Coaching CRM Template

Manage coaching clients, track session notes, monitor goal progress, handle billing, and organise your coaching practice.

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Free Coaching CRM for Sales Teams 

Running a coaching business means balancing multiple roles—from organizing client sessions to tracking goals and managing communications. The Coaching CRM Template is designed specifically for coaches, trainers, and consultants to centralize their operations. Whether you’re offering business coaching, personal development, fitness, or career advice, this customizable CRM helps manage your day-to-day tasks efficiently.

A well-structured CRM can help coaches organize client information, interactions, and follow-ups in one place. Stackby automations can help trigger reminders and workflow updates for upcoming sessions and follow-ups. 

With integrated tables to track clients, coaching sessions, goals, progress, and feedback, this template ensures nothing falls through the cracks. From onboarding new clients to assessing outcomes, this tool gives you a bird’s-eye view of your entire coaching pipeline.

Key Tables Included in the Template

1. Clients

This table acts as your client directory and helps you store all essential information. For broader client management workflows, a centralized system can keep client information and communication organized. You can also use a client database template to organize contact details, client records, and relationship information. 

Key Fields:

  • Client Name
  • Email 
  • Phone Number 
  • Coaching Type 
  • Enrollment Date 
  • Status
  • Assigned Coach 
  • Notes 

2. Coaching Sessions

Track each session’s details, client association, and progress update. For managing coaching activities and ongoing work, a project tracker template can help teams monitor tasks, progress, and deadlines. 

Key Fields:

  • Session Date 
  • Client 
  • Coach 
  • Session Type 
  • Duration 
  • Notes/Outcomes 
  • Follow-up Date
  • Status 

3. Coaching Goals

Set and track specific goals for each client with measurable progress indicators.

Key Fields:

  • Goal Name
  • Client 
  • Goal Type
  • Target Date 
  • Progress Status
  • Notes

4. Team/Coaches

Maintain a directory of your coaching staff or collaborators.

Key Fields:

  • Coach Name 
  • Email 
  • Specialty
  • Availability
  • Status 

5. Feedback & Reviews

Collect session-wise or overall feedback from clients to improve your services. Using an online form builder can simplify the process of collecting client feedback and session responses. 

Key Fields:

  • Client 
  • Coach 
  • Session Date 
  • Feedback 
  • Follow-up Required



Template Features:

Title:Customisable Fields & Views
Desc:Tailor every column type — text, numbers, dropdowns, date pickers, file attachments — and switch between Grid, Kanban, Calendar, and Gallery views to match how your team works.

Title:Deal & Lead Management
Desc:Capture leads, qualify prospects, and move deals through a visual pipeline — all from one structured database that replaces disconnected spreadsheets.

Title:Activity & Follow-Up Tracking
Desc:Log calls, emails, and meetings against each contact record and set automated reminders so no follow-up is ever missed.

Title:Revenue Forecasting
Desc:Use rollup and formula columns to aggregate deal values by stage and generate real-time revenue forecasts across your entire pipeline.

Title:CRM API Integrations
Desc:Connect to third-party services via Stackby's API connector to pull enriched company or contact data directly into your CRM template.

Key Benefits of the Coaching CRM Template

  • Client Organization: Store all your client contact details, preferences, and history in one place.
  • Session Scheduling: Plan and track upcoming or completed coaching sessions with notes and follow-ups.
  • Goal Tracking: Set custom goals per client and monitor their status with progress views.
  • Team Collaboration: Assign coaches, manage availability, and ensure everyone is on the same page.
  • Data-Driven Insights: Use filters, views, and linked records to derive performance insights and improve client engagement. Stackby views make it easier to organize and visualize client, session, and goal data in different formats. 
  • Customization: Add columns, tweak fields, and personalize the template to match your coaching niche or process.

Use Cases

  • Independent Coaches: Keep track of multiple clients, customize goal plans, and automate follow-ups.
  • Coaching Agencies: Manage a team of coaches, client pipelines, and feedback in one shared workspace.
  • Mentorship Programs: Align mentees with mentors, document growth journeys, and measure outcomes.
  • Fitness Trainers: Schedule sessions, monitor performance, and collect client reviews.
  • This Coaching CRM Template is your all-in-one solution to organize, grow, and scale your coaching operations with clarity and structure. Use it as a starting point and customize it to fit your workflow seamlessly.

Would you like help setting up formulas, views, or dashboard integration next? 

Frequently asked questions

What is a Coaching CRM template?
A Coaching CRM template in Stackby is a pre-built, fully customisable database that helps sales teams, account managers, and business development professionals organise and track all relevant data in one place. It combines structured tables, multiple views (Grid, Kanban, Calendar), and automation capabilities so your team can get started immediately without building from scratch.
Is the Coaching CRM template free to use?
Yes — the Coaching CRM template is completely free on Stackby. Simply sign up for a free Stackby account, copy the template to your workspace, and start customising it to fit your workflow. Premium Stackby plans unlock additional features like advanced automations, API connectors, and higher record limits.
How do I get started with the Coaching CRM template?
Click the 'Use Template' button on the Coaching CRM template page, log in or sign up for a free Stackby account, and the template will be copied directly into your workspace. You can then rename columns, add your data, invite team members, and configure views or automations to match your process.
Who should use the Coaching CRM template?
The Coaching CRM template is ideal for sales teams, account managers, and business development professionals. Whether you're a small team looking for a lightweight solution or a larger organisation that needs a scalable, collaborative database, this template provides a solid starting point that can grow with your needs.
Can I customise the Coaching CRM template?
Absolutely. Every aspect of the Coaching CRM template is fully customisable in Stackby — you can add or remove columns, change field types, create new linked tables, build filtered views, set up conditional colour coding, and configure automations. No coding knowledge is required to make any of these changes.

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