7 Essential Tools for Automating Your Coaching Business and Saving Time

As a business owner, I understand the importance of using technology to save time and streamline my business operations. Over the years, I’ve tried countless tools and software solutions, and I’ve discovered that some are particularly effective for automating tasks and improving productivity. Below I’m sharing my top seven essential tools for automating your coaching business and saving time. (These are all tools & systems I use myself or recommend to my clients – learn from my years of trying everything out there, so you don’t have to!) 

1. Dubsado (Client Relationship Management)

Dubsado is a client relationship management (CRM) tool designed specifically for service-based businesses like coaching. With Dubsado, I can automate client onboarding, contracts, invoicing, and all client information (like intake forms). The platform’s customizable workflows and templates save me time and ensure a consistent client experience.

Key features:

  • Customizable client portals
  • Automated contracts and electronic signatures
  • Integrated invoicing and payment processing
  • Custom forms and questionnaires
  • Time tracking and reporting

By using Dubsado to manage your client relationships, you can keep your focus on providing excellent services while the administrative tasks are taken care of.

2. Acuity Scheduling (Appointment Booking)

As a coach, managing your schedule can be challenging. Acuity Scheduling is a user-friendly appointment booking tool that allows clients to book sessions based on your availability. Acuity Scheduling integrates with your calendar and automates appointment confirmations and reminders, reducing the risk of no-shows and double bookings. 

Key features:

  • Customizable appointment types and availability
  • Automated appointment confirmations and reminders
  • Integrations with popular calendar apps
  • Payment processing for paid sessions
  • Class and group scheduling options

By incorporating Acuity Scheduling into your coaching business, you can ensure that your time is used efficiently and provide clients with a seamless booking experience.

3. Trello (Project Management)

Trello is a project management tool that helps you keep track of tasks, deadlines, and progress. Trello’s visual interface and customizable boards make it easy to organize and manage multiple projects. By automating project management, you can stay focused on coaching and growing your business.

Key features:

  • Customizable boards, lists, and cards
  • Drag-and-drop interface for easy organization
  • Labels and filters for categorization
  • Due date reminders and calendar integration
  • Power-Ups and integrations with popular apps

Using Trello to manage projects and tasks helps you stay organized and on track, ensuring that you can deliver the best possible coaching experience to your clients.

4. ConvertKit (Email Marketing)

Email marketing is crucial for staying connected with your clients and promoting your services. ConvertKit is an email marketing platform designed for creators, and it offers powerful automation features. With ConvertKit, you can segment your email list, create automated email sequences, and track the performance of your campaigns.

Key features:

  • Visual email sequence builder
  • Subscriber tagging and segmentation
  • Customizable opt-in forms and landing pages
  • A/B testing and analytics
  • Integrations with popular e-commerce and CRM platforms

By automating your email marketing with ConvertKit, you can maintain strong connections with your clients and efficiently promote your coaching services and products.

5. Zapier (Workflow Automation)

Automations are a powerful way to leverage your time. But what if you’re using 2 different platforms and want to automate a process? This is where Zapier comes in. For example, when a new client books a session through Acuity Scheduling, Zapier can automatically create a project in Trello and send a welcome email through ConvertKit.

Key features:

  • Connects thousands of apps
  • Customizable triggers and actions
  • Multi-step workflows
  • Conditional logic
  • Built-in app search and recommendations

By using Zapier to automate your workflows, you can save time on manual tasks and ensure that your coaching business runs smoothly.

6. Canva (Graphic Design)

As an online coach, creating visually appealing graphics for your website, social media, and marketing materials is essential. Canva is a user-friendly graphic design tool that offers a vast library of templates, elements, and fonts. With Canva, you can quickly create professional-looking designs without needing advanced design skills.

Key features:

  • Thousands of customizable templates
  • Drag-and-drop design editor
  • Library of fonts, images, and elements
  • Brand kit for consistent branding
  • Collaboration and sharing features

By using Canva to create your graphics, you can maintain a strong visual brand identity and engage your audience effectively.

7. Kajabi (Online Course Platform) 

One way many of my clients begin to expand their coaching businesses is by offering online courses. Kajabi is an online course platform that allows you to create, host, and sell your courses and programs. The platform offers a user-friendly course builder, payment processing, and student analytics.

Key features:

  • Easy-to-use course builder
  • Multimedia lesson support
  • Integrated payment processing
  • Drip content and course bundling
  • Student progress tracking and analytics

By using Kajabi to host your online courses and group programs, you can reach a wider audience and generate passive income, allowing you to focus on your one-on-one coaching sessions.

Bonus: Loom (Video Messaging)

Loom is a video messaging tool that allows you to record and share video messages with your clients. I use Loom all the time to provide personalized feedback, answer questions, and explain complex concepts. By automating video communication, you can save time and enhance the client experience.

In conclusion, these are seven of the best tools for automating your coaching business and saving you valuable time. By implementing these tools, you’ll be able to focus on what you do best: helping your clients achieve their goals!