WordPress CRM for Coaches: Book, Track, and Automate Your Coaching Business

Running a coaching business means juggling intake forms, discovery calls, session scheduling, follow-up emails, invoices, and progress tracking — often across four or five different tools. DoubleScale Pro consolidates the client management layer of a coaching business into a single WordPress plugin.

What Coaches Need from a CRM

• A booking system for discovery calls and paid sessions
• Automated reminders so clients show up
• A contact database with session notes and progress history
• Invoice generation for package payments
• Automated follow-up sequences between sessions
• Group program management

Services to Create in the Booking Module

• Free Discovery Call (30 minutes) — no payment required
• Coaching Session (60 minutes) — Stripe payment at booking
• Intensive Session (90 minutes) — Stripe payment at booking
• Group Workshop — group booking with capacity limit

Key Automations for Coaches

Discovery Call to Client Conversion

Trigger: Booking Created (Free Discovery Call). Email: confirmation with prep questions. Wait 23 hours before call. SMS: reminder 1 hour before with Zoom link. Wait 2 hours after booking time. Email: how did our call go? with link to book first paid session.

Session Prep Automation

Trigger: Booking Created (Coaching Session). Wait 24 hours before session. Email: pre-session prep sheet with reflection questions and homework reminder. Wait 1 hour before session. WhatsApp: your session starts in 1 hour with Zoom link.

Post-Session Follow-Up

Trigger: Booking Completed. Wait 2 hours. Email: session notes with action items and resource links. Wait 3 days. Email: progress check-in. Wait 7 days (if not already rebooked). Email: ready for your next session? with booking link.

Client Progress Tracking

Use DoubleScale custom fields to track: coaching programme, session count, programme start and end dates, key goals from intake form, session notes added after each session.

Invoicing for Coaching Packages

For multi-session packages: create an invoice for the full package (e.g., 3-Month Executive Coaching EUR 3,000). Set payment terms: 50% upfront, 50% at month 2. Automated payment reminder fires 3 days before each instalment due date. Payment links connect directly to Stripe Checkout.