New Lead to Booked Discovery
- 1Prospect submits inquiry form on website
- 2System sends immediate SMS with booking link
- 3Lead selects time and answers qualifying questions
- 4Confirmation and calendar invite sent to both parties
Systems for Career Coaches
Workflow Systems for Professional Career Coaches
The business model for career coaches runs through private sessions, group workshops, and structured transition programs. Profit often leaks through high no-show rates, manual invoice chasing, and the time-intensive process of back-and-forth scheduling.
Education & Childcare
- Automated Discovery Booking
- Intake Document Automation
- Client Success Portal
- Missed Call Text Back
- Session Reminders
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A professional seeking a career pivot or promotion reaches out via your website or social profile.
- 02
Discovery
A discovery call is booked to assess fit and discuss professional objectives.
- 03
Onboarding
The client signs the coaching agreement and completes a detailed career history intake form.
- 04
Assessment
Initial sessions focus on skill mapping, resume audits, and identifying target roles.
- 05
Active Coaching
Regular sessions occur alongside document reviews and interview preparation exercises.
- 06
Placement
The client secures a new role and moves into a negotiation or onboarding support phase.
- 07
Transition
Formal coaching concludes and the client moves into a long-term alumni maintenance group.
Where it leaks
Common problems for career coaches.
01
Scheduling Friction
Clients frequently delay sessions when they have to coordinate times via email. This creates gaps in your calendar that are difficult to fill at the last minute.
02
Document Fragmentation
Resumes, cover letters, and LinkedIn audits often get lost in email threads. Without a centralized portal, trackable progress becomes difficult for both coach and client.
03
Payment Delays
Invoicing for individual sessions or monthly retainers manually takes hours away from actual coaching. Unpaid invoices create awkward friction in the professional relationship.
04
Inconsistent Follow-up
After a session, clients need immediate action items to maintain momentum. Forgetting to send these notes leads to slower results and lower satisfaction.
05
Lead Leakage
Prospective clients often reach out during their own working hours and expect a prompt response. Delays in replying to these inquiries result in them booking with a competitor.
What LATTICE can build
Systems built around how you work.
Automated Discovery Booking
Prospective clients can instantly book a fit-call from your site, synced with your real-time availability.
Intake Document Automation
New clients automatically receive digital intake forms and coaching agreements the moment they pay.
Client Success Portal
A secure area where clients access their session recordings, resume drafts, and homework assignments.
Missed Call Text Back
If you are in a session and miss a call, an AI assistant immediately texts the prospect to start the intake process.
Session Reminders
Automated SMS and email reminders sent 24 hours before a session to minimize no-shows and late cancellations.
Retainer Payment Follow-up
The system automatically charges cards on file or sends reminders when a coaching package is depleted.
Post-Session Action Items
Trigger a checklist of resources and next steps to be sent immediately after a meeting ends.
Example systems
What it looks like in practice.
Onboarding and Intake
- 1Client pays for a 3-month coaching package
- 2System emails coaching contract for digital signature
- 3Client redirected to career history and goals questionnaire
- 4Coach notified when all documents are ready for review
Placement and Testimonial
- 1Coach marks client status as Hired in the dashboard
- 2System sends a congratulatory email with a transition guide
- 3Request for a LinkedIn recommendation sent 14 days later
- 4Client moved to quarterly check-in automation
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from career coaches
How do I prevent clients from booking over my personal time?
You set your specific coaching hours within the system, ensuring that only blocks you have designated as available can be booked. The system can also sync with your personal calendar to prevent any double-bookings.
Can I store multiple versions of a client's resume?
Yes, the client portal allows for organized document storage where you and the client can upload, version, and comment on specific career documents without cluttering your inbox.
What happens if a client misses a payment?
The system monitors recurring payments and will automatically notify the client if a card fails or a balance is overdue. You will receive a notification to pause coaching sessions until the account is current.
Can this handle group coaching programs?
The booking and communication tools are designed to manage both one-on-one sessions and group workshops. You can send broadcast updates or resources to specific segments of your client list simultaneously.
Is the communication secure?
All client data and documents are stored in a secure environment. This maintains professional confidentiality, which is essential when dealing with sensitive career transitions and salary information.