Wellness coaching
Most of your clients are not in the room.
The record has to do the remembering.
A gym can rely on the front desk seeing people. You cannot. What you have instead is one record per client that holds the intake form, the measurements, the plan you assigned, what they actually logged against it, and the date you said you would check in — and a set of reminders that go out whether or not you remember to send them.
01 / The loop
One client, start to review
This is the whole product from a coach’s side. Everything else on this page is a detail hanging off one of these six steps.
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They arrive as an enquiry, not a contact
An enquiry has a source, a stage and a next action against a named person. The stages run from Untapped through Demo Conducted and Waiting for Confirmation to Payment Received — ten of them, so “spoke to them once” and “they are deciding” are not the same row. If your leads come from Facebook or Instagram lead ads, they land in this list by themselves with the source already attached.
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Intake, before you write a plan
PAR-Q and medical history are forms the client fills in themselves from the app. The record also carries goal, level, emergency contact, and an e-signature on the enrolment. It is the part everyone does on WhatsApp and then cannot find in month four.
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Measure, with photographs
Body measurements with front, back and side pictures, taken either by you or by the client. Weight-loss and progress analysis reads off the same series, so a before-and-after is two dates rather than a folder of screenshots you have to hunt through.
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Assign the plan — training and food
You build the workout plan and the diet plan in the builder and assign them. The client gets their own copy, so editing your template later does not silently rewrite what somebody is halfway through. Both export to PDF if the client wants one.
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They log against it, and you can see it
Sets and weights, with personal records called out. Meals against the plan, with a photograph of the plate if you ask for one. Water, steps, sleep and habits. Calories consumed against calories burnt. This is the difference between a coach who knows what happened last week and one who asks.
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The chase happens on a date, not a whim
Over thirty follow-up types with a scheduled date, an assignee, an expected close date and value, and an outcome. Some schedule themselves: renewal at 45, 7 and 3 days before expiry, a balance-due reminder on the payment date, a nudge after seven days with no activity, and a birthday.
02 / The record
What is actually stored against a person
Not a promise about “360-degree client profiles”. The fields, so you can tell whether they are the ones you keep on paper today.
Identity and intake
- Contact and address
- Full
- Emergency contact
- Name and number
- Goal and level
- Set per client
- PAR-Q
- Filled in the app
- Medical history
- Filled in the app
- Enrolment signature
- Drawn, stored
- Lead source and stage
- 10 stages
Progress and money
- Measurements
- Series, with dates
- Progress photographs
- Front, back, side
- Assigned workout plan
- Own copy per client
- Assigned diet plan
- Own copy per client
- Invoice and GST
- PDF, your numbering
- Balance outstanding
- Chased on a date
- Store credit
- Ledger, not a field
Packages behave the way a coaching block behaves: a duration in days, weeks, months or a fixed end date; a session count if you sell blocks of ten; freeze days if someone travels; and transfer or upgrade if the arrangement changes mid-way. Freezes and transfers are recorded as history, not as an edit to the original.
03 / Before you get to the demo
Four things this does not do
The version of this page that ran until now claimed all four. They are the things most likely to matter to a coach specifically, so they go here rather than in a footnote.
04 / Staying in touch
Messages that go out in your words, from your number
You connect your own WhatsApp number once by scanning a QR code, and the platform sends from it. The wording of every automatic message is a field you edit, with placeholders that fill themselves in — {cust_first_name} and the rest. Nothing goes out in a voice that is not yours.
- Welcome, when an enquiry is added
- Renewal, at 45, 7 and 3 days before the package ends
- Balance due, on the date the payment was scheduled for
- Birthday, on the day
- A nudge after seven days with nothing logged
- Invoice and receipt when you take a payment
24h
de-duplication window on every outgoing WhatsApp message
A hash of your account, the client’s number and the exact message body is checked before anything is sent, inside the sender itself rather than in each feature that calls it. So a client whose package expires on their birthday gets two different messages, not the same reminder twice from two different triggers. It is a small thing that becomes a large thing at a hundred clients.
05 / What you are buying
Two products, and a coach usually starts with one
Everything above is Ultimate CRM. The second product is for when you stop being the only person in the business.
Start here
Ultimate CRM
Clients, packages, invoices with GST, measurements, workout and diet plans, the follow-up scheduler, the WhatsApp messages, the client app, and about forty reports. The same system 305 centres and 420,624 member records run on, live since December 2023, with 12,370,692 check-ins recorded on it to date.
When you hire
Ultimate HRMS
Staff records, shifts, a leave ledger that accrues and carries forward on its own, appointment and relieving letters, private document storage, and a payroll run that ends in a PDF payslip. It is new, it is off unless you ask for it, and it is honest about what it leaves out — it does not compute TDS, on purpose, rather than print a confident wrong number.
Thirty to forty minutes, real software, sample data. Bring the question you think will break it. Or write to crm.sales@proultimate.com.