Life Coach Business Hub Spreadsheet

Run your coaching practice from lead to renewal — in one organized, beautifully designed spreadsheet.

Most coaching templates are a prettier client list. This one answers the questions you actually carry around: who needs attention this week, what am I owed, what's coming next, and where is each client in their journey with me.

• ONE CLIENT, ONE SCREEN — THE CLIENT JOURNEY TAB

Pick a client from a dropdown and the whole tab becomes about them:

• Their package, and how much of it is left
• Every session you've had, most recent first, with the topic and whether your notes are done
• What they committed to, and what's overdue
• Their goals and progress
• What they've paid and what's outstanding
• Whether a renewal conversation is due
• Their testimonial status, and the approved wordingIt's what you open in the two minutes before a call, and it replaces hunting through eight tabs.
• SHOULD YOU RAISE YOUR PRICES, OR TAKE MORE CLIENTS?

The Capacity tab answers it. Tell it how many coaching hours a week you're willing to work and the most clients you want at once, and it works out how many spots you actually have — then tells you which limit you'll hit first:"Your HOURS run out first — 3 more clients fits your week, though your client limit would allow 5."It converts every active client's session frequency into weekly hours, so a fortnightly client counts for half of a weekly one and a paused client counts for nothing. Then it shows what your practice is worth with every spot filled. Arithmetic on your own numbers — never a forecast.

• IT TELLS YOU WHAT NEEDS YOU, BEFORE YOU GO LOOKING
• Packages at their renewal point — where your next sale is
• Packages ending soon
• Session notes still to write
• Client commitments past their due date
• Balances past their payment date
• Leads waiting on a follow-up from you
• Testimonials asked for but not received

Each one is a number on your dashboard, not something you have to remember to check.

• WHAT WAS SOLD AND WHAT WAS PAID ARE DIFFERENT THINGS

Client Packages records what someone agreed to buy. Payments is the only place money is ever recorded — and the amount paid, the balance due and the sessions remaining all work themselves out from it. A payment plan tracks itself, and you can never accidentally count the same money twice.

A session inside a prepaid package doesn't invent new revenue: it carries an Allocated Value, clearly labelled "not cash", so your revenue-by-programme figures stay honest.

• TWO CONVERSION RATES, BECAUSE THEY ANSWER DIFFERENT QUESTIONS

Enquiry-to-client and discovery-call-to-client are not the same number, and the second is always the flattering one. You get both, labelled, and each stays hidden until there's enough data to mean anything. Same for your renewal rate, which counts only the packages that actually ENDED — not everyone still on your books.

• ACCOUNTABILITY YOU CAN SEE

Actions & Accountability records what a client committed to between sessions, when it was due, and whether it happened. Overdue commitments count themselves and land on your dashboard. It's the difference between remembering that someone was going to have a difficult conversation and knowing they haven't.

• TESTIMONIALS, HANDLED PROPERLYA dedicated tab for the whole arc: asked, received, the approved wording itself, and written permission to use their name and their photo, recorded separately. Referrals asked for and received. Because using a client's words without their say-so is not a mistake you want to make.
• THE WORKBOOK CHECKS ITS OWN ARITHMETIC

Three integrity checks sit on the dashboard. Every package payment is accounted for. Every session belongs to a client who exists. Every session's package reference exists. If your numbers ever stop agreeing, it says so on screen instead of quietly being wrong.

• EVERYTHING, IN THE ORDER A COACHING RELATIONSHIP HAPPENSGETTING CLIENTS — Leads & Discovery Calls, with pipeline stages and conversion

STARTING — Client Directory, Client Intake, Packages & Programs, Client PackagesTHE WORK — Sessions, Actions & Accountability, Goals & Milestones, Client JourneyTHE BUSINESS — Payments, Expenses, Testimonials & Referrals

STEPPING BACK — Coaching Command Center, Business Review & Capacity, Settings

• BUILT TO STILL WORK NEXT JANUARYA Reporting Year control means the workbook rolls into a new year on its own and lets you look back at a past one — with month-over-month comparisons following the year you're reviewing, not today's date.
• TWO COLOURWAYS, BOTH INCLUDED

Blush & Sage and Coastal Terracotta — the same complete system in two aesthetics. No need to choose at checkout.

• MADE FOR COACHES

Life, career, business, leadership, confidence and mindset coaches. Anyone running a practice on recurring sessions inside packages who's tired of holding it all in their head.------------------------------------------------------------WHAT YOU GET------------------------------------------------------------

• Google Sheets version + Microsoft Excel version — both included
• Two colourways — Blush & Sage and Coastal Terracotta
• 16 connected tabs — a filled Example to learn from, a clean Blank to work in
• How to Access guide (PDF) — one-click Google Sheets links and setup for both formats
• Quick Start Checklist (PDF) — your first twenty minutes, then a weekly and monthly rhythm
• Instant digital download · lifetime access · free updates · no subscription------------------------------------------------------------HOW IT WORKS------------------------------------------------------------1. Purchase and download instantly.2. Open the How to Access guide and pick Google Sheets or Excel.3. On Settings, set your weekly coaching capacity, client limit, revenue goal and tax rate.4. Add your programmes, then your clients. Each client gets an ID that every other tab uses.5. Record a sale on Client Packages and the money on Payments — balances look after themselves.6. Log sessions, commitments and goals as you go. Open Client Journey before a call.------------------------------------------------------------FAQ------------------------------------------------------------DO I NEED EXCEL?

No. It works free in Google Sheets and there's a one-click link in your guide. An Excel version is included if you'd rather use that.

HOW MANY CLIENTS CAN I TRACK?

Up to 150, with room for 800 sessions, 400 payments, 250 client packages, 400 commitments, 200 goals and 200 leads.

DOES IT SEND REMINDERS OR CALENDAR INVITATIONS?

No, and that's deliberate. It records what happened and what's due; it doesn't email your clients, book sessions, raise invoices or sync with anything. Keep your scheduler — this holds the picture of your practice that a scheduler can't give you.

DO I HAVE TO BUILD ANY FORMULAS?

None. You type in the white cells and everything shaded calculates itself. Every tab is protected so you can't overwrite a formula by accident — there's no password, and you can unprotect any tab to see how it works.

IS THIS SUITABLE FOR THERAPISTS OR COUNSELLORS?

No. If you're a licensed mental-health provider your confidentiality and record-keeping obligations are different from a coach's, and you shouldn't rely on a spreadsheet to meet them.

HOW DOES IT HANDLE CLIENT INFORMATION?

Carefully, and it tells you to as well. The intake tab is a summary, not a personal history, and there's a prominent notice asking you to store only what you need, to keep diagnoses, medical records, card details and passwords out of it, and to check the privacy rules that apply to your own practice and professional body.

CAN I TRACK PAYMENT PLANS?

Yes. Record the sale once, then each payment as it lands. The balance, the next payment date and the sessions remaining all update themselves.------------------------------------------------------------This is a digital download — no physical product will be shipped. For personal and small business use. A planning and record-keeping tool, not tax, legal, financial or clinical advice. Excel 2016 or newer recommended (desktop version) — Excel for the web and other apps can open the file, but some formulas, dropdowns and charts may not behave. Not affiliated with Microsoft or Google. Because it's an instant download all sales are final, but if anything isn't working just message me and I'll make it right.

✦ HOW YOUR DIGITAL DOWNLOAD WORKS ✦

This is an instant digital download — there's nothing physical to ship. As soon as your payment goes through, you'll land on a confirmation page with your download link, and the same link arrives by email. Save the files somewhere you'll remember. If you lose the email, just message me and I'll resend it.

Open the spreadsheet in Microsoft Excel, or use the included How-to-Access PDF to copy it into free Google Sheets in one click — whichever you prefer. It's yours to reuse for as long as you need it. If anything's ever wrong with a file, message me and I'll make it right.

✦ GOOD TO KNOW ✦

• Instant digital download — no physical item ships
• Yours forever — re-download any time, reuse it year after year
• Personal use only — please don't resell, share, or redistribute the files
• Colors may look slightly different from screen to screen and printer to printer
• Because it's a digital product, all sales are final — but if something's wrong with your file, just message me and I'll fix it

© Muse & Make Co. For personal use only. Not for resale or redistribution.