Coaching software: 9 uses to save time and build loyalty

Who says profitable coaching says simple processes. Good coaching software does not replace your expertise, it multiplies it. The objective of this article: to give you a clear method to configure your tool, launch useful automations and monitor indicators that really help your business grow.

If you are looking for an all-in-one solution for coaches, discover EKKLO here: info.ekklo.com. And to get started commercially on the right foot, this guide can help you obtain your first 3 clients.

Choose the right coaching software according to your model

Independent 1:1, studio/box, hybrid online

• Independent 1:1: choose coaching software with integrated messaging, training templates and simple payments.
• Studio/box: look for multi-coach planning, online booking and subscription management.
• Hybrid (face-to-face + online): client application, progress monitoring, on-demand content and email/SMS automation.

Essential criteria to compare

• Get started in less than 1 hour for your basic uses.
• Clear customer application (reservations, sessions, results) and notifications.
• Secure payments (subscriptions, packs, automatic reminders).
• Simple progress tracking and reporting for your decisions.
• Responsive support + onboarding resources.

Budget and rapid ROI

• Aim for a return on investment in 30 days.
• Simple rule: if the coaching software saves you 1 at 2 hours/week and avoid 1 unpaid payment/month, it is self-financing.
• Test in real life on a small group of pilot customers before full deployment.

Configure your software in 14 days (onboarding plan)

D1-D3: prepare offers, journeys and messages

• List 2-3 offers maximum (e.g. 1:1 Premium, Small Group, Online Starter).
• Define a typical course over 4 weeks: objectives, frequency, weekly highlight.
• Write 5 key messages ready to send (welcome, session reminder, feedback, unpaid reminder, end of cycle).

D4-D7: create your libraries

• 10-15 common session templates (strength, cardio, mobility, WOD, recovery).
• 5 entry questionnaires (health, experience, objectives, constraints, equipment).
• 3 weekly check-in scripts (assessment, obstacles, adjustments).

D8-D14: automate the subsistence minimum

• Session reminders D-24h and D-2h.
• Payment reminder D+1 then D+5 if failure.
• “Weekly review” message every Sunday 6 p.m.
• Post-session internal note to record progress and next steps.

Tip: if you want to go further on the mechanics of automation, read this guide to automate your coaching business.

Automation and planning: 3 uses to activate first

1) Smart training templates

• Build models by objective (weight loss, strength gain, running 10 km) and by level.
• Add progress notes (RPE, loads, time) to facilitate adjustment.
• Time saving: 15-20 minutes saved per plan personalized.

2) Scheduled reminders and check-ins

• SMS/push reminders before session, automatic check-in after.
• Script “How was the session? 1 improvement for next time?”.
• Measured effect: +15-25% attendance in 4 weeks.

3) Shared calendar and priority slots

• Open 4-6 recurring “premium” slots for your best customers.
• Allow independent booking, but lock cancellation rules.
• Reduction in no-shows observed: 20-30% thanks to reminders + cancellation policy.

Sales and payments: 3 levers to secure your income

4) Clear packaged offers

• 3 readable offers max with concrete benefits and expected results.
• Pack the service (sessions, messages, assessments, resources) instead of only selling the hour.
• Project the client over 12 weeks: objective, milestones, social proof.

5) Subscriptions and automatic reminders

• Priorize subscription for predictability and commitment.
• Automatic reminders in the event of payment failure (D+1, D+5), then human escalation.
• Index your prices to perceived value, not duration.

6) Relevant coupons and upsells

• Welcome coupon limited in time (7 days) to remove the barrier to entry.
• Upsell “monthly assessment + nutrition” for regular subscribers.
• Cross-sell small group for 1:1 clients wanting 1 social session/week.

Monitoring and retention: 3 habits that make difference

7) Results-oriented dashboards

• Track 3 metrics per client: attendance, progress on 1 key benchmark, feeling (RPE/Mood).
• Adjust the plan continuously according to these signals.
• Share a mini-monthly report with the client to maintain the motivation.
comfortable.

9) Systematic feedback and NPS

• After 4 weeks: “What helped the most? What would you change?”.
• Send a quarterly NPS (score 0-10) then call the detractors (<7).
• Convert the promoters (9-10) in authentic testimonials.

Measure what matters: your coach or studio KPIs

Acquisition

• Conversion rate trial → paid offer = paying customers / trials.
• Realistic target: 30-50% depending on awareness and clarity of offer.
• Source that performs best: note the origin of each client.

Commitment

• Monthly attendance = sessions completed / sessions planned.
• Target: 80%+ in 1:1, 70-80% in small group.
• Average response time to messages < 24 hours.

Retention and revenue

• Monthly churn rate = lost customers / active customers. Aim for < 5%.
• Monthly recurring revenue (MRR) if subscriptions. Segment by offer.
• Customer lifetime value (LTV) = average basket x average duration (in months).

Quality of service

• Measurable progress on 1 to 3 indicators per customer (e.g. 5RM squat, 5 km time, perceived pain).
• Simple monthly satisfaction score (emoji/scale 1-5) via your coaching software.

Frequent errors and quick fixes

Too many tools that don't talk to each other

• Centralize the essentials (programs, reservations, payments, messages) in a single coaching software.
• Bonus: less friction for your clients, less forgetting on the coach side.

No client routine

• Define from onboarding: day and time of the assessment, check-in format, cancellation rule.
• Remind these rules automatically before each week.

Programs too generic

• Create 6-8 archetypes of plans then personalize 15% according to pain, equipment, objective.
• Use the session notes to refine from the 2nd week.

Data collected but not used

• Block 30 minutes on Friday to analyze your dashboards.
• Adjust 1 thing per client the following week (load, volume, frequency, objective).

Express case studies + checklists

1:1 coaching (face-to-face + online)

• Context: 22 active clients, 3 offers, follow-up Scattered WhatsApp.
• Actions: migration to coaching software with client app, templates + reminders, monthly subscriptions.
• Results 60 days: +18% attendance, +23% MRR, admin time -3h/week.

Studio/box (4 coaches, 120 members)

• Context: reservations via Google Calendar, heterogeneous payments.
• Actions: centralized calendar, cancellation policy, auto reminders, in-app community.
• 90-day results: no-shows -32%, churn -2.5 pts, +14 reviews 5★.

Checklists implementation

• Basic (Week 1): 3 offers, 10 templates, reminders, payment reminders, 1 dashboard.
• Intermediate (Week 2-3): questionnaires, weekly check-ins, monthly report, NPS.
• Advanced (Week 4-6): upsells, content on-demand, community, automations by segments.

To deepen your positioning and your social content, you can also read this guide to create Insta or TikTok content with AI.

To remember

• Coaching software should simplify your daily life and make your results visible.
• Configure the bare minimum in 14 days: offers, templates, reminders, reminders.
• Focus on 9 concrete uses to save time and build loyalty.
• Manage 4 families of KPIs: acquisition, engagement, retention, quality.
• Fewer tools, more clarity for you and your customers.

Conclusion and next steps

Well-used coaching software saves you time, secures your revenue and improves the customer experience. Start with a simple base, measure every week, and add bricks as you go.

• Discover the platform and get started simply: info.ekklo.com
• Structuring your offers to sell better: create attractive offers and packages

Ready to professionalize your activity and offer impeccable monitoring? Take action today with EKKLO: info.ekklo.com.