The One Where Coaches Get Their Moxie Together
Running a coaching business often means juggling consult calls, client sessions, follow-ups, invoicing, and, if we’re honest, trying to remember where each client is in their journey. Without a system, things slip through the cracks.
That’s where Moxie CRM comes in. It’s not just for project-based businesses like web designers, it’s also a powerful platform for coaches who want to track every stage of the client journey, from first inquiry to renewal.
Side note: If you are new to Moxie and have not begun your set up, or you’re in the early stages, please refer to this playlist on my YouTube channel for tutorials on getting started with Moxie.
Sit back and relax as I walk you through a 6-phase coaching client journey inside Moxie CRM with context on why each phase matters, how Moxie makes it easier, and exact steps you can set up today.
Phase 1: Lead Capture & Inquiry – Why First Impressions Matter
For coaches, the very first touchpoint with a potential client sets the tone for the relationship. If your inquiry process feels scattered, like multiple back-and-forth emails or confusion around how to book a call, you risk losing clients before they’ve even had a taste of your coaching.
How Moxie Helps:
- Embed a branded inquiry form right on your site
- Ask intentional questions (e.g., “What’s your biggest challenge right now?”) to pre-qualify leads
- Automate thank-you emails + call scheduling confirmations
- Automatically create an “Opportunity” in your pipeline
Pipeline Stage: Coaching Inquiry
Your Action Item: Review the form, add call prep notes, update status.
Benefit: You look professional from the first click, and potential clients feel supported—not lost in your inbox.
Phase 2: Discovery Call – Turning Interest Into Connection
A discovery call is where curiosity becomes commitment. This is your chance to connect, listen, and position coaching as the solution to their struggles. Without a system, though, details get lost and follow-ups get delayed — two things that kill conversions.
How Moxie Helps:
- Syncs with your calendar + Zoom/Meet so scheduling is seamless
- Stores your session notes right in the client record (no more random notepads)
- Automates post-call follow-ups with professional templates
- Updates pipeline stage instantly so you know who’s “thinking” vs. “ready”
Pipeline Stages: Call Scheduled → Discovery Complete
Example Task: Record notes, send follow-up email with recommended package.
Benefit: You stay organized, respond faster, and close more clients without chasing your tail.
Pro Tip: Combine Scheduler + Inquiry Form
Send one email when someone schedules a Discovery call AND completes the inquiry form on your website. The scheduler has the form included. This email is sent as an automated reply when the call is scheduled.
This way you would need only one Pipeline Stage for a new inquiry.
Use the token {{Meeting.FirstName}} in your email confirmation because at this time the only information you’re receiving is for the lead via the meeting they are scheduling. Since the form and scheduler one action, both are connected to the opportunity automatically.
Phase 3: Proposal & Agreement – Creating Clarity + Commitment
Once a client is interested, clarity is everything. Coaches who send vague proposals or slow agreements risk looking unprofessional—and prospects may lose trust.
How Moxie Helps:
- Send coaching agreements with services, integrated payments and payment plans directly through Moxie (no messy attachments)
- Clearly outline program length, number of sessions, payment terms, and boundaries
- Set automated reminders for unsigned agreements
Pipeline Stage: Agreement Sent
Example Task: Send agreement, track status, and send reminder at 3–5 days.
Benefit: Clients know exactly what they’re signing up for, and you reduce friction between “yes” and “paid.”
Timeline Tip: Give 3–5 days to sign, then send a friendly nudge: “Want to lock in your spot before next week?”
Phase 4: Onboarding & Kickoff – Building Confidence from Day One
Onboarding is more than a formality—it’s how clients feel reassured that they’ve made the right choice. Without structure, new clients can feel lost, unsure of next steps, or even second-guess the investment.
How Moxie Helps:
- Automates welcome emails + kickoff instructions
- Sends a goal-setting questionnaire or self-assessment before the first session
- Lets clients book recurring calls through your scheduler
- Gives each client access to their portal for notes, forms, and resources
Pipeline Stage: Client Onboarded
Moxie Magic: Create a goal-setting form so you both know what “success” looks like at the end of the package.
Example Task: Confirm agreement + payment, send welcome email, share kickoff form.
Benefit: Clients step into coaching with clarity and excitement instead of confusion.
Phase 5: Active Coaching Engagement – Keeping Clients on Track
This is the heart of your coaching business: delivering sessions, tracking progress, and helping clients achieve transformation. Without a system, action items get lost, follow-up slips, and clients may disengage.
How Moxie Helps:
- Create recurring tasks for session prep + post-session follow-ups
- Keep notes + action steps organized in the client portal
- Automate “session recap” emails within 24 hours of each call
- Send mid-program check-in forms (e.g., after Session 6 of 12) to measure progress
Pipeline Stage: Active Coaching Program
Example Task: Prep for session, capture notes, send recap, assign client action items.
Benefit: Every client gets a consistent, high-touch experience—making them more likely to finish strong and see results.
Phase 6: Renewal or Offboarding – Extending the Relationship
At the end of a coaching program, clients are at a crossroads: continue, upgrade, or complete their journey. Without a clear system, renewal opportunities get missed and valuable clients slip away.
How Moxie Helps:
- Automatically remind you when a program is nearing completion
- Trigger renewal emails (e.g., around Session 10–11 of a 12-session package)
- Send feedback forms + testimonials during offboarding
- Move clients to “Closed – Won (Renewed)” or “Closed – Not Renewing” stages so you always know what’s next
Pipeline Stages: Renewal Offered → Closed/Won or Not Renewing
Example Task: Send renewal invitation, update pipeline, collect feedback.
Benefit: You either extend the client relationship seamlessly—or close it on a high note, creating advocates who refer others.
Sample Coaching Pipeline in Moxie CRM
- Coaching Inquiry Lead fills out an inquiry form or books a discovery call (or you have both together combining the scheduler and inquiry form.
- Discovery Call Scheduled Call booked + automatic reminders sent.
- Discovery Complete Notes saved, next step is sending proposal/agreement.
- Agreement Sent Proposal + coaching package sent for signature and payment.
- Client Onboarded Agreement signed, payment received, kickoff questionnaire + welcome email delivered.
- Active Coaching Program Recurring coaching sessions tracked, tasks + notes logged, client portal updated.
- Mid-Program Check-In (optional but highly recommended) Feedback form or milestone session to measure progress.
- Renewal Offered At Session 10–12, renewal or next-step email sent.
- Closed – Won (Renewed) Client continues with next package.
- Closed – Not Renewing Client offboarded with a thank-you + testimonial request.
Per Session Tasks (recurring tasks for as many times as you have sessions)
- Prep Task (Day Before)
- Review last session notes
- Outline 2–3 talking points for upcoming call
- During Session
- Capture notes in client portal
- Record action items for client
- Post-Session (Within 24 Hours)
- Send follow-up email with summary + next steps
- Assign client action items (optional: link to a form for tracking progress)
- Update project status to “Session X Complete”
Mid-Program Checkpoint
- Send client a feedback form: “How’s coaching working for you so far?”
- Review progress toward goals
- Adjust strategy if needed
Program Wrap-Up
- Send recap email + celebrate wins 🎉
- Request testimonial/referral
- Offer renewal or next-step program
- Update pipeline status: Renewal Offered
Pro Tip: In Moxie, create this as a project template with, for example, 6 “session” task groups. That way, every new coaching client gets a repeatable, consistent experience (and you never forget the follow-up email again).
Why Moxie CRM is a Game-Changer for Coaches
When you put it all together, Moxie CRM gives coaches a repeatable client journey:
- Clear pipeline stages from inquiry to renewal
- Automated emails + reminders that save hours of admin time
- A professional, seamless client experience that builds trust and increases retention
With Moxie, you’re not just managing clients—you’re running a coaching business that’s sustainable, scalable, and set up for long-term success.
And if you want to dive deeper, The Moxie Maven Academy walks you step-by-step through setting up pipelines, templates, and workflows tailored for your coaching business.
