Coaching Client Tracker & Lead Pipeline | Discovery Calls, Proposals, Session Packages | Notion Template + Google Sheets for Coaches

Run the admin side of your coaching business from one place, in Notion or Google Sheets: from the first inquiry to a signed client and their package.

Never leave an inquiry waiting. Log every lead with the time it came in, the channel and where they found you. A Reply Flag shows Reply soon after your nudge time and No reply – overdue after your reply target, and tracks whether you replied on time.

A clear next step for every lead. Each lead moves through New, Replied, Call scheduled, Call held, Proposal sent and Signed (or Nurture / Closed), and the tracker tells you what's next: book the discovery call, send a proposal, follow up, or set up their package.

Follow-ups that surface themselves. Proposals with no answer after your chosen number of days, and nurture leads on their follow-up date, appear in Follow-ups Due.

Know which channels work. Conversion by lead source: leads, discovery calls held, signed clients, call → signed and lead → signed rates, average reply time and the package value each source brought in.

Packages that count themselves. Sessions used and remaining, end date, next session and balance for each signed client, with alerts when a package is ending soon or nearly used.

Two ways to use it (both included):

- Notion template: one click to Duplicate into your workspace. The Coaching Client Hub has 4 linked databases (Leads, Lead Sources, Packages, Sessions) with relations, rollups and formulas already set up. Views: All Leads, Needs Reply, Pipeline (board), Follow-ups Due, Conversion by Source, All Packages, Needs Attention, Session Log, Calendar and Upcoming, plus five linked views on the hub page.

- Google Sheet: a Dashboard plus Leads, Lead Sources, Packages, Sessions and Lists tabs, with dropdowns, reply flags, next steps, conversion by source and package counts.

What you get (instant digital download, one ZIP):

- Google Sheet tracker (.xlsx; open it in Google Sheets)

- One-page Setup Guide (PDF + DOCX) with the Notion template link

- Backup kit for building the Notion version by hand: 4 CSV files, a database structure doc, and an illustrated step-by-step walkthrough (PDF)

The reply target (24 hours), nudge (4 hours), proposal follow-up (3 days), low-session alert (1) and end-date reminder (7 days) are settings you can change. They're your own choices, not standards or rules. Fictional sample data is included so you can see how everything works; delete it when you're ready.

Please note: this is an admin tracker only. It doesn't give coaching, medical, legal or financial advice, and it isn't a place for session notes.

Not HIPAA-compliant storage. Not an EHR. Not legal or clinical advice. This is an organizational template only. Keep client data wherever your own compliance obligations require.

Privacy & scope: This tracker is for admin steps only: dates, reply times, discovery calls, proposals, packages and sessions. It doesn't give coaching, medical, legal or financial advice. Keep session notes and anything personal a client shares in the systems your own obligations require, not in this tracker. The reply target, nudge time, proposal follow-up, low-session alert and end-date reminder are your own adjustable settings, not standards or rules.

All sample data is fictional.