Our goal is to help coaches make confident, informed decisions about the software they use to run and grow their business.
We take our testing seriously.
Every CRM we review goes through the same hands-on evaluation process, using real coaching workflows — not just feature checklists or vendor demos.
This page explains exactly how we test, compare, and score each CRM platform for coaches.
Transparency is at the core of what we do, so you know our recommendations are honest, fair, and data-driven.
Our Mission: Practical Reviews for Real Coaches
Most software reviews online are written by marketers — not by people who actually use these tools to serve clients, schedule sessions, or manage coaching pipelines.
We’re different.
Our testing team includes coaches, consultants, and automation specialists who understand the day-to-day needs of real coaching businesses.
We test each CRM from the perspective of a professional coach who wants to:
- Stay organized
- Automate repetitive work
- Deliver a great client experience
- Grow sustainably without a large tech team
Every review and comparison we publish is guided by this mission.
How We Select CRMs to Review
We focus on CRMs that are actively used by coaches — whether solo practitioners, group program leaders, or agencies.
Our selection criteria include:
- Popularity among coaches — frequent mentions in coaching communities and forums.
- Market relevance — platforms that are growing or innovating in automation, booking, or client management.
- Accessibility — tools available globally with transparent pricing and coach-friendly terms.
- Performance and support history — established companies with reliable uptime and reputation.
We don’t review every CRM on the market — only the ones we believe are worth a coach’s time and attention.
Our 6-Step Testing Process
Each CRM we review goes through a structured six-step evaluation that mirrors a real coaching workflow.
We sign up, use it, and push it to its limits.
1️⃣ Account Setup & Onboarding
We start from scratch — creating a new account and going through the standard onboarding flow.
We track how long setup takes, how clear the instructions are, and whether technical experience is required.
We ask:
- Can a new coach set this up without hiring someone?
- Is the setup process intuitive and beginner-friendly?
- Are there templates or onboarding videos that make life easier?
2️⃣ CRM & Client Management Testing
Next, we import or add sample client data and test the CRM’s structure: contacts, pipelines, tagging, and search functionality.
We evaluate:
- How easy it is to organize clients
- Whether you can add notes, reminders, or session details
- If the system supports client progress tracking
For coaches, CRM usability is essential — so this category carries significant weight.
3️⃣ Automation & Workflow Evaluation
Automation is where most coaching CRMs differ dramatically.
We test each tool’s automation engine by building practical workflows — like:
- Sending appointment reminders
- Triggering onboarding emails
- Automating follow-ups for unbooked discovery calls
We look for flexibility, logic options, and user interface clarity.
The easier it is to create useful automations, the higher the score.
4️⃣ Booking, Payments & Client Experience
We test how each platform handles scheduling, payments, and the client-side experience.
This means:
- Creating a live booking calendar
- Connecting payment gateways (Stripe or PayPal)
- Simulating a real coaching purchase and confirmation flow
We assess whether clients can book, pay, and sign contracts without friction — because that’s where many CRMs fail.
5️⃣ Marketing, Funnels & Communication
If the CRM includes marketing tools, we build sample landing pages, email campaigns, and funnels.
We test:
- Funnel creation speed and customization
- Email/SMS communication quality
- Integration with other marketing platforms
For coaches running webinars or lead magnets, this section helps determine if the CRM can handle growth without extra software.
6️⃣ Support, Community & Long-Term Usability
Finally, we test each CRM’s support channels — live chat, email, and community forums — and measure response time.
We also review:
- Availability of tutorials, training, and documentation
- Active user groups or communities for peer support
- Frequency of software updates and product improvements
We revisit each CRM every few months to confirm our reviews remain current.
Scoring & Rating Criteria
Each CRM receives a total score out of 10, based on the following six weighted categories:
| Category | Weight | What We Measure |
|---|---|---|
| Ease of Use | 20% | Setup process, learning curve, user interface |
| Automation & Workflows | 20% | Power, flexibility, and reliability of automations |
| Client Management | 20% | CRM structure, pipelines, tagging, search, notes |
| Scheduling & Payments | 15% | Booking experience, payment integration, contracts |
| Marketing & Funnels | 15% | Landing pages, campaigns, lead tracking |
| Support & Value for Money | 10% | Pricing fairness, support quality, feature depth |
Each category is tested independently by at least two reviewers to ensure objectivity.
Scores are then averaged to produce the final rating (e.g., 9.8/10).
Testing Environment & Methodology Notes
All tests are conducted in real business scenarios, not demo sandboxes.
We create live accounts, integrate payment gateways, and simulate real coaching sessions.
Each CRM is tested using:
- Google Chrome browser on desktop
- Mobile responsiveness on iOS and Android
- Standard third-party integrations (Zoom, Google Calendar, Stripe)
We typically spend 7–10 hours per platform during the first review phase, followed by periodic re-checks when updates are released.
How We Handle Affiliate Links
Our website contains affiliate links for some of the CRMs we review.
When you click a link and make a purchase, we may earn a small commission — at no extra cost to you.
This helps us maintain and update our site regularly.
However, affiliate partnerships do not influence our ratings or rankings.
We only recommend platforms that meet our performance and quality benchmarks.
If a product underperforms, we say so — regardless of commissions.
Why You Can Trust Our Reviews
We believe in transparency, fairness, and practical value.
Here’s what sets our reviews apart:
- Hands-on testing: Every CRM is tested personally — not summarized from press releases.
- Real coaching use cases: We use client pipelines, booking flows, and automation scenarios that real coaches face daily.
- No pay-to-play reviews: Companies can’t buy rankings or change our conclusions.
- Regular updates: We re-test major platforms every quarter to reflect new features and pricing changes.
- Coach-first perspective: Our priority is helping coaches choose tools that simplify their lives — not overwhelm them.
Continuous Improvement & Updates
The CRM industry evolves fast.
What’s “best” today may change six months from now.
That’s why our review process is ongoing.
We regularly:
- Update content when pricing or features change
- Re-score CRMs that release major updates
- Add new platforms that enter the coaching market
If you notice an error or outdated information, please reach out through our Contact page — we welcome feedback.
Final Thoughts
We don’t just review software — we test tools that directly impact how coaches manage their businesses.
We believe the right CRM can save you time, improve client satisfaction, and free you to focus on what truly matters: coaching.
Our testing process ensures that when you read a “best CRM for coaches” recommendation here, it’s backed by real-world data, transparent scoring, and genuine experience.
That’s our promise — authentic, tested, and trusted reviews for coaches worldwide.