Client onboarding software for coaches
The start of a coaching engagement is a lot of small steps, an intake to complete, an agreement to sign, a first session to book, portal access to set up, a first payment to arrange. Done by hand across email and separate tools, it is where new clients stall. Exantur is client onboarding software that runs coaching client onboarding as one connected flow inside the workspace, so a new client goes from enquiry to first session without the friction.
It is part of Exantur, coaching practice management software built for the practice of professional coaching, not adapted from a generic project management tool.
By Martijn Mauritz, Founder & Coach at Exantur
One flow: intake, agreement, booking, portal, payment
Onboarding in Exantur is not a single form, it is the sequence a new client moves through: complete an intake form, sign the coaching agreement, book the first session, get access to their portal, and settle the first invoice. Each step lives in the same workspace and hands off to the next, instead of being five errands you coordinate over email.
Invite the client and let the checklist lead
You invite a coachee, and they are guided to set their credentials and enter their portal. An onboarding checklist keeps both sides clear on what is done and what is next, so nobody is left wondering whether the intake was received or the agreement was signed.
Intake that feeds the coaching, not a dead form
The intake form a client completes is not filed away and forgotten. It sits with the client record and the program they are starting, so the answers are there in the first session rather than in a separate document you have to dig out. Forms are built from templates, so setting up a professional intake is a one-time job.
Automations that carry the routine steps
Rule-based automations can handle the repeatable parts of onboarding, sending the right message when a client is invited, an agreement is signed or a first session is booked, so the routine follow-ups happen on their own and you spend your attention on the coaching rather than the choreography.
A first impression that matches the work
Onboarding is the first experience a client has of working with you, and a smooth, professional start sets the tone for the engagement. Because it runs in the same EU-hosted, secured workspace as everything that follows, the client arrives already inside the environment where the coaching happens.
Frequently asked questions
- What is client onboarding software for coaches?
- Client onboarding software for coaches turns the scattered first steps of an engagement, intake, agreement, first booking, portal access and first payment, into one guided flow. Exantur handles coaching client onboarding inside the same workspace where the coaching then happens, so nothing lives in a separate tool.
- What does onboarding include?
- The connected start of an engagement: intake form, signed agreement, first booking, portal access and first invoice, all in one workspace rather than separate tools.
- How does a client get started?
- You send a portal invitation; the coachee sets their credentials, completes the intake and is guided through the remaining steps by an onboarding checklist.
- Is this different from intake forms?
- Intake forms are one step. Client onboarding is the whole flow from enquiry to first session, of which the intake is the first part, connected to the agreement, booking, portal and payment.
- Can steps be automated?
- Yes. Rule-based automations can send the right message when a client is invited, an agreement is signed or a first session is booked.
Onboard new clients without the friction
See the onboarding flow in a live demo of Exantur.