Client CRM (1-on-1 coaching business)

Why do I need to upgrade to use the Client CRM?

Why does Client Management need Pro? · Pro feature

1. Open the Client CRM at /clients.
2. If you are on the Free plan, a full-screen 'Pro Feature' page appears instead of your clients, listing what it includes: client profiles, smart scheduling, an insights dashboard, session packages, messaging, and growth analytics.
3. Select 'View Pro Plans' to upgrade, or go back.
4. Signed-in Pro and trial coaches skip straight to their client list.

How do I add a new 1-on-1 coaching client?

Add a client · Pro feature

1. Open the Client CRM at /clients and select 'Add' in the top left of the client list (or the + button on a phone).
2. Fill in the client's Name, Email, Phone, and Date of Birth.
3. Set their Skill Level (Beginner/Intermediate/Advanced), Session Type (Private/Group/Online), Status (Active/Inactive), and your Session Rate.
4. If they are a minor, add Parent/Guardian details.
5. Add any Notes and Training Goals — goals become a checklist you can tick off later in the Notes tab.
6. If this client is also a player on one of your rosters, use the 'Link to Roster Player' section to connect them — this shares their evaluation history between the CRM and the Team page.
7. Select 'Save Client'.

How do I see this client's team roster profile, or vice versa?

Jump between a client and their roster player profile · Pro feature

1. Open a client whose profile is linked to a roster player.
2. A 'View Player' link appears next to their name in the header — select it.
3. This opens that player directly on the Team page, at their own profile.
4. From the Team page, a linked player's profile links back the same way to their client record on /clients.

Tips

• Evaluations logged from either side are the same record — you will see a 'Team' or '1-on-1' tag on each one in the Skills tab showing where it came from.

What does the Client CRM dashboard show me?

Understand your Client CRM dashboard · Pro feature

1. Open /clients — this dashboard is the first thing you see.
2. 'Today's Schedule' lists today's sessions across all clients.
3. The Calendar card shows a month view of your sessions; use the arrows to move between months or 'Today' to jump back.
4. 'Quick Actions' gives one-tap buttons for Add Client, Schedule Session, Record Payment, and opening the Tactical Board.
5. 'Needs Attention' flags clients with a package running low, a package expiring within 7 days, a dropping attendance rate, or an outstanding balance over $100.
6. 'Revenue Summary' shows what you've earned this month, this week, what's outstanding, and your projected monthly total.
7. 'Recent Activity' lists your last few completed, late, no-show, or cancelled sessions.

How do I schedule a training session with a client?

Schedule a session · Pro feature

1. From the dashboard, select 'Schedule Session' under Quick Actions (or open a client and select the 'Session' button on their profile).
2. Pick the Client, Date, Time, and Duration.
3. Set the Price and Location.
4. Optionally search and add Drills you plan to run in that session.
5. Leave Status as 'Scheduled' for a future session, or change it later once it happens.
6. Select 'Schedule'.

How do I mark a session as completed, cancelled, or no-show?

Mark a session's status and attendance · Pro feature

1. Open a client, go to the 'Sessions' tab, and select the session you want to update — or select a day on the Calendar card to see every session that day.
2. Change its Status to Completed, No-Show, Cancelled (Client), Cancelled (Coach), Rescheduled, or Late.
3. Save your change. It now shows in the client's Recent Activity and counts toward their attendance rate.
4. To mark several sessions at once from the calendar, select the checkbox on each session in a day, then use 'Mark Present' or 'Mark Absent' in the bar that appears at the bottom.

How do I record a payment from a client?

Record a payment · Pro feature

1. Select 'Record Payment' from Quick Actions, or from a client's Payments tab.
2. Choose the Client and enter the Amount.
3. Set the Date and Method (Cash, Venmo, PayPal, CashApp, Zelle, Bank Transfer, Check, Stripe, Card, or Other).
4. Choose a Payment Type: Session Payment, Package Purchase, Package Renewal, Deposit, Tip, Refund, or Adjustment.
5. Add a Receipt number and Description if you want, then select 'Save Payment'.

Tips

• Recording a payment logs it for your records and revenue totals — it does not automatically create a tracked session package.

How do I see what a client owes or has paid?

Check a client's balance and payment history · Pro feature

1. Open the client and select the 'Payments' tab.
2. You see their payment history and their current outstanding balance.
3. A client with more than $100 outstanding is also flagged on the main dashboard's 'Needs Attention' card.

How do I create and send an invoice to a client?

Generate and send an invoice · Pro feature

1. Open the client, go to Payments, and select 'Generate Invoice'.
2. Review the invoice preview.
3. Select 'Generate PDF' to download it, or 'Send via Email' to email it to the client directly.
4. Your saved Payment Links (Venmo, PayPal, CashApp, Zelle, Bank Transfer) appear on the invoice automatically if you've set them up in Settings.

How do I evaluate a 1-on-1 client's skills?

Evaluate a client's skills · Pro feature

1. Open the client and select the 'Skills' tab.
2. Select 'New Evaluation'.
3. Rate the same four categories used on your team roster — Technical, Tactical, Physical, and Mental (26 skills total).
4. Save it. The radar chart, category averages, and trend arrows update to compare this evaluation with the previous one.
5. Underneath, 'Drill Log' automatically counts every drill you've attached to this client's sessions, so you can see what you've actually been coaching.

Tips

• If this client is linked to a roster player, evaluations logged here also show up on their team profile, tagged '1-on-1'.

How do I add coaching notes or track a client's goals?

Keep notes and track training goals · Pro feature

1. Open the client and select the 'Notes' tab.
2. Select 'Add Note' to log an observation with a timestamp.
3. If you entered Training Goals when adding the client, each line becomes a checklist item here — select the circle next to a goal to mark it done.

How do I set up a group training session with several clients?

Create a training group · Pro feature

1. In the client list, switch the sidebar toggle from 'Clients' to 'Groups', then select the plus button.
2. Name the group and describe its focus, then pick the Sport and Skill Level.
3. Choose a Payment Model: 'Per Player' (each client is billed individually per session, with an option to still charge full or half price if a player is absent) or 'Per Group' (one flat fee for the whole session).
4. Set the weekly schedule — which days it runs, the time, duration, and location.
5. Tick which clients belong to this group.
6. Select 'Save Group'.

How do I let a client see their own sessions and packages online?

Give a client their own portal link · Pro feature

1. Open the client's Overview tab and find 'Client Portal'.
2. Select 'Generate Portal Link'.
3. Copy the link and send it to the client — it gives them a read-only view of their sessions, packages, and any notes you've marked visible to them.
4. If you need a new link later, select 'Regenerate Link'; the old one stops working.

How do I send a client or parent a shareable progress report?

Share a client's progress report · Pro feature

1. Open the client's Overview tab and find the report section.
2. Select 'Generate Report'.
3. Copy the link that appears and send it — anyone with the link can view that snapshot of the client's progress.
4. Select 'Regenerate Report' any time you want a fresh link.

How do I let prospects sign themselves up as clients?

Set up a client intake form · Pro feature

1. Open Settings from the sidebar footer (the gear icon).
2. Scroll to 'Client Intake Form'.
3. Turn on the fields you want to collect — Name and Email are always required; you can add Phone, Date of Birth, Sport, Experience Level, Position, Goals, Availability, Injury History, and parent/emergency contact fields, and mark any of them as required.
4. Optionally add a Welcome Message shown at the top of the form.
5. Select 'Generate Intake Link', then copy it and share it — for example on your website or social media.
6. Anyone who submits it is added to your client list automatically.

How do I let clients self-schedule a session with me?

Let clients book their own sessions · Pro feature

1. Open Settings and scroll to 'Self-Scheduling / Booking'.
2. Turn on each day of the week you're available and set your start and end time for that day.
3. Set your Slot Duration, Buffer between sessions, how many days ahead clients can book, and a Default Location.
4. Select 'Generate Booking Link', then copy and share it.
5. Clients open the link and book directly into your open slots.

How do I connect my Google Calendar to my client sessions?

Sync sessions with Google Calendar · Pro feature

1. Open Settings and scroll to 'Google Calendar Sync'.
2. Select 'Connect' and sign in with your Google account.
3. Choose which calendar to sync to.
4. Turn on 'Push Tactico sessions to Google' to mirror new, updated, and deleted sessions to Google, and 'Show Google Calendar events here' to see your Google events read-only on your Tactico calendar.
5. Use 'Disconnect' any time to stop syncing.

How do I set up automatic reminders for my clients?

Turn on automated client reminders · Pro feature

1. Open Settings and scroll to 'Automated Notifications'.
2. Turn on '24-Hour Session Reminder' to email clients a day before their session, and '2-Hour Session Reminder' for an extra nudge closer to the time.
3. Turn on 'Payment Reminders' to email clients about outstanding balances weekly.
4. Turn on 'Package Renewal Alerts' to notify a client automatically once their package has 2 or fewer sessions left.
5. Select 'Save Settings'.

How do I show clients how to pay me on my invoices?

Add your payment links · Pro feature

1. Open Settings — 'Payment Links' is the first section.
2. Fill in whichever you use: Venmo username, PayPal.me link, Cash App tag, Zelle email or phone, and/or bank transfer instructions.
3. Select 'Save Settings'. These now appear automatically on every invoice you generate.

How do I find a client or see who needs attention?

Search and filter your client list · Pro feature

1. Open the Client CRM at /clients.
2. In the client list on the left, type into 'Search clients...' to filter as you type.
3. Use the filter chips above the list — All, Active, or Inactive — to narrow by status.
4. Select the 'Attention' chip to show only clients flagged by the Needs Attention rules (low package, expiring package, dropping attendance, or a balance over $100).

How do I quickly contact a client?

Message a client from their profile · Pro feature

1. Open the client's profile at the top of their detail view.
2. Find the row of contact icons next to their name.
3. Select the WhatsApp icon to open WhatsApp with their number, the SMS icon to open your messaging app, or the Email icon to open a new email — whichever app opens depends on your device.