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When I started my coaching business, I had no idea where to start. And as my business expanded I had to implement tools and systems that could handle my business growth, were simple to use and a price I was willing to pay for that service.
I’ve tried a lot of different tools and platforms since I started my coaching business a few years ago and I’m really happy with everything I have set up in my business today. Everything is running smoothly and all of the systems I use are super simple and easy to use. The main reason I want things to be simple is so that I can hand tasks off to my VA or my Assistant Coach so that they can easily use the tools as well with minimal training from me.
The most important thing I want to share is that if you’re a new coach or even if you’ve had your coaching business for a long time, you DO NOT need to have all of your systems and processes up and running before you start working with clients and you don’t need to have any high-end, expensive systems. The only things you need ready are a way for people to pay you and a way for you to manage client documents. You can use PayPal and google for these which are both free.
All of the systems and platforms I use now came over time. I didn’t wait until things were perfect and set up before I started coaching or training people. Start now.
I’m going to share the systems I use now, as well as ones I’ve used in the past that I liked but outgrew.
Here’s a list of the best tools for growing your 6 figure coaching business
The very first thing you need to set up in your coaching business is a way for people to pay you. This is the most important thing. It’s more important than a website or a logo. If people can’t pay you, you don’t have a business.
I currently use thrivecart for all of my offers and I love it. I can create beautiful, branded checkout pages with all of the different payment plan options in one place. It’s super easy to use and it does everything automatically.
Thrivecart is a one-time payment of $690 USD which may not be in everyone’s budget. Another tool I recommend is Podia. Podia is the online platform I use to host all of my courses. They have introduced a new feature where you can sell coaching sessions through your Podia account which is awesome. It’s a low monthly fee (so there’s no large upfront cost) and they’ll take care of your checkout, payment plan options and content hosting. I’ve been suggesting this to my clients and students for a long time now and I honestly think it’s one of the best options to make getting paid super simple and easy!
Another option is PayPal. You can set up a subscription payment option, however, it won’t be as streamlined or as easy to manage because you have to do it manually and separately in your PayPal account.
When I started coaching I was manually sending invoices to my clients each month through PayPal which wasn’t easy. I had to remember to send the invoices each month and then remember to check that they’d been paid and follow up if they hadn’t.
Start where you’re at right now and plan to evolve and shift as you grow.
You don’t need a website.
Eventually, it’s great to have one, but it’s not essential at the start. Even if you have a website you can use the things I’m about to share to replace sales pages and landing pages. The main point I want to get across here is that there are so many different ways for you to share your offer and prices, and you can choose the one that suits you best.
The first option is creating a PDF in Canva. This works best for short-form offers because no one wants to read a long-form sales page as a PDF. You can use it to share the details of your 1:1 coaching offer and the price options. You can embed links in Canva PDF’s so you can include a link to book a discovery call with you in it.
The next option is Notion. I LOVE Notion! I use it every single day to keep track of all of my tasks, ideas and to create plans. You can set up a notion document that has all of the details of your offer broken down into sections. You can include graphics that are aligned with your brand. You can create dropdowns and links to other databases in your Notion system.
Once you’ve created your Notion sales page, you can share the link directly with people who reach out or you can create a landing page through your email service provider and then email people the link when they sign up. I HIGHLY recommend getting Notion and playing around with it. Even if you don’t use it for your sales pages you’ll find somewhere in your coaching business to use it.
And obviously, you can create a website to show your prices and share your offers. There are definitely benefits to having a website; people can stumble upon it organically, you can write blog posts and share them to Pinterest to increase your reach, you can completely customise and brand it.
When I started my business I had a Squarespace website. Squarespace is really great if you’ve never designed or built a website before. Their standard templates are really awesome and creating simple pages is easy. It’s designed for people who don’t know how to build websites so it’s a great place to start.
Eventually, I wanted to customise my site more so I started learning how to code things on my SS website but it got to the point where I was spending so much time trying to figure out how to code the specific things I wanted that I needed to upgrade to a platform that has more design flexibility.
I switched to Showit this year and I LOVE LOVE LOVE it. I cannot say enough good things about it. I love how easy it is to create beautiful pages and how flexible it is. I can create anything I want without having to adhere to blocks and limited font options, with no coding required. The only problem is that now I have so much design flexibility that making decisions is hard and I want to change my site all the time!
You’ll also need a domain host. I’ve always purchased my domain hosting separately through both Bluehost and Google Domains. Both are great, but I’ve switched everything to Google now to have my email and domains in one place.
I have always used Calendly to schedule all of my discovery calls and coaching calls. When I offered single sessions I used Calendly to book and take payment for the calls.
I always use Zoom to host my calls. It’s really great for running group coaching calls and webinars. In The Created Coach Method we use breakout rooms when we’re practising techniques which is a feature I love. I have it set to automatically record each call directly to my computer so I never have to remember to press record (I learnt this the hard way).
Email is the best way to connect with your audience and should be at the top of your marketing priority list. All of your social media strategies should always have the end goal of getting people to visit your website and sign up for your email list.
Why is email so important? Because you don’t have to fight against an algorithm to get in front of your ideal audience. You can have direct access to their inbox, as long as you offer value in exchange.
Also, you don’t own your Instagram follower list. You could get banned, get locked out, there could be a glitch and you lose all of your followers… Anything could happen. If people are on your email list you always have the opportunity to send them an email and contact them directly.
I started out using Mailchimp but I found it clunky and hard to integrate with my website. I’ve also used Active Campaign in the past but I now use Flodesk. The emails are beautiful, there’s so many amazing templates and fonts to choose from. And you can get 50% off your monthly subscription when you use this link!
I don’t mean talking to them, I mean sharing content with them and keeping track of their goals and progress while they’re working with you.
I like to find out what my client’s goals and expectations are for working together when we begin so that everyone is clear and we can track progress. This means that I need a way to track progress and set tasks for my client’s so they can learn and achieve their goals as we work together.
The main way I connect with my clients to review their work and share any documents is Google Drive. I create a folder for each client and share it with them. I often review my clients work like sales pages, ideal client work and course content plans so they also share Google documents directly with me.
Another tool I use to communicate with my clients is Asana. I use Asana to set goals and track progress. At the end of each coaching session, my client has a list of tasks that they need to complete within a set time frame. After the call, my client will add each of those tasks into an Asana board and assign dates. This is a really easy way for both of us to manage tasks and track progress.
I have a contract template I send every 1:1 client that I purchased from Sprout Law which is amazing. I update it for each new client and send it through Hello Sign for my client to sign and have a copy of the document.
I use loom to record feedback for my clients on their sales pages and other things and to give my students feedback on their techniques. I also use it to show my VA how to do tasks and use the programs we have.
And finally, I use Zapier to connect all of the different programs I use with each other. For example, I have a zap set up so that when a student joins Created Coach through the Thrivecart checkout they are added into the Podia course and the specific email list on Flodesk. This all happens automatically so I don’t have to manually do anything when new students join!
These are all of my favourite tools that have helped me grow and scale my coaching business into an AMAZING coaching and NLP certificate program for other coaches.
If you want to uplevel your business and help your clients create transformational results, The Created Coach Method is for you.
The Created Coach Method is a certification program that teaches you the tools and skills that will help you significantly grow your business and help you guide your clients to even bigger transformations.
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