Pro Tip: A 3-Step System for Better Client Organization
When your client list starts growing, keeping everything organized can feel like herding cats. Today I want to share a simple but powerful system for staying on top of your coaching practice using three key CoachRx features.
What It Is:
A combination of client tags, tasks, and scheduled messages that work together to create an automated workflow for managing your clients and responsibilities.
Client Tags: Think of these as smart filters for your client list. They allow you to organize clients by any category that matters to your coaching practice - whether that's training type (remote vs. in-person), experience level (beginner to advanced), check-in schedules (Monday vs. Wednesday groups), or program focus (strength, nutrition, etc.).
Tasks: Your digital to-do list that keeps you accountable. These can be one-time items like "Schedule Lucy's consultation" or recurring tasks like "Monday client check-ins." Each task can be linked to specific clients and given due dates to ensure nothing slips through the cracks.
Scheduled Messages: Your automated communication system. This feature lets you pre-schedule important client touchpoints, from consultation reminders to program updates. You can even use your client tags to send targeted messages to specific groups.
When these three features work together, they create a seamless workflow that automates the administrative side of your coaching, letting you focus more on what matters - actually coaching your clients.
How to Use It:
1. Set Up Client Tags
Go to your client list and select "Manage Tags"
Create tags based on key categories (training type, experience level, check-in days)
Apply relevant tags to each client
Pro tip: Use tags for bulk messaging specific client groups
2. Create Task Systems
Add daily or weekly tasks through the task manager
Link tasks to specific clients when needed
Set due dates for important follow-ups
Schedule regular check-ins and consultation reminders
3. Schedule Messages
Access the message center through the message icon
Set up automated consultation reminders
Use tags to send targeted group messages
Create regular check-in schedules
Why It Matters:
This system helps you:
Cut down on administrative time
Ensure no client falls through the cracks
Maintain consistent communication
Scale your coaching practice efficiently
Focus more time on actual coaching
The key is taking time upfront to set up your system. While it might take an hour or two initially, you'll save countless hours in the long run and deliver a more professional coaching experience.
Need help setting this up? Book a 1:1 call with our team and we'll help you create your perfect workflow.
Want to dive deeper? Watch this week's 10 Minute Tips video for a detailed walkthrough of these features in action.
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