Simplified CRM & Session Management System for Coaching Practice
Key Metrics
Client Context
A life and career coach managing a growing coaching practice needed a better way to track client information, session notes, and business operations. Manual notebook tracking was becoming unsustainable and made it difficult to maintain a clear overview of her business while managing ADHD.
The Problem
- • Manual tracking in physical notebooks was time-consuming and disorganized
- • Client information scattered across multiple locations
- • Difficult to track client progress and session history
- • No centralized view of business operations
- • Administrative tasks taking valuable time away from client work
- • System needed to accommodate ADHD-friendly workflows
Scope of Work
Comprehensive engagement to design and implement a custom CRM and session management system in Notion tailored for a coaching practice.
Deliverables
- • Custom client database with comprehensive client profiles
- • Session tracking system with automated templates
- • Business dashboard with key metrics
- • Automated scheduling reminders and follow-ups
- • ADHD-friendly interface design
- • Session note templates for consistency
- • Training and documentation for system usage
Systems & Automations Delivered
Client Database
Centralized database containing all client information, contact details, coaching goals, session history, and progress notes. Every detail accessible in one place.
Session Tracker
Automated session tracking system with pre-built templates for session notes, making it easy to document each session and track client progress over time.
Business Dashboard
Real-time dashboard providing visibility into key business metrics: active clients, upcoming sessions, revenue tracking, and client progress at a glance.
ADHD-Friendly Design
Interface specifically designed to reduce cognitive load with clear visual hierarchy, minimal distractions, and intuitive workflows that support ADHD-friendly work patterns.
Before / After
Before
- • Manual notebook tracking
- • Scattered client information
- • Time-consuming admin work
- • Hard to track client progress
- • No business overview
After
- • Automated CRM system
- • Centralized client database
- • Streamlined administrative tasks
- • Easy progress tracking
- • Real-time business dashboard
Outcomes & Impact
- • All client information centralized in one accessible location
- • Automated session tracking and reminders saving 30-60 minutes weekly
- • Improved client experience through better session preparation
- • Clear visibility into business metrics and client progress
- • Reduced cognitive load with ADHD-friendly design
- • More time available for actual coaching and client work
Client Testimonial
"I worked with Beyker on the creation and improvement of a Notion dashboard to manage my work as a coach. We started with an initial version and then evolved it into a much clearer, more functional 2.0, fully aligned with the way I work. I especially value his ability to understand real needs, propose practical improvements, and turn complex processes into simple, usable systems. Thanks to his work, I achieved greater organization, focus, and efficiency in my day-to-day work. I fully recommend him to anyone looking for well-thought-out, personalized Notion solutions."
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