TLDR (Summary)
The best CRM software for coaches is Plutio ($19/month).
Generic CRM software tracks contacts, deals, and email opens, but coaching requires different context. Coaches need to see session history, goal progress, program enrollment status, action item completion, and transformation milestones all connected to each client profile. Plutio builds CRM around the coaching relationship rather than the sales funnel, so client profiles show the full journey from discovery call through ongoing transformation work.
According to industry research, $112.91 billion with 91% adoption among businesses with 10+ employees, but 50% report their CRM is too difficult to use and 45% say they need better automation. Coaching-specific CRM connects session context to client profiles instead of requiring coaches to dig through separate note-taking apps, spreadsheets, and booking tools to reconstruct client history.
For additional strategies, read our client onboarding guide.
What is CRM software for coaches?
CRM software for coaches is software that connects client profiles to session history, goal tracking, program management, and transformation milestones with complete context visible before every session.
The distinction matters because sales CRM tracks leads through a pipeline to close deals, then the relationship often ends or moves to account management. Coaching CRM tracks ongoing transformation journeys where the relationship deepens over months or years, sessions build on previous breakthroughs, and client context compounds with every interaction.
What coaching CRM actually does
Core functions include storing client contact information and communication history, tracking which coaching program each client is enrolled in and how many sessions remain in their package, connecting session notes to goal progress so you can see what was discussed and what changed, managing action items assigned between sessions with completion tracking, and surfacing renewal opportunities when clients approach package depletion so continuation conversations happen at the right moment rather than weeks after momentum fades.
Sales CRM vs relationship CRM
Sales CRM like HubSpot or Salesforce improves for moving prospects through a funnel. Coaching CRM improves for deepening existing relationships. In sales CRM, a closed deal is success. In coaching CRM, a closed deal is just the beginning. The software needs to track what happens after the signature, through months of sessions, breakthroughs, setbacks, and continued growth. Sales CRM measures conversion rates. Coaching CRM measures transformation progress.
What makes coaching CRM different
Coaching relationships require context that compounds over time. A client mentions boundary-setting challenges in session 3, has a breakthrough conversation in session 7, experiences a setback in session 11, and references that journey in session 15. Without CRM that connects these moments across months, coaches spend the first 10 minutes of every session reconstructing context that should already be visible. Contact databases store names and emails. Coaching CRM stores transformation arcs.
When CRM connects to scheduling, proposals, session notes, and goal tracking, client profiles become the single source of truth for the entire coaching relationship instead of just another database to keep updated.
Why coaches need CRM software
Coaches who grow beyond 5-7 active clients face a compounding problem where each new client adds context that exists only in the coach's memory, scattered across note-taking apps, booking confirmations, and email threads that become increasingly impossible to reconstruct before sessions.
With 3 active clients, a coach can remember that Sarah is working on boundaries with her business partner, Mike is focused on delegation, and Lisa is navigating a career transition. With 15 active clients meeting twice monthly, that becomes 30 sessions per month where the coach needs to walk in with full context about goals set 6 weeks ago, action items from last session, and the breakthrough that happened 3 sessions back.
The scattered context problem
According to a Harvard Business, knowledge workers toggle between apps 1,200 times per day, losing around 9% of productive time to context switching. For coaches specifically, that means discovery call notes live in the booking app, signed contracts sit in HelloSign, session notes scatter across Google Docs or Notion, goal progress exists in a spreadsheet if tracked at all, and payment history lives in Stripe with no connection to sessions delivered. Before every session, coaches reconstruct client context from 4-5 different sources or walk in unprepared.
The fragmentation problem
You stack 5-7 disconnected tools including Calendly or Acuity for scheduling, PandaDoc or HelloSign for contracts, Notion or Google Docs for session notes, Stripe for payments, and maybe a spreadsheet to track package sessions. Each tool handles one function, but none share data automatically. When a client completes session 8 of a 12-session package, nothing updates anywhere. The coach has to remember to check the spreadsheet, count remaining sessions, and start the renewal conversation at the right time.
The lost renewal opportunity
Package-based coaching depends on timely renewal conversations. The best moment is during or immediately after a breakthrough session when the client is experiencing the value of the work. But without automated tracking, coaches often realize a package ended only after the client stops booking sessions. Research from coaching communities shows that 20-30% of clients who would have renewed are lost during package transitions because the renewal conversation happened too late or not at all.
The scaling tipping point
You hit a threshold around 10-15 active clients where the manual approach breaks down. One coach managing 15 clients with 30 sessions per month needs to track 30 sets of goals, 30 sets of action items, 15 package statuses, and 15 renewal timelines while also running discovery calls with new prospects. The cognitive load becomes unsustainable without systems that surface context automatically.
Connected CRM software absorbs the admin work that would otherwise scale linearly with each new client. Every additional client adds revenue without adding proportional cognitive overhead when Plutio tracks context instead of the coach's memory.
CRM features coaches need
The essential CRM features for coaches connect client contact information with session history, goal tracking, and program management while handling the unique patterns that coaching relationships require.
Core CRM features
- Client profiles with complete contact information: Name, email, phone, timezone, communication preferences, and custom fields for coaching-specific data like referral source or assessment results.
- Communication history in one timeline: Discovery call notes, proposal sent and signed, contract attached, session notes chronologically, email threads, and action item updates all visible on the client record.
- Program and package tracking: Which coaching program the client is enrolled in, how many sessions they purchased, how many sessions have been completed, and when they are approaching package depletion.
- Goal and progress tracking: Original goals captured during intake, progress updates after each session, milestones reached, and patterns over time so coaches can reference the transformation arc.
- Action item management: Homework assigned between sessions, completion status, and carryover tasks that persist until clients check them off or coaches decide they are no longer relevant.
Coaching-specific features
- Session notes connected to client profiles: Not stored in a separate note-taking app. Directly on the client timeline so context from session 3 is visible before session 4. Industry standard is confidentiality per ICF Code of Ethics.
- Renewal and continuation alerts: Automatic notifications when clients book their second-to-last session so renewal conversations happen during active engagement rather than after packages end and momentum fades.
- Client portal access: Clients can view their own goal progress, check upcoming sessions, access resources you shared, and see action items without emailing you for information they already have permission to see.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors. All client-facing communications show your brand.
- Unified inbox: All client messages arrive in one place.
- Permissions: Control who sees what.
- Automations: Create rules that trigger actions without your involvement.
The deciding factor for coaches is integration depth. CRM software that connects with scheduling, proposals, session notes, and invoicing eliminates duplicate data entry. Client signs a coaching package and their profile is created with program enrollment, session allocation, and payment schedule already set.
CRM software pricing for coaches
CRM software for coaches typically costs $20-80 per month for standalone solutions, with integrated platforms providing complete functionality at the lower end of that range.
What coaches typically pay for CRM tools
- HubSpot CRM: Free basic, $45-100/month for features coaches need (custom fields, automation)
- Dubsado: $40/month for client management with proposals and contracts
- Practice Better: $29-79/month for health coach-specific features
- Salesforce: $25-300/month, designed for enterprise sales teams not solo coaches
Standalone CRM tools handle contact management but require separate subscriptions for scheduling ($15/month), contracts ($25/month), and invoicing ($15/month). Total stack cost ranges from $75-135/month before adding project management or note-taking tools.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited CRM plus scheduling, proposals, contracts, invoicing, client portals, and session management for up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions.
- Max: $199/month: Unlimited team, white-label, single sign-on.
The ROI calculation for coaches
- Time savings on session prep: 5-10 minutes per session. Across your monthly sessions, that reclaims hours that would otherwise go to reconstructing client context.
- Improved renewal rates: Timely renewal conversations capture 20-30% more continuing clients. The revenue impact compounds with each client retained who would have otherwise churned during package transitions.
- Reduced no-shows: Automated reminders with client context reduce no-shows by 15-25%. Each prevented no-show saves rescheduling time and preserves session momentum.
CRM software ROI comes through improved client retention and time savings. Plutio pays for itself with one additional renewal captured per quarter or a few hours per month saved on admin work that goes directly back to billable client sessions.
Why Plutio is the best CRM for coaches
Plutio handles CRM as part of a complete coaching platform where scheduling, proposals, session notes, and invoicing work together rather than as separate tools that need manual connection.
Client profiles that show the complete journey
Every client profile includes contact information, communication history, signed contracts, program enrollment details, session history with notes, goal progress, action items, payment status, and upcoming bookings all on one timeline. Before a session, you open the client profile and see everything needed. What was discussed last time, which action items were completed, how many sessions remain in their package, and when renewal conversations should start. No toggling between apps to reconstruct context.
Session notes that stay connected
Session notes attach directly to client profiles on the timeline, not in a separate note-taking app. After a session about boundary-setting, you write notes, assign action items, and it all saves to that client's record. Three months later when the client references that conversation, you scroll the timeline and find the exact session instead of searching through folders in Notion or Google Docs. Notes written in context stay in context.
Goal tracking that updates automatically
During intake, you capture client goals. After each session, you update progress. The timeline shows the arc including goal set in discovery call, first breakthrough in session 4, setback in session 7, major milestone in session 10. You and the client both see progress over time. No separate spreadsheet to maintain. No manual updates required. Goals live on the client profile where they belong.
Package and program management
When a client signs a 12-session coaching package, Plutio sets their session allocation automatically. They book session 5, the count updates to 7 remaining. They book session 10, you get a notification showing 2 sessions remaining for this client. The notification prompts you to start the renewal conversation during an upcoming session, not weeks after the package ends. Package tracking happens in the background so you can focus on coaching instead of counting sessions in a spreadsheet.
Renewal conversations at the right moment
The best renewal conversations happen during or immediately after breakthroughs when clients are experiencing transformation. But without automated tracking, coaches often realize packages ended only when clients stop booking. Plutio alerts you when clients approach depletion so you can bring up continuation while momentum is strong. Coaches using Plutio report 20-30% better package-to-package retention compared to manual tracking.
Client portals for self-service context
Clients log into their branded portal to see upcoming sessions, review goal progress, complete action items, access resources you shared, and message you. Fewer "what was that worksheet called?" emails at 9pm. Fewer "when is our next session?" texts while you are coaching someone else. Clients get context on their own time. You get uninterrupted focus during sessions.
White-label everything
Use your own domain. Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand instead of Plutio's. On the Max plan at $199/month, full white-label includes custom domain for client portals so clients see yourcoaching.com instead of plutio.com.
Unified inbox for all client communication
When a client sends a message through the portal, books a session, or responds to a proposal, the notification appears in one inbox. Reply directly without opening email. All conversations thread by client so you see complete history without searching across multiple inboxes.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. If you bring in an assistant to handle scheduling, give them calendar access without exposing session notes. If you add a team coach, control which clients they can see. Permissions work at the client, project, and feature level.
No-code automations
Create rules that trigger actions without your involvement. Common coaching automations include sending session reminders 24 hours before bookings, notifying the coach when action items are marked complete, alerting when clients approach final session in package, and creating renewal proposal automatically at depletion threshold. Build automations through visual interface without coding.
Native integrations for coaching workflows
Connect Stripe and PayPal for payments so invoices include direct payment links. Sync Google Calendar or Outlook so bookings appear on your main calendar and availability updates automatically. Use Zapier to connect 3,000+ other apps for specialized workflows. All integrations flow through the unified client profile.
Everything runs from one app with your branding, your terminology, and your workflow logic. Client profiles become the single source of truth for coaching relationships instead of scattered fragments across 5 different tools.
How to set up CRM in Plutio
Setting up CRM in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per client after your templates and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your timezone, business hours, and communication preferences. Configure custom fields for coaching-specific data you want to track on every client profile such as referral source, assessment scores, or program type. These fields appear on all client records so you can filter and report consistently.
Step 2: Create templates (1-2 hours)
Build 3-5 templates covering your common coaching offerings. For coaches, recommended templates include:
- Discovery call proposal: Package options, pricing, payment plans, and the contract for new clients.
- Standard coaching package: 6-session or 12-session programs with session allocation and payment schedules.
- VIP intensive: Day-long or multi-day programs with deposit requirements and resource delivery.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for payment processing. Connect your calendar through Google Calendar or Outlook so availability syncs automatically. Test each integration before using with clients by booking a test session and processing a test payment to confirm everything flows correctly.
Step 4: Import existing data (30 mins)
Upload existing client contact information via CSV export from your current CRM, email list, or spreadsheet. Map fields appropriately so names, emails, and program information land in the right places. Historical session notes can be added manually or uploaded as attachments to client profiles.
Step 5: Test with one real client workflow
Run through the complete workflow with an actual client rather than a test account. Send a proposal, have them sign and pay, book their first session, write session notes, assign action items, and verify everything appears on the client timeline as expected. Fix any gaps before setup more clients.
Common setup mistakes to avoid
- Over-customizing too early: Start minimal and refine based on actual use. You will discover what custom fields matter after working with 5-10 clients in Plutio.
- Ignoring mobile: Download the mobile apps during setup and test key workflows. You will check client context on your phone before sessions.
- Skipping automation setup: Configure session reminders, renewal alerts, and action item notifications during initial setup. These automations save hours every week once configured.
Build templates for the 80% cases that cover most of your coaching work. The discovery call to first package flow, the renewal proposal, and the standard session workflow. Edge cases can be handled manually.
CRM organization for coaches
Organizing CRM creates clarity and enables efficient client management as your coaching practice grows.
Client segmentation for coaches
- Active clients: Currently enrolled in a coaching program with sessions remaining in their package.
- Alumni clients: Completed a coaching program but not currently active. Strong candidates for re-engagement campaigns or new program launches.
- Prospects: Completed discovery calls but have not signed a package yet. Follow-up nurturing required.
Coaching journey stages
- Discovery: Initial conversation scheduled, intake form completed, needs and goals assessed, proposal sent.
- setup: Package signed, payment processed, welcome materials delivered, first session scheduled.
- Active coaching: Regular sessions happening, action items being tracked, progress toward goals visible.
- Approaching completion: Final 2-3 sessions remaining, renewal conversation needed, transition planning begins.
- Alumni: Package completed, follow-up check-ins scheduled, re-engagement opportunities identified.
Information to track
- Original goals and desired outcomes
- Session notes with breakthroughs and setbacks
- Action items assigned and completion status
- Assessment results or coaching tool outputs
- Resources shared and when they were delivered
- Patterns observed across sessions
Proven methods
- Write session notes immediately after sessions while context is fresh
- Reference original goals periodically to maintain alignment
- Tag sessions by theme such as boundaries, delegation, transitions for pattern recognition
- Update package status as sessions are completed so renewal timing is accurate
Organized CRM enables pattern recognition across your entire client base. When you notice that 60% of your clients struggle with delegation during weeks 4-6 of coaching, you can proactively address it. Structure serves insight.
Client portals for coaches: CRM connection
Client portals connect CRM data to client-facing access, creating smooth self-service for goal progress, session history, and action items.
Portal as transformation dashboard
Clients access their complete coaching journey through branded portals. Session history, goal progress, action items, resources, and upcoming sessions in one place. CRM data powers what clients see. When you mark an action item complete in your coach view, clients see the update in their portal immediately.
Consistent experience
Portal presentation reflects the organized data in CRM. Professional, consistent client experience across all interactions. Clients don't see scattered booking confirmations from Calendly, contract links from HelloSign, and payment receipts from Stripe. They see one branded coaching portal with everything connected.
Self-service access
Clients find their own session notes, resources, and upcoming sessions. CRM organization enables client self-service without administrative burden. Fewer "can you resend that worksheet?" emails. Fewer "when is our next session?" text messages. Clients access information on their schedule instead of waiting for you to respond.
Two-way visibility
Portal interactions feed back into CRM. Client activity adds to your understanding of engagement and progress. Complete picture from both perspectives. When clients mark action items complete in their portal, you see completion notifications. When they access resources, It's easy to confirm they are engaging with the materials. Visibility helps you coach more effectively.
Continuity between packages
Portals maintain relationship context across coaching engagements. Returning clients find their history. Connection maintained between package cycles. A client completes a 6-session starter package, takes 3 months off, then returns for a 12-session transformation program. Their portal shows the full journey, not just the current package. Continuity reinforces the long-term coaching relationship.
Portals make CRM client-facing. Internal organization translates to external experience. Clients perceive your coaching practice as professional and organized because the portal reflects the structure in CRM.
How to migrate CRM to Plutio
Migration from another CRM software typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between coaching cohorts or during a slower booking period rather than mid-program with 15 active clients.
Step 1: Export from your current tool
Most CRM software provides CSV export. Here is what to export from common tools:
- HubSpot: Contacts, Export, All contacts with all properties. Include custom fields for program type or package status.
- Dubsado: Clients, Export to CSV. Includes contact info and project status but not detailed notes.
- Spreadsheets: Save as CSV. Clean up formatting inconsistencies before import such as consistent date formats, standardized program names.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported content as reference to create new coaching package templates. Focus on forward-looking workflows, not historical archives. Build the discovery call proposal, standard package templates, and renewal workflows you will use with new and continuing clients. Historical data can be attached as notes, but active templates should reflect your current coaching offerings.
Step 3: Set up integrations (30 mins)
Connect payment processing through Stripe or PayPal, calendar sync through Google Calendar or Outlook, and any accounting software you use. Test each integration before relying on it. Process a test payment, book a test session, verify calendar sync works bidirectionally.
Step 4: Import data (30 mins)
Upload your CSV to Plutio. Map fields appropriately including First Name, Last Name, Email, Phone, Program Type, Package Status, Custom Fields. Review the import preview before confirming. Fix any mapping errors and re-import if needed. Better to spend 15 minutes getting the import right than cleaning up bad data later.
Step 5: Run parallel for new work
Use Plutio for all new discovery calls and package signups while keeping the old system active for clients already mid-program. The parallel approach avoids disrupting active coaching relationships while you learn the new platform. As packages complete in the old system, renewal proposals happen in Plutio. Gradual transition over 30-60 days.
Step 6: Phase out the old tool
Once all active clients are either completed in the old system or migrated to Plutio, which typically takes 30-60 days, cancel that subscription. Export any remaining historical data for archive purposes, but active coaching work now runs entirely in Plutio.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active client data and forward-looking workflows. You don't need to recreate 3 years of session notes if clients have completed those programs.
- Switching mid-program: Finish in-progress coaching packages on the old system. Start fresh programs in Plutio. Avoid forcing clients to adapt to new portals mid-journey.
- Not testing integrations: Verify payment processing works before relying on it for real client transactions. Test session reminders before clients book.
The investment in migration pays back in time saved on every future session prep, every renewal conversation, and every moment you would have spent searching for client context across disconnected tools.
