Managing Clients

Learn how to build strong relationships with your clients and manage your coaching practice effectively.

Your Client Dashboard

Viewing Your Clients

Access your client list from Coach Dashboard > Clients:

• See all clients you've worked with
• View session history per client
• Access conversation history
• Track client progress

Client Information

For each client, you can see:

• Their name and profile photo
• Total sessions completed
• Last session date
• Total revenue from this client
• Conversation history

Communication

Messaging Clients

Stay in touch through the messaging system:

1. Go to Coach Dashboard > Messages
2. Select a client conversation
3. Send messages anytime

When to message:

• Before sessions: Share prep materials
• After sessions: Send follow-up resources
• Between sessions: Check in on progress
• Scheduling: Coordinate times

Response Time Expectations

Clients appreciate timely responses:

• Aim to respond within 24 hours
• Set expectations in your profile
• Use auto-replies if unavailable

Messaging Best Practices

Do:

• Be professional and warm
• Respond promptly
• Share relevant resources
• Follow up on action items

Don't:

• Conduct full coaching sessions via message
• Share personal contact info
• Discuss other clients
• Send excessive messages

Session Management

Preparing for Sessions

Before each session:

1. Review client history and notes
2. Check any messages since last session
3. Prepare relevant materials
4. Be ready 5 minutes early

During Sessions

Make sessions effective:

• Start with check-in and agenda
• Stay focused on client's goals
• Take notes for reference
• End with clear action items

After Sessions

Follow up appropriately:

• Send any promised resources
• Note key points for next session
• Send encouragement if appropriate

Building Client Relationships

First Impressions

The intro call sets the tone:

• Be punctual and prepared
• Listen actively
• Explain your approach clearly
• Be genuine and authentic

Ongoing Relationships

Build trust over time:

• Remember personal details
• Celebrate their progress
• Be consistent and reliable
• Maintain boundaries

Handling Difficult Situations

Client not making progress:

• Have an honest conversation
• Revisit goals and approach
• Consider if it's the right fit

Communication issues:

• Address concerns directly
• Set clear expectations
• Document agreements

Client wants to end coaching:

• Respect their decision
• Offer a wrap-up session
• Part on good terms

Client Retention

Why Clients Stay

Clients continue when they:

• See progress toward goals
• Feel supported and understood
• Find sessions valuable
• Trust their coach

Encouraging Rebooking

After sessions:

• Summarize progress made
• Outline next steps
• Suggest booking next session
• Make it easy to rebook

Re-engaging Past Clients

Clients sometimes pause and return:

• Send occasional check-in messages
• Update your profile with new offerings
• Be welcoming when they return

Setting Boundaries

Professional Boundaries

Maintain appropriate limits:

• Keep sessions to scheduled times
• Communicate through the platform
• Avoid dual relationships
• Maintain confidentiality

Time Boundaries

Protect your time:

• Set clear availability hours
• Don't respond to messages 24/7
• Take breaks between sessions
• Schedule time off

Scope Boundaries

Know your limits:

• Stay within your expertise
• Refer out when appropriate
• Don't provide therapy if not licensed
• Be clear about what coaching is/isn't

Reviews and Testimonials

Requesting Reviews

After several successful sessions:

1. Ask if they're willing to leave a review
2. Send a review request through the platform
3. Thank them regardless of outcome

Responding to Reviews

Positive reviews:

• Thank the client
• Keep response professional
• Don't share private details

Negative reviews:

• Respond calmly and professionally
• Address concerns without arguing
• Take feedback to improve
• Contact support if review is unfair

Client Confidentiality

What to Keep Private

Never share:

• Client names or identifying info
• Session content or discussions
• Personal struggles or challenges
• Financial information

When You Can Share

Only with explicit permission:

• Testimonials (with approval)
• Case studies (anonymized)
• Success stories (with consent)

Platform Privacy

Coachive protects privacy:

• Messages are encrypted
• Session data is secure
• Client info isn't sold
• You control your data