Business, executive, career and life coaches

The CRM for coaches.

GuardenerAI for coaches is a CRM that runs a coaching business end to end: leads and discovery calls, programmes and retainers tracked as recurring revenue, coaching agreements signed online, nurture journeys and invoices. It is for solo coaches and small coaching teams that want a steady pipeline of clients instead of feast and famine.

Coaching is a relationship business with a sales cycle most coaches never see written down. Discovery calls in one calendar, clients in another app, invoices in a third. GuardenerAI puts the pipeline, the programme and the payment on the same system, so you know who is next and who is renewing.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Discovery calls on autopilot

Share a booking link for a free discovery call that only offers your free times, with a question or two on the form, synced with your calendar.

A pipeline you can actually see

Every prospect moves through your own stages on the opportunities board, from discovery call to signed, with the programme value on each card.

Programmes as recurring revenue

Programmes and retainers are recurring line items with service dates, so monthly revenue and end dates sit on the pipeline.

Nurture that keeps you top of mind

A marketing journey welcomes everyone who joins your email subscribers segment, built on email consent, and sends your best content over a few weeks with fixed waits in between.

The modules this runs on

Deep dives for coaches

How you set it up

Shaped around how coaches actually work.

There is no one-click template for this industry, so you add these objects and fields yourself in Settings. It takes an afternoon, and nothing about it is fixed.

Built in

Leads

People from talks, podcasts, referrals and your website, before the discovery call.

  • Status
  • Lead Source
  • Campaign fields
  • Rating
Built in

Opportunities

Each programme, package or retainer you are selling.

  • Value
  • Stage
  • Line items (recurring)
  • Expected Close Date
  • Next Step
Built in

Companies

For executive and team coaching, the organisation paying for the programme.

  • Name
  • Industry
  • Employee Count
You create it

Programmes

An optional custom object you create to see every active client’s programme and when it ends.

  • Client (lookup to Person)
  • Programme (select)
  • Start date (date)
  • End date (date)
  • Sessions included (number)
  • Status (select)

Suggested stages on opportunities (programmes)

  1. Discovery call booked
  2. Call held
  3. Proposal sent
  4. Agreement signed
  5. Not now
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Booking link

Free discovery call

  1. A 30-minute link with your coaching hours and a buffer after each call
  2. Ask what they want to work on, required, on the booking form
  3. The prospect confirms from their inbox and can reschedule from the same link
Action plan

After the discovery call

  1. Send the proposal, high priority, day 1
  2. Follow-up call, day 4
  3. Last check-in, day 10
Signature template

Coaching agreement

  1. Write your agreement once, with the client’s name, your business name and the date merged in
  2. Send it from the client’s record
  3. They sign on any device, and the sealed PDF is filed on their record

What clients tell you stays private.

Your data is encrypted, audit-logged and isolated to your business, with default-deny roles if you grow a team. The AI assistant works inside your own workspace, with your permissions.

Read the security details →
FAQ

Questions from teams like yours.

Is GuardenerAI good for a solo coach?
Yes. The free plan works for one person, and paid plans are priced per workspace rather than per user, so adding an associate coach or an assistant does not change the bill.
Can clients book sessions with me directly?
Yes. Share booking links for discovery calls and sessions. They offer only your free times, synced with Google or Microsoft calendars, and confirmations come from your own mailbox.
Can I send newsletters and nurture emails?
Yes. Marketing sends email campaigns and multi-step journeys to segments of your contacts, with consent and unsubscribes handled.
Can I take payment by card?
On the Max plan, yes, once accounting is switched on for your workspace: raise an invoice and email a Stripe payment link. On other plans you record payments by hand. There are no automatic recurring invoices, so raise each one when it is due.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for consulting firms, therapy and counselling and education and training. See every industry.

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