Coaching software stack audit worksheet
A qualitative worksheet for reviewing your coaching software stack tool by tool: what job each does, whether it earns its place, where data is duplicated, where you copy between tools, and a keep / consolidate / drop decision. It complements the Stack Calculator, which does the numbers; this handles the judgement calls.
The stack audit worksheet
COACHING SOFTWARE STACK AUDIT Reviewed on: ______ For each tool: Tool: ______ Primary job it does: ______ Could another tool I already pay for do this? ______ Where its data also lives (duplication): ______ Do I copy/paste between it and another tool? ______ Does the client have to log in to it separately? ______ Unique strength worth keeping: ______ Decision: [ ] Keep [ ] Consolidate [ ] Drop / trial-cancel If consolidate/drop: into what, and what would I lose? ______ (repeat per tool) Summary Tools to keep: ______ Tools to consolidate: ______ Tools to drop: ______ One change to make this month: ______
When to use it
Use it once or twice a year, or whenever your stack feels heavier than your practice warrants. Run the free Stack Calculator first for the numbers (cost + a fragmentation score), then use this worksheet for the decisions the numbers cannot make for you.
How to use it
List every tool you pay for, then answer the questions per tool honestly. The three that matter most are duplication (does this data live somewhere else too?), manual handoff (do I copy between tools?), and unique strength (does it do something nothing else can?). A tool with a real unique strength and low duplication earns its place, even in a large stack.
Example
Tool: a standalone scheduling app. Job: booking. Could another tool do it? Yes, my practice platform books too. Duplication: client contact details live here and in the CRM. Copy/paste: yes, into invoices. Client logs in separately: yes. Unique strength: none I rely on. Decision: consolidate into the platform; I would lose one niche reminder style I can live without.
How it complements the Stack Calculator
The Stack Calculator quantifies your stack: total cost, admin time, and a fragmentation score from duplicated functionality and manual handoffs. This worksheet is the qualitative layer: which specific tools to keep, consolidate or drop, and what you would lose by changing. Use both; neither replaces the other.
Mistakes to avoid
Cutting tools purely to reduce the count (a lean specialist stack can be right). Keeping a tool out of habit or sunk cost. Ignoring the client’s experience of juggling logins. Deciding on price alone and missing a genuine unique strength.
How this works inside Exantur
Where duplication and handoffs are the problem, one coaching workspace can absorb several of these jobs (client records, scheduling, notes, invoicing, portal). Keep any specialist tool that does something it does not. Optional; the worksheet is vendor-neutral.
Frequently asked questions
- How is this different from the Stack Calculator?
- The calculator does the numbers (cost, admin time, a fragmentation score). This worksheet is the qualitative decision layer: keep, consolidate or drop each specific tool, and what you would lose.
- Does more tools mean a worse stack?
- No. A lean stack of specialist tools with little duplication and few handoffs can be a good setup. Fragmentation, not tool count, is the problem.
- Is anything stored here?
- No. It is a worksheet to copy, print or adapt; nothing you enter is saved.
Related
One workspace instead of a stack of logins
See which coaching workflows Exantur can bring into one place.