5 Best Tips to Use Notion to Organize Your Coaching Business

Running a coaching business comes with its own set of challenges. From managing multiple clients to keeping track of schedules and contracts, there is a lot to manage! There are a lot of different processes in organizing workflow, planning schedules, and monitoring progress while making sure everything is well-communicated with your clients. As a result, it can be easily overwhelming to many out there who are looking for a way to start a coaching business and run it successfully!

Notion can come in as a handy, yet powerful tool to help coaches manage their workflows, resources, and clients. In this article, we would love to share our top 5 tips on how to leverage Notion's capabilities to organize your coaching business effectively and efficiently.

Tip 1. Create a Client Portal

Setting up a dedicated client portal in Notion for each of your clients can be a game-changer! This system not only helps you manage significant data and tasks for each client but also provides your clients with a convenient method to access all their information in one place. This includes coaching schedules, contracts, payments, tasks, and resources.

One remarkable feature of Notion is its ability to effortlessly create a client portal for each client. This function can save you a lot of time and ensures consistency across different client projects. Once created, you can share the page with your client for quick, straightforward, and transparent communication.

Source: Ultimate Client Portal & Coaching Workspace - The Organized Notebook, 2024

What should be included in your Client Portal?

  • Coaching Program: Outline your onboarding stages, and coaching programs with timelines, scheduled sessions, and milestones for client progress.
  • Tasks & Homework: Create exercises and tasks for your clients to track and complete at their own pace
  • Payments & Contract: Ensure transparency when it comes to practicalities, payment policies and payment progress
  • Resource & FAQs: Compile readings, resources, and most asked questions in an easily accessible format for clients to easily refer to.

Tip 2. Track Client Pipeline

Not every lead can convert to sales but keeping a client book is a must! Tracking your client pipeline lets you monitor the progress of potential clients, from inquiry to contract signing, helping you identify bottlenecks and opportunities for improvement in your sales process. You can also view a visual representation of your potential income, allowing you to plan and budget effectively. And more importantly, it ensures that no potential clients fall through the cracks and that every lead is followed up on.

Notion is an excellent tool for tracking your client pipeline. With Notion, you can create a database of potential clients, including information like contact details, the stage they're at in your pipeline, and any notes or tasks. The client pipeline can be viewed in various formats, including as a Kanban board, which allows you to move potential clients from one stage of your pipeline to the next with a simple drag and drop. Not only does this make tracking your pipeline simple and efficient, but it also ensures that all information related to your potential clients is stored in one easily accessible location.

Tip 3. Utilize the Task & Calendar System

Notion's task list system is simple yet effective. You can add tasks, assign due dates, and tag them for easy categorization. The system allows for tasks to be viewed by the due date, ensuring you never miss a deadline. Once a task is complete, you can check it off, and it moves to the 'complete' section. This is a great way to keep track of your coaching business tasks such as scheduling meetings or creating client portals.

Moreover, the calendar feature in Notion is undoubtedly a powerful tool for managing your coaching schedule. You can also add events to the calendar, tag them by business contacts or clients, and even add meeting links, which will help you significantly in tracking your personal, admin, and coaching schedules.

Tip 4. Keep Track of Finances

While Notion is not a replacement for professional accounting software, it offers a basic finance tracker that can be useful for small businesses. You can generate invoices directly in Notion, add income and expenses, and even keep track of your income and expenses on a month-to-month basis. This can be a great way to keep a glance at the money flow in your coaching business.

Source: Ultimate Client Portal & Coaching Workspace - The Organized Notebook, 2024

Tip 5. Store Important Resources

Notion allows you to store important resources and documents. This can be useful for storing business documents, coaching notes, or resources for personal growth. You can add different types of resources such as articles, documents, and videos, and tag them for easy search and categorization. This feature can serve as a digital library of resources for both you and your clients.

Are there any other tools to use alongside Notion?

Notion integrates different business aspects into one platform, streamlining operations and boosting productivity. But besides Notion, there are many other tools required to manage your operations efficiently and effectively. Here are some of :

  • Website Builders: showcase your business and your profile as a coach on a professional platform (e.g. Squarespace, Wix.com)
  • Cloud-based storage: store documents and back up data securely (e.g. Google Drive, OneDrive, Dropbox)
  • Professional accounting Software: track your finances, review your business report and work with your accountants (e.g. Quickbooks, Zoho)
  • Link-in-bio: gather all social media links about your business in the same place (check our reviews of 5 BEST Link-In Bio Website Tools!)
  • Meeting Scheduling Tools: arrange meetings with your clients or business partners (such as Calendly)

Ready to take your coaching business to the next level?

Our Client Portal & Coaching Workspace provides an all-in-one solution for your coaching business. It helps manage all aspects of your clients, track coaching schedules, create tasks, take notes, and store resources. Within the Client Portal, you can keep all the information related to the client, including the coaching program, onboarding process, client payments, contracts, and more.



Notion offers a variety of features that can help streamline and organize your coaching business. From client portals to task lists, finance tracking to resource storage, and calendar management, Notion has got you covered. So why not try it out and see how it can transform your coaching business?

Back to blog

Leave a comment

Please note, comments need to be approved before they are published.