Coaching & training businesses

Coaching and training businesses run on leads, bookings, and delivery. In the UK, you're often solo or small—coaches, trainers, course creators—with optional associates or VAs. When enquiries land in email and Calendly, pipeline lives in a spreadsheet, and handover to delivery is informal, leads slip and you waste hours on admin.

The operational reality in this sector

You take enquiries via web forms, email, and sometimes social or referrals. Someone qualifies the lead, sends info or books a call, and eventually hands over to delivery—whether that's you, an associate, or a VA. Bookings might live in Calendly, Acuity, or similar; pipeline and follow-up often live in spreadsheets or inboxes. Handover can be a quick email or a shared note. The operational reality is reactive intake, unclear ownership, and "did we follow up?" when things get busy.

Common friction we see

• Enquiries land in email, forms, and DMs; no single pipeline or follow-up view.
• Lead qualification and booking are ad hoc; leads slip or get double-contacted.
• Handover between sales and delivery (or you and your VA) is verbal or in scraps; context gets lost.
• Pipeline and capacity live in spreadsheets and tools; no single source of truth.
• Too much time on "who's got this lead?" and "have we sent the intro pack?"
• Scaling with associates or VAs is messy because intake and handover aren't clear.

What this looks like in practice

A typical coach has a website form, an email address, and maybe Calendly. Enquiries get replied to from the inbox; pipeline is tracked in a spreadsheet or Notion. When a lead books, details are passed to delivery by email or a quick handover. When you add a VA or associate, they're copying from your inbox or sheet—ownership and follow-up get blurry. At busy times, leads sit, follow-ups slip, and you're working evenings to catch up.

How we typically approach this

We start with discovery: we map how enquiries come in, how you qualify and book, and how you hand over to delivery. We design workflows—intake, pipeline, handover—that fit your size and stack. We build or configure so enquiries land in one place, ownership is clear, and handover is documented. We keep it simple; we train you (and any VA or associate) and support go-live. You run it yourselves after that.

What changes after implementation

• One place for enquiries and pipeline; clear ownership and follow-up.
• Qualification and booking tracked consistently; fewer lost leads.
• Clear handover to delivery; less "what did we agree?" and less duplication.
• Single view of pipeline and capacity when you need it.
• Easier to scale with associates or VAs because intake and handover are defined.

Tools we commonly work with

We work with what you use: Calendly, Acuity, Cal.com, Google Workspace, Microsoft 365, Notion, Airtable, Xero, Stripe, and form or CRM tools. We connect intake, pipeline, and handover so you're not rekeying or chasing across systems.

A short example from the field

Illustrative example. A training provider had enquiries from their site and email. Pipeline was tracked in a spreadsheet; handover to delivery was a forwarded email. We built a single intake pipeline, clear follow-up steps, and simple handover checklists that fed into their booking tool. The founder could see every lead and its status; delivery had a clear brief for each client. Follow-up improved and fewer leads dropped.

FAQs

We're mostly solo or small. Is this for us?
Small outfits lose leads and time too. We scope to your size. A single intake pipeline and clear handover often pay back quickly—even for solos scaling with associates or VAs.

We use Calendly / Acuity / etc. Do we need to change?
Usually no. We integrate with what you use. We fix intake, pipeline, and handover—so enquiries land in one place and flow into your booking and delivery tools.

What about courses and cohorts?
We can design for intake, onboarding, and handover to delivery—whether that's 1:1, cohorts, or hybrid. We'll map your actual flow and build to that.

Next step

If intake and handover are eating your time, we can help you capture every lead, manage pipeline clearly, and hand over to delivery without the chaos. View our services or see how we work.