Structuring and automating your coaching in 4 steps

Introduction

You want to structure and automate your coaching without losing your human touch. Good news: with a clear method, you can save 5 hours per week, improve your results, and offer a premium experience to every customer.

EKKLO centralizes your offers, your schedule, progress tracking, payments and messages in one place. Discover how to lay a solid foundation, then intelligently automate what can be automated, without sacrificing human relationships. More info here: EKKLO.

Why structure and automate your coaching today

Red flags not to ignore

• You rewrite the same type of program every week.
• Your payment reminders and check-ins take too much time.
• You lose information between WhatsApp, Google Sheets, e-mail and calendar.
• Clients drop out after 4-6 weeks due to lack of rhythm and feedback.

If you check two or more boxes, structuring and automating your coaching becomes a priority.

Measurable gains in 30 days

• 30-40% less administrative time thanks to templates and sequences.
• +20% adherence rate (completed/planned workouts) with regular check-ins.
• +15% renewals via scheduled reminders and clear offers.

To go further on the fundamentals automation, explore this practical guide to automate your coaching activity.

The minimum tool kit (simple but complete)

• A platform that brings together planning, programs, monitoring, payments, messages: EKKLO.
• A library of training templates and messages.
• Three automatic sequences: onboarding, weekly check-in, renewal reminder.

Step 1 - Clarify the objectives and the service framework

SMART objectives and concrete priorities

Establish 1 main objective and 2 secondary ones. Make them measurable and dated. Example: “Lose 4 kg in 8 weeks while maintaining squat strength at 90 kg.”

• Transform each goal into indicators: weight, waist size, load, RPE, number of sessions.
• Set a milestone every 2-3 weeks to adjust.

Service framework, offers and limits

Clearly define what is included: number of sessions, communication (channel and deadlines), reports, and cancellation conditions.

• Propose 2-3 simple offers (eg: Essential, Plus, Premium) with expected results, not just “hours”.
• Avoid permanent tailor-made: personalize from models.

Onboarding: questionnaire and useful baselines

• Health/constraints/background questionnaire + material preferences and slots.
• Simple tests: board, estimated 1RM, 1 km run, ankle/hip mobility.
• Create the client's “training profile” in EKKLO so that everything is centralized from day 1.

Step 2 - Standardize your programs and your calendar

Library of “80/20” templates

Build 8-12 models covering your most frequent cases: beginner weight loss, post-injury recovery, strength gain 3 days/week, HIIT without equipment, etc.

• Each template includes: objectives, session structure, intensity ranges, alternatives (with/without equipment), progression over 8-12 weeks.
• Personalize the remaining 20% for each client.

Simple and adaptable periodization

Use a clear rhythm: 3 weeks of load + 1 week of lightness; or 5-3-1 on strength. Provide “adjustment buttons” based on feedback: +1 series if RPE ≤ 7, -10% volume if RPE ≥ 9.

• Note golden rules in your templates (“if pain > 3/10, switch to variant B”).

Scheduling and recurring slots

• Create fixed slots per client or per group. Regularity increases adherence.
• Activate automatic reminders 24 hours and 2 hours before the session.
• Also block “deep work” slots to schedule/adjust your plans without interruption.

Step 3 - Automate monitoring, motivation and communication

Weekly check-ins and reminders that count

Set up a ritual: short questionnaire on Sunday (energy, sleep, stress, pain, satisfaction). Add an automatic reminder on Monday morning if not filled.

• Message script: “Hi [First Name]! 60 seconds for your check-in? It allows me to adjust your week."
• If mood/sleep is low: suggest a “deload” week or more mobility.

Adherence score and intelligent alerts

Follow a simple score: sessions completed / sessions planned x 100. Thresholds:

• ≥ 85%: progress OK. Send a positive reinforcement message.
• 60-84%: adjust volume/intensity + offer a quick update.
• < 60%: trigger a mini reactivation sequence.

In EKKLO, you see progress, metrics and deviations at a glance.

Messages that motivate without spamming

• 1 post-session message with short feedback (“2 questions”).
• 1 “coach tip” message per week (recovery, nutrition, mindset) adapted to the objective.
• 1 monthly recap with visible progress (before/after photos if agreed, PR, performance curves weight/measurements).

In the middle of the journey, lean on tech wisely: find out how use technology to optimize your coaching sessions.

Step 4 - Frictionless payments, renewals and upsell

Automated subscriptions and packs

Offer clear packages: monthly subscription, 10-session pack, or 12-week program. Enable recurring payments and automatic receipts.

• Show the value: “Coaching + tracking + monthly recap + content access”.
• Avoid manual bank transfers that get lost; go through your platform.

Relaunches before deadline (gentle but effective)

• D‑7: “We're reaching the end of your cycle. Shall we set your next goal?”
• D‑2: automatic reminder + payment link.
• D+3 if not renewed: “Tell me what went wrong. We adjust the offer if necessary."

Contextual and useful Upsells

• Week 4: add a nutrition module if the objective is body recomposition.
• Week 8: filmed technical assessment + correction session.
• Results achieved: propose a “performance” cycle or a group half marathon.

Measure, optimize, scale

6 simple KPIs to follow each month

• Average adherence rate (> 80% target).
• Average coach response time (< 24 hours).
• Customer lifetime value (average duration x monthly income).
• Renewal rate per offer (> 60% target on subscriptions).
• Weekly admin time (< 3 hours if your systems are in place).
• Recommendations (number of customers per sponsorship).

The monthly review that makes the difference

• Top 3 successes, top 3 blockages, 1 process experiment to test.
• Update 1 template per month with what you have learned (e.g. better print progress, new test of mobility).

From 1:1 to 1:several without losing quality

• Create small homogeneous groups (level/objective/equipment) with a common model.
• Add self-service “bonus” modules (technical videos, mobility routines, FAQ). Store them in your app to avoid scattered emails.

Keep in mind

• Standardize first, then personalize: 80/20 is your friend.
• Automate onboarding, weekly check-in and renewal reminders.
• Track a score traction and trigger actions based on clear thresholds.
• Sell readable offers with recurring payments: less friction, more loyalty.
• Centralize everything in one tool to save time and clarity.

Conclusion - Take action in 7 days

Day 1-2: create 3 “flagship” templates and an onboarding questionnaire. Day 3-4: Schedule your check-ins and reminders. Day 5-6: Set up recurring payments and a renewal sequence. Day 7: test with 2 pilot clients.

Ready to structure and automate your coaching without complexity? Centralize your business and provide a seamless experience to your customers with EKKLO. And to accelerate your acquisition, here is how develop your visibility and your coaching marketing.