If you own a business where you coach people, you already know how important it is to keep your clients’ information organized and easy to access. That’s why we created this video tutorial where we show how we use ClickUp for coaching as well as some useful tips.
P.S.: Click the hyperlinked text to go exactly to the part of the video where we mention each feature!
We recommend first creating a template for your coaching clients and duplicating it every time you get a new client.
We always start with a client folder for each of our clients, no matter if it’s a one-off project, coaching, or consulting, and depending on how many projects they have with us, they get a list per project. The next step that we follow is we create a task for our scheduled calls and a document where we wrote down important details about these calls.
In this main document, we nest other documents where we paste other important parts, for example, contracts and goals. We like to share this document with the client so they can take notes too, which is a great way to double-check with them to make sure you’re on the same page.
You can also attach a chat view with your client, add a Google Drive link. We record our calls and put them on the Asset link custom field which makes it easier for both our team and our client to access the recording if needed.
Some general recommendations to use ClickUp for coaches, but are not totally necessary, is having a dashboard for the client, bookmarking important links like contracts and proposals, adding a walkthrough video for the client, etc.
Watch Amalie Show You How To Use ClickUp For Coaches:
Read The ClickUp For Coaches Video Transcript
Amalie Shaffer 0:05
This week’s episode of ClickUp Mastery is sponsored by the Gutsy Mama Project, built to give moms the tools they need to quit their nine to five by building a money making Squarespace design business. To find out more about the Gutsy Mama Project, go to BeAGutsyMama.com.
Hi, I am Amalie with Systematic Excellence Consulting and today I’m going to go over ClickUp for coaching clients. So some of the other videos I’ve done applied to how coaches would can utilize ClickUp for their business, but I thought I’d just go into a little bit more detail as far as client management and how we use it inside of our business.
So one of the first things we have is we have a client folder. So each of our clients get a folder, whether they’re going to be doing a one off project, coaching, consulting, anything like that, they each get a folder. So here I’ve shown that, and then depending on how many projects they have with us, they get a list per project.
So let’s just say this as a coaching client, that’s all they’re doing, we’re gonna meet weekly with them, and they’ll get one list. Now if they decide to hire us for something else later on, then they might get an additional list for that project.
Then, what I’ll do is I will create tasks for each of their calls that we have scheduled. And I will create a document using the clients name and call notes. And in here, what I’ve done is I just took the four calls that I had laid out that when we would actually have calls and put due dates to them, I would add the client to that list so that they could get a reminder about our call. And then I made notes for each of them.
So this is just the main document and then I’ve just nested four other documents here, you can see that. Now what I would do on the first document is I would paste the Statement of Work from the contract or whatever is agreed on, and maybe some main goals that you know, maybe I’d have like, main goals for our time together and set those on the front document. And then each call I would take notes from I would take notes, like as we’re talking. And when you share this with the client, they can also take notes here. So you could both be taking notes. You can they could look go back and refer to it later, they can add notes after they’re done, you know. So this is a nice way for maybe, as you’re both on the call, you can take notes at the same time, maybe they want to just note something different than you’ve noted.
Anyway, so you can do that. And I’ve connected it to each of the tasks. So if I click on this, it’s going to open up the November 17th task. And I would do that for each of these. And all I did was I clicked on the nested Doc, I click on relationships, I go to page, links, task, and then I’m going to look for that November 24. Go ahead, now it’s connected.
You can get crazy, you can add cover images, you can do a lot with this. If you haven’t watched my other video about the 3.0 Docs, or click up docs, I highly recommend doing that. ClickUp just came out with new Docs features that are really fantastic.
So again, to connect this to the next task, I’m just going to click on relationships, page, links, task, find that December 1, and now it’s connected. Now, like I said, I would take notes from here. And what you could do is let’s say on this first one, you take notes and you decide on something, this will be done by time, right. So you could you know, have this if you highlight it create a task. And then you can assign it, for now just assign it to myself but you could assign it to your client, you create a task. So now you’ve created a task in here. And if we go over sorry, if we go back over to the list that we had, it says it’s created. It does this the task that we just created, so I would probably just move that down into for next time to help the client know, like they’ve agreed to have this done by the next time, I also put a q&a section here. That might be irrelevant if you use the dashboard, but I wanted to show just kind of the different options that are available as far as like, if you wanted to do q&a this way versus doing it in a dashboard that I’m going to show you.
You can also attach a chat view. So if you wanted to have the chat view here, you could have, you know, the client chat here, we can rename this. So it can be client chat. So what I’ve done, and I’ll show it in a minute is put the chat on the dashboard. But if you prefer it to be within the list, then you could have all of those things here. So you’ll have your client, your call notes, you’ll have your chat with the client, and then you’ll have your schedule of events or your your call schedule here.
And then for information, I just put the Google Drive link. And then over here, I’ve added a custom field, I would put the link to the Google folder here. And then what we typically do is after our calls, we upload them to Google Drive to the client folder. And then we put the link to the actual recording in the asset link custom field. And that way the client can access the recording if they’d like to, you could also put the link on each of the call notes. So I could come back here and you know, I could put like, Call recording link and I could put it here instead of in the task. So really, it depends on how you want to see it or look at it.
And then the doc. So since we created that relationship, it’s right here, it’s hyperlinked right here. So if you click on this, this is going to take us to that document that we created. Okay, so that’s the main, I guess, part that I would, how I would manage coaching clients.
Now, what I would do first is create the template of what I want it to look like. And then I would just duplicate that each time for new clients. So I wouldn’t recreate this every time I would make this a template and just apply the template or duplicate the template when we get a new client.
Now the other piece of it is having a dashboard for the client. And so this is just an example of a dashboard that I created. And just over here, it’s you know, just a start here, we’re going to bookmark this link so that they have you know, they have the Dashboard link. If you don’t want to use dashboards, I think that’s fine. I just find that it’s I don’t know, maybe visually easier, I don’t know.
Anyway, so we’ve used dashboards, our clients seem to like them. So I wanted to show this way as well, but I think you could do without them. And it would still be fine. So the other bookmark we ask them to bookmark is the 17 Hats portal, that’s what we use for our contracts, and proposals and things like that. And there’s a portal that they save the URL to that they’ll be able to access their agreement that they’ve signed. And then we put a walkthrough video right here communication, we let them know to use the chat widget which is right here. And again, this chat widget doesn’t have to live in the dashboard, it could live over in the list, like I showed in the beginning right here, this client chat. Now those two chats are not connected. So you just want to choose one place for the chat to be and just go with that one.
Okay, so then what I’ve done is I’ve linked the call list or the call scheduling, I should call this the call schedule, task list here. I’m in viewing. There we go. Yeah, and so this is now has the call schedule that’s in here. And I mean, it’s just kind of reviewing it one way or the other. If you’re not going to use the dashboard, I would make sure that you have your zoom link maybe put over here so you know, I might put my Zoom link there.
I might put you know how we work documents, we have a PDF with how we work information. I may put that there if I’m not going to use a dashboard. Now I’ve just made those quick links because we typically use a dashboard for that. Okay, so from there, that’s the main way that we’ve managed coaching clients.
Now I will say as for coaching in general, it is important to have an operations area where you have your CRM team members where you’re managing leads and Client Onboarding. I do have some additional videos about that. And I’ll put the links in the description of this video. But those are all really important parts of a coaching business, right? So you’re going to need to track leads, you’re going to need to track current clients.
Now, I will say this about the current client area versus the client folder. So we use the current client list in our CRM folder, which is right here. So CRM folder current client list, as a place to remind us about sending invoices, about, do we have a one-off project? Is it an ongoing project, are we off boarding them? So we have information in both places when we do our onboarding, our onboarding checklist, as you can see, Client Onboarding template task right here, that is done in the CRM area, not in the client area up here. So I just want to make that clear. Because we have the information in both places, it seems maybe redundant. But I think it’s nice to be able to see all of our current clients in one place, all of our leads in one place, and then manage their projects and ongoing clients in a separate area. So having operations in your business, and then managing team members, depending on you know how big your business is, you’re going to want a marketing area.
So when you’re doing any kind of content production, content management, depending on what platforms you’re on, it could be maybe you need, you know, inside of content management, it could have a list for you know, whatever platforms are on, podcast, production, blog production, YouTube production, all of that is going to be important.
But as far as the functions of the business, I really think, you know, if you stick with a client space, operation space, marketing space, those are going to let you get most of your main pieces of your business. And then you can always build out other spaces if you have more, but I’d say they’re really the core of it. And maybe for us, we put accounting and things like that inside of our operations area, but maybe want a space for accounting, where you keep track of your subscriptions, and you keep track of your pay and what you’re paying people and things like that. And but for us, those are the main you know, functions of the business.
So I hope that was helpful. Again, my name is Amalie, I’m with Systematic Excellence Consulting, and this is the ClickUp Mastery YouTube channel. So make sure you subscribe. If you have any questions, leave them in the comments. I do make sure that I respond to all of them. And if you’re looking for additional support, maybe some-one-one help getting things set up, you can click the link below and book a call with me. So thank you so much, and I’ll see you next time.
More ClickUp Tips
- Make your client onboarding process easy with this video tutorial.
- Got a course coming up? Make sure you don’t miss any of the steps with our Course launch ClickUp tutorial
- ClickUp docs 3.0 is here and with tons of super useful features
- Improve your relationships with your clients with CRM in ClickUp.
- Look at all the different ideas for utilizing ClickUp Dashboards.
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