Module · Clients & delivery
Look professional from day one.
Keep clients longer.
The difference between a coach who lasts and one who quits in 6 months isn’t talent — it’s systems. These are the systems, free.
Why this matters to you
Clients don’t leave because your sessions are bad. They leave because they got no welcome pack, got no progress data, and the whole thing felt unprofessional. Fix those three things and your retention doubles.
The Playbook
Do these in order
From new enquiry → loyal client → evidence you can show funders.
- 1
Before session 1
Send a proper onboarding pack
Why this matters: PAR-Q (health screening), terms of service, photo consent, payment info. Looks pro, protects you legally, signals you mean business.
Build onboarding pack - 2
Save them in the system
Add every client to your tracker
Why this matters: Name, goals, contact, package, start date. One place — not WhatsApp chats and a notes app you'll lose.
Open Client Manager - 3
At every session
Log the session in 30 seconds
Why this matters: Date, what you did, how they felt, what's next. This is your evidence — funders, NHS commissioners and tribunals all want it.
Open client workspace - 4
Anytime you need a programme
Build programmes in seconds with AI
Why this matters: Any goal, any kit, any space. Park bench, prison gym, living room. The Workout Advisor writes it for you — you tweak and deliver.
Open Workout Advisor
Pro habits
What separates pros from amateurs
Small habits. Massive difference.
Reply within 1 hour
Enquiries go cold fast. Even a 'I'll get back to you tonight' beats silence. Most coaches lose 50% of leads to slow replies.
Take a 'before' photo and measurements
Not for Instagram. For the client. In 12 weeks they'll have forgotten what they looked like. Show them. They'll re-sign.
Send a recap after each block
A 4-line WhatsApp every 4 weeks: what they did, what they hit, what's next. Costs you nothing, makes them feel coached.
Ask for a referral after a win
Right after a PB or a goal hit. 'Loved that — if anyone you know would benefit, send them my way.' That's it.
FAQ
Common client questions
Straight answers, no fluff.
Do I really need a PAR-Q for someone I already know?
Yes. Even your mate. It protects you if anything goes wrong — and if you ever apply for insurance, NHS work, or a CIC contract, they'll ask for it.
What if a client doesn’t pay on time?
Pause sessions until paid — politely, in writing. Your terms of service (in the onboarding pack) cover this. Don’t train people on credit. Ever.
Should I take card payments or just bank transfer?
Bank transfer is free and fine to start. Once you’re busy, a free Stripe link or SumUp card reader makes booking blocks of sessions much easier.
How do I prove my sessions to funders or commissioners?
The Session Tracker exports your logs as a CSV. That + before/after photos + a couple of client quotes is what wins NHS, YOT and grant work.