Client Care Desk: See who has gone quiet. No renewal is forgotten.
See which client has not written or checked in for days, whose check-in is pending and whose programme is ending. A friendly WhatsApp nudge goes from your own number, in your own words.
- Demo on your own data before you pay
- Live in two weeks
- Fixed price, from ₹25,000
- Works on any phone
Sample data: FitWell Coaching is an invented coaching practice in Gurugram. No signup. Nothing is saved.
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How it runs today
- After the payment, everything runs on WhatsApp and memory: who is due for a follow-up, who has sent the check-in and who has not.
- A client goes quiet for ten days and nobody notices, because nobody was looking at that chat.
- Programmes end without a renewal talk, because the end date was only in an Excel sheet.
- When a coach on your team is on leave, nobody else knows what the coach last said to each client.
- On a Sunday evening you cannot say how many check-ins came in this week and how many are still pending.
How work moves through it
- 1A new client is added with the programme, the coach and the start date
- 2Weekly check-ins and follow-up calls fall due by themselves, for each coach
- 3A client who has not written or checked in for five days shows on the silence list
- 4Nudges and check-in links go on WhatsApp in your own words, from your own number
- 5Programmes ending in the next 30 days sit on one renewal list, and the owner gets one report a week
Every part, spelled out
Silence list
Clients who have sent no message and no check-in for five days or more, longest first. You choose the number of days.
Check-ins
Who has sent the check-in for this week and who has not. One tap sends a short, friendly nudge with the link.
Follow-up calls
Each coach sees the calls for today: weekly follow-up, monthly review, first plan call, renewal talk. Every done call keeps a one-line note.
Renewals
Every programme end date on one list, 30 days ahead, with your renewal message ready to send.
Notes on the client
What was said on the last call and when the next follow-up is. Another coach can pick up where the first one stopped.
Weekly report
Check-ins received and pending, silent clients, calls done and renewals, in one WhatsApp message to the owner.
Made for businesses like yours
Nutrition and diet coaching practices
With a small team and 25 or more paying clients on programmes of a few weeks or months.
Fitness and wellness coaches
Who find clients on Instagram and through referrals, and run every client on WhatsApp after the payment.
Owners with two or three coaches
Who want to know that every client was spoken to this week, without reading every chat.
What you get, and when
- Your programmes, your coaches and your check-in day set up
- Your current clients loaded from your sheet, with start date, end date and fee
- The weekly check-in form that opens from a WhatsApp link, with the questions you ask today
- The nudge, the silent-client message and the renewal message, written in your own words
- Today screen, client list, calls, renewals and the weekly report
- Training for you and your coaches, and one month of care after go-live
What happens after the payment today
A client finds you on Instagram or through a friend, pays for a programme and gets a plan. From that day everything runs on WhatsApp and memory. Who is due for a follow-up call, who has sent the check-in for this week, whose programme ends next week: all of it lives in chats and in the coach's head. With a few clients that works. With more, someone goes quiet and nobody notices until the programme is over.
What changes with the Client Care Desk
- Every client is on one list, with the programme, the week, the coach and the last contact.
- A client who has been silent for five days goes to the top of the list, while there is still time to ask why.
- Weekly check-ins are counted: received, pending, nudged.
- Each coach starts the day with a list of calls, and each call ends with a one-line note.
- Programme end dates sit on one renewal list, 30 days ahead.
- The owner reads one report a week instead of scrolling through chats.
What it does not do
It organises follow-up, check-ins and renewals. It does not write diet or exercise plans, and it gives no medical advice. Plans and every judgement about a client stay with the coach. It does not reply to clients by itself: each message is written by you and sent from your own number. It is also not a calorie counter or a food diary. Ready-made apps do that well, and your clients can keep using them.
What we need from you
- Your client list, with programme, start date, end date and fee
- The questions in your weekly check-in
- The messages you send today: the nudge, the message to a silent client, the renewal offer
- The names of your coaches, and who looks after which client
- An hour for the demo and an hour for training
One fixed price to set up. A small fee to keep it running.
No per-user charge. You see a demo on your own data before you pay anything.
Starter system
One process, set up for you and live in two weeks.
- A working demo on your own data before you pay
- Scope and price on one page
- Your current data loaded and your staff trained
- First month of care included
Care plan
Keeps the system running. Starts from the second month.
- Backups and uptime watched
- Faults fixed
- Two small changes a month
- Reply by the next working day
System Partner plan
For when your daily work runs on the system.
- Up to 8 hours a month of new reports, automations and changes
- A weekly report to the owner
- A monthly review call
- Training for new staff
How the plans work
- Half the setup price to start, the rest before go-live.
- The monthly fee is paid at the start of the month.
- Hours are written down. Unused hours do not carry over.
- First term is three months, then 30 days notice either way.
- Extra work is quoted before it starts.
What is not included
- Daily follow-up with your staff. One person on your team does that, and we train them.
- New modules and new integrations. Each gets its own quote.
- Cleaning old data beyond the first import.
- WhatsApp tool charges. You pay the tool directly, about ₹500 to ₹2,800 a month plus message charges.
Add-ons
Each has its own quote.
- A first reply to every WhatsApp enquiry within a minute, then follow-up for seven days
- Payment reminders sent from your own sheet on the days you choose
- Bills read into your sheet or Tally, checked by a person before saving
Before you ask
Does it make diet or workout plans, or give advice to clients?+−
No. It organises follow-up, check-ins and renewals. It does not write diet or exercise plans and it gives no medical advice. Plans and every judgement about a client stay with the coach. It also does not reply to clients by itself.
Do my clients have to install an app?+−
No. They get a normal WhatsApp message from your own number. The weekly check-in opens from a link in that message, in the browser.
What client details does it keep?+−
Name, phone number, programme, dates, fee, your notes and the check-in answers you choose to ask, such as weight and habits. You decide the questions. Keep medical reports and prescriptions out of it. It is not built to hold them.
I have only a few clients. Is this for me?+−
Probably not yet. Below about twenty-five clients, a sheet and WhatsApp labels still work. This helps when there are more clients than one person can remember, or when more than one coach looks after them.
How long does it take to start?+−
About two weeks for one process, including loading your current data and training your staff. You first see a demo on your own data, before you pay anything.
What does WhatsApp cost?+−
Messages that go out by themselves use a WhatsApp Business tool that you pay for directly, about ₹500 to ₹2,800 a month plus a small charge per message. We set it up on your own number. Tap-to-send messages from your phone cost nothing extra.
Is it charged per user?+−
No. The setup has one fixed price and the monthly plan is flat. Add as many staff as you have.
Where is our data kept?+−
Your quote explains the two options: on a server we run for you, or on your own server. Either way the data is yours and you can export it at any time.
The practical bits
Often set up next
WhatsApp Enquiry Assistant
Replies to new enquiries from your approved answers, saves each one with its source, follows up for seven days, and hands over to a person when it should.
Compliance Task Tracker
One due-date list of every return for every client, a document checklist per client, WhatsApp reminders for what is missing, and a weekly report.
Renewal Reminders
Every renewal date in one list, with one person responsible. WhatsApp reminders go 30, 15 and 7 days before, and every day after, until it is renewed.
See Client Care Desk on your own data
Share last month of your data. We come back with a working demo, then a fixed price on one page.