Use this checklist to choose, set up, and start using a CRM that helps you attract leads, book clients, and grow your coaching business—without burning out.

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🧠 Step 1: Define What You Need

Before choosing a CRM, get clear on your coaching workflow.

• Do I need to book appointments or sessions?

• Do I want to send automated emails or texts?

• Do I need to track where each client is in my funnel?

• Will I sell digital products, courses, or memberships?

• Do I want to manage payments/invoices inside the platform?

• Will I grow into group programs, events, or teams?

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🛠 Step 2: Choose Your CRM Based on Stage & Goals

Pick one that supports where you are and where you’re going.

• Systeme.io – For testing early ideas or offers (Free plan available)

• Kajabi – For content-rich coaching models (Courses/memberships)

• GetResponse – For email-first marketing and webinars

•     GoHighLevel – For full-scale coaching businesses or agencies

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🧩 Step 3: Set Up the Essentials

Once you’ve picked your CRM, implement the core systems:

• Import or add all your contacts

• Set up your lead capture form or funnel

• Create an email welcome sequence (3–5 emails)

• Set up calendar or session booking (GoHighLevel, Kartra, or integrate with Calendly)

• Build a basic client pipeline (e.g., lead → discovery call → client)

• Add tags/labels to track different client types or programs

• Customize your dashboard for daily visibility

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⚙️ Step 4: Automate Key Workflows

Let your CRM do the heavy lifting for client communication.

• Appointment reminders (email or SMS)

• New client onboarding email sequence

• Re-engagement for cold leads

• Testimonials or feedback requests after sessions

• Upsell or cross-sell automations (if applicable)

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📈 Step 5: Track + Optimize

A good CRM gives you data—use it to improve.

• Monitor open/click rates on email campaigns

• Review pipeline conversion (How many leads → clients?)

• Identify which lead sources convert best

• Adjust your sequences or follow-ups monthly

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