know.
Do all my clients need Beta Training?
Clients can enquire, book and pay without Beta Training or workout sharing. You work in Mako. Clients who accept assigned training log it and reply in Beta Training, with assigned-plan logging and replies included in your coach plan. Training sharing is optional and revocable.
Can clients see my private notes?
Coach-private notes are separate from client-visible conversations. Use notes for your own preparation and shared discussions for feedback you want the client to receive. Private notes do not appear in client views or become material for personalized message drafts.
Can I bring existing client records?
Supported imports use a preview, field mapping and duplicate review before records are added. The source format needs to be assessed first. Importing a contact does not automatically connect a Beta account or grant access to that person's training history.
Does an attention flag change the client's coaching status?
Attention and relationship stage are separate. A question can need a reply while the client remains Active. A missing update can show Unknown data. Neither condition changes the coaching agreement or proves that a client missed training.
Keep the rest of the practice connected.
Give the next conversation a better starting point.
Explore one ongoing coaching relationship in the planned workspace and explore how its goals, agreements and next actions fit together. Explore your coaching workspace to share how you work.
The connected coach workflow is in development. Ask about access before moving your practice.