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10 Best CRM Tools for Coaches

Corporate solutions for client management



In this article, we are going to share with you 10 of the best CRM tools for coaches. CRM stands for customer relationship management, and it is a software that helps you manage your interactions with your clients and prospects. A good CRM tool can help you save time, increase efficiency, improve communication, and boost your sales.

If you want to use CRM for coaching, don’t just look for a tool that meets your functional requirements. Look for a tool that aligns with your coaching vision, values, and goals. Look for a tool that helps you build meaningful relationships with your clients that last beyond the coaching contract. Look for a tool that helps you create a positive impact on your clients’ lives. Whether you’re a life coach, a business coach, a health coach, or any other type of coach, you’ll find a CRM tool that fits your needs and budget in this list. So let’s get started!

The three that stand out when choosing a CRM software in this category are:

  1. Best Overall: CostaRica CRM 
  2. Best for Basic CRM: Salesforce
  3. Best Easy to use CRM for coaches: Bitrix24
  1. CostaRica CRM 

Are you a coach looking for the perfect CRM software to suit your budget and needs? CostaRica CRM could be the answer you’ve been searching for! Don’t miss out on this great opportunity. This is a cloud-based solution that helps you manage your contacts, leads, deals, tasks, appointments, and more. You can also send personalized emails and SMS to your clients and prospects and track their responses and engagement.

CostaRica CRM is a good option for coaches who want simple and affordable CRM software that can help them grow their business and client relationships. If you want to learn more about CostaRica CRM, you can visit their website at localcrm.com or contact them at info@localcrm.com. You can also sign up for their free trial and see for yourself how it works.

Here are some of the features:

  • Cloud-based solution that does not require installation.
  • Integrates with WhatsApp to send and receive messages.
  • Offers a 14-day free trial.
  • Simple and intuitive interface that is easy.

Rating: 

Pricing

AdvantagesDisadvantages
It is easy to use and customize.It integrates with popular tools like Gmail, Google Calendar, WhatsApp, and Zapier.It offers a mobile app for Android and iOS devices.It provides reports and analytics to measure your performance and ROI.It does not have advanced features like automation, pipeline management, or chatbot.It does not offer phone support or live chat.
  1. Profi

Profi is a CRM software that helps coaches create personalized coaching programs for their clients. Profi allows coaches to design their own coaching templates, assign tasks and exercises to their clients, track their progress and performance, and provide feedback and support. Profi also helps coaches manage their calendars, billing, contracts, and referrals.

Here are some of the features:

  • Easy to use
  • Modern and efficient
  • Sales agents
  • Opportunities
  • Territory management

Rating: 4.8/5 (G2 Rating)

Pricing

It offers secure video conferencing, messaging, scheduling, billing, and more. It has four pricing plans: Solo, Team, Corporate, and Network.

AdvantagesDisadvantages
It is HIPAA-compliant and secure.It integrates with Zoom and Zapier.It supports multiple teams and domains.It has a free trial and a custom plan option.It may be expensive for some users.It may have limited features compared to other platforms.It may not be available in some regions or languages.
  1. Bitrix24

Bitrix24 is the ultimate solution for small businesses and freelancers. Everything from leads, contacts, and deals to tasks, appointments, and invoices can be easily managed. Plus, you can keep in touch with your customers and prospects via various communication channels like email, phone calls, chat, and video conferencing.

Here are some of the features:

  • Sales force automation
  • Marketing automation
  • Customer service management
  • Partner relationship management
  • Mobile access

Rating: 4.1/5 (G2 Rating)

Pricing

Bitrix24 offers free and paid plans for online collaboration, CRM, tasks, and more. Prices start at $49/month for five users or $399/month for unlimited users.

AdvantagesDisadvantages
It has a wide range of features and integrations to suit different business needs.It has a generous free plan for unlimited users and 5 GB of storage.It has an on-premise option for enhanced security and customization.It may be expensive for some users.It may have limited features compared to other platforms.It may not be available in some regions or languages.
  1. Satori 

Satori is a CRM software that helps coaches streamline their client enrollment process. Satori allows coaches to create signature coaching packages, send personalized proposals, collect payments and signatures, and onboard new clients with ease. Satori also helps coaches keep track of their clients’ check-ins, session notes, and reviews.

Here are some of the features:

  • Scheduling
  • Invoicing
  • payments
  • Contracts
  • Questionnaires
  • Client Portal

Rating: 4.9/5 (Capterra Rating)

Pricing

Bitrix24 offers a one-time license fee that ranges from $2,990 for 50 users to $24,990 for 5000 users. The license fee includes all the features of the cloud-based edition plus enhanced security, customization, scalability, and integration options.

AdvantagesDisadvantages
It is easy to use and set up.It has a free plan for pro-bono clients.It offers group coaching and a la carte sessions.It may lack some features such as discounts, integrations, custom domains, and analytics.It may not be compatible with some devices or browsers.It may have some bugs or glitches.
  1. TrueCoach 

TrueCoach is a CRM software that helps coaches deliver online training programs to their clients. TrueCoach allows coaches to create custom workouts, upload video demonstrations, send real-time messages, and monitor client compliance and data. TrueCoach also helps coaches grow their businesses with referrals, testimonials, and marketing tools.

Here are some of the features:

  • Workout builder
  • Exercise Library
  • Video analysis
  • Messaging
  • Nutrition tracking
  • Progress tracking

Rating: 4.7/5 (G2 Rating)

Pricing

AdvantagesDisadvantages
It has a user-friendly interface and a free mobile app for clients.It allows custom exercise videos and real-time messaging.It tracks client metrics and goals and shows compliance rates.It does not have a built-in payment system or scheduling feature.It does not support group training or live video sessions.It can be expensive for trainers with many clients.
  1. HoneyBook

HoneyBook is a cloud-based customer relationship management (CRM) platform that helps you manage your entire client lifecycle, from inquiry to invoice. HoneyBook is designed for small businesses in the creative industry, such as photographers, videographers, graphic designers, event planners, florists, and more. Whether you’re a solo entrepreneur or a team of 10, HoneyBook can help you scale your business and delight your clients.

Here are some of the features:

  • Proposals
  • Contracts
  • Invoices
  • Payments
  • Bookings

Rating: 4.8/5 (G2 Rating)

Pricing 

It has three pricing plans: Starter, Essentials, and Premium. They range from $16 to $66 per month when billed annually.

AdvantagesDisadvantages
It streamlines your client communication and workflow.It integrates with other tools like QuickBooks Online, Calendly, and Zapier.It offers a free file setup service and a 60-day money-back guarantee.It has a friendly and responsive customer support team.It does not support recurring billing or partial payments.It charges a 3% transaction fee for online payments.It has limited customization options for templates and branding.It does not have advanced reporting or analytics features.
  1.  10to8

10to8 is a cloud-based appointment scheduling software that integrates with popular CRM platforms like Insightly and Pipedrive. 10to8 CRM can help streamline your business and make it cost-effective. You can create your own online booking page, giving customers the flexibility to book or cancel appointments at any time on any device. This automation helps save time and money for businesses.

Here are some of the features:

  • Online booking
  • Appointment reminders
  • Payment processing
  • Client management
  • Reviews and feedback
  • Reporting and analytics

Rating: 4.6/5 (G2 Rating)

Pricing

The pricing ranges from free to $40 per month or more.

AdvantagesDisadvantages
It reduces no-shows by up to 90% with automated reminders.It eliminates costly admin tasks and saves time.It empowers customers to book and manage their own appointments online.It integrates with many popular tools like Google Calendar, Zoom, Stripe, etc.It has a limit on the number of appointments and SMS messages per month.It does not have a native mobile app for iOS or Android.It may not be suitable for complex scheduling scenarios or workflows.
  1. Quenza 

Quenza is a cloud-based customer relationship management (CRM) platform that helps you craft your care and empower your clients with personalized coaching.

Quenza is designed for coaches of all kinds, such as life coaches, wellness coaches, business coaches, career coaches, and more. Whether you work with individuals or groups online or offline, Quenza can help you scale your practice and deliver better outcomes for your clients.

Here are some of the features:

  • Activity builder
  • Pathway builder
  • Client Portal
  • Video calls
  • Assessments
  • Progress tracking 

Rating: 4.7/5 (Capterra Rating)

Pricing

It has three pricing plans: Lite, Standard, and Unlimited. They cost $49, $89, and $149 per month, respectively, when billed monthly.

AdvantagesDisadvantages
It is HIPAA-compliant and secure.It has a library of ready-made activities and pathways.It allows you to customize your content and branding.It supports various media formats like video, audio, and PDF.It does not have a mobile app for clientsIt does not integrate with other platforms like Zoom or Stripe.It does not have a community forum or chat feature.It does not offer phone support or live chat.
  1. Nudge Coach 

Nudge Coach is a cloud-based coaching platform that integrates with popular apps like Fitbit, Apple Health, and MyFitnessPal. It can help you create your own custom coaching app, engage your clients more effectively, and streamline your workflow.

One of the benefits is that you can customize a coaching app for your clients that reflects your brand and vision. You can add user-friendly learning modules, customizable habit trackers, and personal messaging with you or your team to keep your clients on track and accountable. You can also launch an app under your own brand without custom software development costs.

Here are some of the features:

  • Client segmentation
  • Messaging
  • Nudges
  • Habit tracking
  • Goal setting
  • Feedback loops

Rating: 4.8/5 (Capterra Rating)

Pricing

 The pricing varies from free to $100 per month or more. You may visit their website to get a custom quote. 

AdvantagesDisadvantages
It allows you to launch your own branded app without custom software development costs.It integrates with many popular health and fitness apps like Fitbit, Garmin, Apple Health, etc.It offers a free plan for up to 5 clients with basic features.It supports one-to-one, one-to-many and community messaging.It does not have a native mobile app for Android.It has a limit on the number of clients and programs per month.It may not be suitable for complex or specialized coaching niches or workflows.
  1. Coach.me

Coach.me is a great tool for any type of coach, including life, health, career, and business coaches. It helps streamline the coaching process and provides meaningful results for clients. Whether you work with individuals or in-person/online groups, it’s a great resource to have to improve outcomes for your clients.

Here are some of the features:

  • Habit library
  • Habit plans
  • Habit tracking
  • Check-ins
  • Messaging
  • Coaching Dashboard

Rating: No rating is available on any reputable website. 

Pricing

The app is free to use, but coaching costs $25 per week or more.

AdvantagesDisadvantages
It has a simple and user-friendly interface.It offers a wide range of goals and habits to choose from.It connects you with a supportive community of users and coaches.It allows you to customize your reminders and notifications.It does not sync with other apps or devices.It may not be affordable for some users who want to coach.

What is CRM for coaching?

As a coach, you need to understand your client’s needs, preferences, goals, and challenges. You also need to communicate with them effectively and regularly, provide them with valuable insights and feedback, and help them achieve their desired outcomes.

A CRM tool can help you do all that and more. It can help you automate your workflows, track your client interactions, segment your audience, personalize your messages, schedule your appointments, manage your invoices, and measure your results. You need to find the one that suits your coaching style, niche, and budget. Some of the best CRM tools for coaches are CostaRica CRM and Profi.

How can CRM be used in Coaching?

As a coach, you need to adopt a customer-centric approach that puts your clients at the heart of everything you do. You need to understand who your ideal clients are, what they want to achieve, how they prefer to communicate, and how you can add value to their lives. A CRM tool can help you implement this approach by giving you a 360-degree view of your client relationships. It can help you automate your workflows, optimize your processes, personalize your interactions, measure your outcomes, and improve your performance. 

A CRM tool can also help you scale your coaching business by enabling you to serve more clients without compromising on quality or satisfaction. But choosing a CRM tool is not enough. You need to use it effectively to reap its benefits. You need to set clear goals for your CRM strategy, integrate it with your other tools and systems, train yourself and your team on how to use it properly, update it regularly with accurate data, analyze it for insights and trends, and optimize it for continuous improvement.

What are the advantages of CRM for Coaches?

Some of the advantages of CRM for coaches are:

  • CRM can help coaches understand their client’s needs, preferences, motivations, and challenges better and tailor their services accordingly.
  • CRM can also help coaches leverage data and insights to make informed decisions and actions. CRM can help coaches track and manage their client data, interactions, feedback, and outcomes.
  • CRM can also help coaches create and deliver online courses or programs that can reach more clients across different locations and time zones.

What are the disadvantages of CRM for Coaches?

CRM for coaches is not a magic bullet. It is a tool that can help coaches enhance their client relationships, but it can also have some drawbacks or pitfalls that coaches need to be aware of and avoid.

  • CRM can be costly and complex. Depending on the features and functionalities of the CRM tool, coaches may need to invest a significant amount of money and time to acquire, implement, maintain, and update the tool.
  • CRM can be overwhelming and distracting. With so much data and information available in the CRM tool, coaches may feel overwhelmed or confused by the amount and variety of data.
  • CRM can be impersonal and intrusive. While CRM can help coaches personalize and customize their communication and services to their clients, it can also create a sense of distance or detachment between the coach and the client. 

What CRM practices should coaches avoid?

Some of the CRM practices that coaches should avoid are:

  • Choosing the wrong CRM system for their business. Coaches should do their research and compare different CRM options before making a purchase decision. They should consider their business needs, goals, budget, and preferences and find a CRM that suits their coaching style, niche, and clients.
  • Choosing a CRM that their end users don’t like. Coaches should involve their team members and clients in the CRM selection and implementation process. They should get their feedback and opinions on the CRM features, functionalities, and usability.
  • Not taking advantage of every useful feature. Coaches should explore and learn all the features and capabilities of their CRM system.
  • Not measuring metrics. Coaches should track and analyze their CRM data and metrics regularly. They should use the CRM reports and dashboards to monitor their client behavior, satisfaction, retention, and loyalty.
  • Failing to have a plan for their CRM. Coaches need to have a clear, realistic strategy for their CRM implementation execution. They need to define their CRM goals, objectives, expectations, etc. 

What is the role of CRM in Coaching?

CRM can help coaches create and maintain strong relationships with their clients that go beyond the transactional level. CRM can help coaches understand their client’s needs, preferences, motivations, and challenges better and tailor their services accordingly. 

  • Client tracking: CRM can help coaches store and organize their client data, such as contact information, preferences, goals, challenges, etc.
  • Client engagement: CRM can help coaches communicate with their clients regularly and consistently, provide them with valuable resources and support, track their progress and outcomes, and celebrate their achievements.
  • Client retention: CRM can help coaches retain their clients by providing them with exceptional value and service, anticipating and addressing their issues or concerns, offering them additional services or products, and asking for referrals and reviews.
  • Lead generation: CRM can help coaches attract and capture potential clients through various channels, such as social media, email marketing, webinars, etc.

How much does a Coaching CRM software cost?

The cost of a coaching CRM software can vary depending on your coaching needs, goals, budget preferences, etc. There is no one-size-fits-all answer to how much a coaching CRM software costs, as different CRMs offer different features, functionalities, user capacities, pricing models, etc. You need to do your research, compare your options, find out what you need, what you want, what you can afford, etc.

Some of the factors that can affect the cost of a coaching CRM software are:

  • The type of CRM software: There are different types of CRM software available such as operational CRM, analytical/marketing CRM, collaborative CRM, etc. Each type has its own advantages and disadvantages that may suit different coaching needs, goals, etc.
  • The features functionalities of the CRM software: Some of the features that a coaching CRM software may offer are client tracking, client engagement, client retention, lead generation, sales conversion, appointment scheduling, billing invoicing, goal setting, tracking online courses programs, etc. The more features and functionalities a CRM software offers, the more likely it is to be expensive.
  • The user capacity of the CRM software: The user capacity refers to the number of coach’s clients that can use the CRM software. Some CRM software may have a limit on the number of users that an account can use. 

We suggest you visit localcrm.com to find out attractive prices.

What are the things to consider in a Coaching CRM software?

As a coach, you know how important it is to have a good CRM software that can help you manage your coaching business efficiently and effectively. That’s why you always look for three things when choosing a coaching CRM software: features, pricing, and user experience.

Features: You want a CRM that can handle all aspects of your coaching programs, from scheduling sessions to tracking goals, sharing documents, matching coaches with clients, and more. You would also want a CRM that can integrate with other tools that you regularly use, such as Zoom, Mailchimp, or Thinkific.

Pricing: You would want a CRM that offers a fair and transparent pricing plan that matches your budget and expectations. You do not want to pay for features that you don’t need or use. You also want to have the option to try the CRM for free before you buy it.

User experience: You also would want a CRM that is easy to set up and use, with a user-friendly interface and design. You don’t want to waste time or energy on learning how to use complicated or confusing software. I also want a CRM that offers reliable and responsive customer support in case I have any questions or issues.

Do Coaches need CRM?

Yes, coaches need CRM software to manage their work effectively. Some of the benefits of using CRM software for coaches are:

  • It helps you keep track of your client’s contact information, communication history, and appointment schedules. This way, you can easily follow up with them, remind them of their goals, and provide them with personalized support.
  • It helps you generate reports on your clients’ behavior and satisfaction. This way, you can measure your coaching performance, identify areas of improvement, and showcase your value and impact to your clients.
  • It helps you streamline your workflow and save time. This way, you can automate tasks such as scheduling, billing, invoicing, and sending emails.
  • It helps you grow your coaching business and attract more clients. This way, you can leverage your CRM software to create marketing campaigns, generate leads, and track sales opportunities. 

These are some of the reasons why coaches need CRM software.

Which coaching CRM software is free?

You want to use a CRM software that can help you manage your coaching business efficiently and effectively without breaking the bank. That’s why you should always look for CRM software that offers free trials or free plans with limited features. This way, you can test the software before you buy it and see if it meets your needs and expectations.

Some of the best CRM software for coaching businesses free to use or try are:

  • CostaRica CRM: This is a great software for coaches who want to manage their clients, schedule sessions, process payments, create packages, and more in one place. It has a 14-day free trial and a free plan for up to 3 clients.
  • Profi: This is a great software for coaches who want to create and sell coaching services, schedule appointments, send invoices, and more. It has a 14-day free trial and a free plan for up to 10 clients.

Which Coaching CRM software is best for Android?

One of the best coaching CRM software for Android is Satori. This is a great software for coaches who want to automate their onboarding processes, schedule meetings, process payments, send questionnaires, design packages, sign contracts, and securely maintain client accounts on one easy platform. It has a mobile-friendly web app that works on any device.

Which Coaching CRM software is best for iPhone?

The best coaching CRM software for iPhone depends on the specific needs and preferences of the coach. However, some of the most popular and highly rated coaching CRM apps for iPhone are Paperbell, ActiveCampaign, Delenta, CoachAccountable, Practice Better, and Zoho CRM.

Which Coaching CRM software is best for Small businesses?

CostaRica CRM. This is a free and easy-to-use CRM that offers basic features such as contact management, email tracking, meeting scheduling, company insights, and reports. It also integrates with many other tools and platforms that you may use for your coaching business. CostaRica CRM is ideal for coaches who are just starting out or have a small client base and want a simple and cost-effective solution.

Which Coaching CRM software is best for Health coaches?

Practice Better. This is a CRM designed specifically for health and wellness professionals. It allows you to manage your clients’ health records, intake forms, assessments, appointments, invoices, prescriptions, and more. It also has features such as online booking, video conferencing, secure messaging, a client portal, and integrations with popular apps. Practice Better is ideal for health coaches who want a comprehensive and compliant solution for their practice.

Which Coaching CRM software is best for business coaches?

Upcoach. This is an all-in-one coaching platform that includes a substantial CRM that provides detailed information on each student’s engagement history. You can see how many to-dos, worksheets, habits, videos, and sessions they have completed and where they get stuck. You can also host your course material, accountability tracking, meeting scheduling, and payment processing on the same platform. Upcoach is ideal for business coaches who want to improve their course completion rates and NPS scores.

Which Coaching CRM software is best for life coaches?

Satori. This is a CRM software built specifically for coaches. Within the platform, users can automate onboarding processes, schedule meetings, process payments, send questionnaires, design packages, sign contracts, and securely maintain client accounts on one easy platform. Satori is ideal for life coaches who want to streamline their workflow and create a professional image.





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