Coaches and wellness practices
No client goes quiet unnoticed. Follow-ups, check-ins and renewals each have a date and a person.
Nutrition, fitness and similar coaching practices with a small team. Clients come from Instagram and from referrals, pay for a programme of a few weeks or months, and get a plan. After the payment, everything runs on WhatsApp and memory: follow-up calls, weekly check-ins, renewals. We do not sell diet-plan software. Ready-made tools do that well. We set up the client-care side: who is due for a call, who has gone silent, whose programme ends this month.
- After the payment, everything runs on WhatsApp and memory: who gets a follow-up today, who has sent the check-in.
- A client goes quiet for ten days, and you notice when the programme is nearly over.
- A programme ends without a renewal talk, because the end date was only in a sheet.
- Enquiries from Instagram come at night. The reply goes the next afternoon.
- When a coach on your team is on leave, nobody else knows what the coach last said to each client.
- You are on your phone from morning to night, and still cannot say how many check-ins came in this week.
What we set up for coaches and wellness practices
Start with the one that hurts most. Each opens as a live demo with sample data. The next one is added only when the first is used every day.
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.
Client Care Desk
See who has gone quiet, whose check-in is pending and whose programme is ending. Follow-up calls, WhatsApp nudges and renewals on one screen.
How the work runs today
Someone sees your reel, sends a message and asks the price. If the reply is quick, there is a call, a payment and a plan. Then the real work begins: the weekly check-in, the follow-up call, the small questions through the day, the nudge when a client slips. All of it happens in WhatsApp chats, one for each client, on the coach's own phone.
With ten clients, memory is enough. With forty, it is not. A client who stopped replying twelve days ago looks the same in the chat list as one who wrote yesterday. A programme that ends on Friday is noticed on Friday. The owner of a practice with two or three coaches cannot read every chat to know that every client was looked after this week.
What to fix first
Not the plan. You already know how to coach, and ready-made tools make meal and workout plans. The part that leaks is after the plan: follow-up, check-ins and renewals. Fix that first. If enquiries also wait hours for a reply, that is the second thing.
What we set up
One process at a time, on your own data, in about two weeks, at a fixed price.
The Client Care Desk keeps every client 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. Check-ins are counted as received or pending, and a nudge goes on WhatsApp in one tap, in your own words. Each coach sees the calls for the day, and every call ends with a one-line note. Programmes ending in the next 30 days sit on a renewal list. For new enquiries, the WhatsApp Enquiry Assistant sends a first reply within a minute from answers you have approved, and you take over from there.
What stays as it is
WhatsApp stays as the place where you talk to clients, from your own number. Your plans, your method and every judgement about a client stay with you. The system does not write diet or exercise plans, and it gives no medical advice. The apps your clients use to log food or steps stay too.
How we work with you
You share your client sheet: names, programmes, start and end dates. We come back with a working demo on those clients. If it fits, you get the scope and the fixed price on one page. Setup, loading your clients and training you and your coaches take about two weeks. After go-live, a small monthly plan covers fixes and small changes.
What coaches and wellness practices ask us
Is this diet-plan or workout-plan software?+−
No. Ready-made tools do that well. We set up the client-care side around your own way of working: follow-ups, check-ins, calls and renewals. It works beside whatever you use to make plans.
Does it give advice to my clients?+−
No. It does not write plans, it gives no medical advice and it does not reply to clients by itself. Every message is written by you and sent from your own number. Plans and judgement stay with the coach. If you add the enquiry assistant, it answers only what you have approved, such as price, timing and how the programme works. Questions about health go to you.
Do my clients need to install anything?+−
No. They get normal WhatsApp messages from your number. The weekly check-in opens from a link in the message.
I coach alone and have a short client list. Should I buy this?+−
Not yet. A sheet and WhatsApp labels will do for now. Come back when there are more clients than you can hold in your head, or when a second coach joins.
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.
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.
We also set up systems for
See it on your own data first
Share last month of orders, enquiries or tasks. We come back with a working demo, then a fixed price on one page.