Automate these 3 systems in your coaching business

3 Easy Systems You Can Automate In Your Coaching Business Today

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Hey Biz Bestie!

In today’s blog, I’m sharing how you can get started on your way to having a fully automated online coaching business.

Here are my top three systems you can automate in your coaching business today.

And I mean, literally, when you finish reading this post or watching the video below, you can go get it set up before you go to bed.

In case we haven’t met yet, I’m Chada Johnson and I’m a Tech Strategist helping non-techie coaches just like you to ditch the tech overwhelm so you can get more clients with ease.

On this blog and on my YouTube channel, I’m teaching you how to choose and use all the behind-the-scenes tech that goes along with having a successful online coaching business.

So if that sounds like what you need, be sure to add me to your Favorites so you don’t miss any future posts.

I got some really juicy ones coming up, I’m really excited!

Let me know in the comments what systems you are already automating and whether or not you’ll be automating any that I’m about to mention right now.

System #1

The first system you can automate in your coaching business is your appointment scheduling.

This is so crucial. When someone reaches out to you, you want to make it as simple as possible for them to book time with you, especially when you have that hot lead and you’ve already been going back and forth in DMs or emails about possibly working together.

The last thing you want to have to do is keep going back and forth debating what time is best and looking up time zone conversions. It’s just so much better to just have this completely automated.

And by automated, I mean, you sign up with a calendar scheduler. My favorite is Calendly. It’s amazing.

What happens is you set up an appointment type with Calendly and then you have a link to that appointment type, which is connected to your calendar, for example, your Google calendar.

When you send that link to someone, they go onto it and then it shows what your availability is. So if you’ve set your availability with that appointment type to be, let’s say, 12 to 5 p.m. Monday through Friday, they’re going to see that they can book a 30-minute discovery call at 12 p.m. and it automatically converts it to their time zone so there’s no getting time zones mixed up because it’s already done for you.

This is also super helpful for your networking because if you want to have coffee chats or schedule time to go live with someone, you can send them the link to your calendar to book a time with you.

And lastly, this is super helpful too in setting boundaries with your clients because now you won’t have to worry about being asked to work at a time you don’t want to. You give the link to your calendar and if the time is available, it’s available, if it’s not, then it’s not.

So like I mentioned, Calendly is my favorite to do this, but there are other options out there, such as Acuity or Book Like A Boss.

So go get your automated appointment scheduling set up today!

System #2

The second system you can automate in your coaching business is your client onboarding.

Think about all the tasks that you do over and over and over when someone wants to become your client.

Usually, that looks something like sending them an invoice, then sending them a contract, then sending them a welcome packet, maybe even an intake form, and then finally scheduling their first session.

That was a lot of steps to be manually repeating over and over, time after time as you’re consistently booking clients, but luckily there are softwares out there that automate this entire process.

You’ve probably heard of one called Dubsado. However, the one that I prefer for coaches is called Paperbell, which is geared specifically towards coaches, which is why I really like it.

Paperbell is an all-in-one software that is designed to do the legwork in the background for you, for onboarding your new clients.

It even handles your appointment scheduling. So if you end up using it you would no longer need a service like Calendly to book client calls because Paperbell would take care of it.

And as a bonus, automating your client onboarding will ensure that every client of yours receives the same onboarding experience.

Right now, maybe one client gets a welcome packet when you do it manually and another one doesn’t. Or maybe one version of a contract gets sent to one client and another version gets sent to another and it’s just a mess.

But when you set up the one system that everybody goes through, then it takes away that headache and you know that all of your clients have been onboarded correctly and to your specifications.

Start your FREE trial of Paperbell today and get your client onboarding fully automated!

System #3

The third system that you can automate in your coaching business is your testimonial and referral requests.

After you’ve completed a successful coaching program with a client, they more than likely will be happy to give you an amazing testimonial.

But you have to ask for it, and this often gets overlooked because you’re already onto the next client or you’re doing one of the other hundreds of things you have to do in your business, especially if you’re a solopreneur at this time.

One way that you can automate this is by creating an email template so that way you’re using the same consistent wording and it’s literally just a copy and paste for everyone. And then you can set it up to be emailed to your client at a specified time using an email service provider like ConvertKit.

So just creating that template and then manually sending it via email is already going to save you some time. But obviously, it’s not fully automated yet.

If you want to take it a step further and make it fully automated, then you can use software like Paperbell that I mentioned above and have it done automatically once that client has completed their program with you.

Send the request out soon after your last session so that way their amazing thoughts about you and the experience that they just had are on top of mind.

What will you be automating in your coaching business today?

Let me know in the comments!

Before you go, grab my Behind-the-Scenes Tech Roadmap For Coaches where I guide you through the tech essentials you need for your coaching business.


Your Tech Strategist & Biz Bestie,

Chada (sha-day)


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I’m the Tech Strategist & YouTuber for Online Coaches.

I teach you how to streamline and automate your coaching business using my favorite behind-the-scenes tech tools. 

I’m from Los Angeles, Ca and eat a lot of sushi. I’m a huge Mariah Carey fan (Lamb) and rarely go anywhere without my laptop and/or iPad. 🤓

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