New Client Launch
- 1Client signs coaching agreement via secure link
- 2System sends health history and lifestyle questionnaire
- 3Welcome packet and grocery list sent via email
- 4First coaching session automatically scheduled
Systems for Health Coaches
Modern Systems for Professional Health Coaches
Health coaches make money through private intensives, group coaching programs, and long term transformation packages. Income is usually lost during the manual back and forth of scheduling discovery calls and the friction of collecting intake forms before the first session.
Wellness & Fitness
- Automated Intake Portals
- Discovery Call Workflows
- Client Retention Sequences
- Membership Billing
- AI Receptionist
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospect expresses interest via your website or social profile after seeing your wellness content.
- 02
Discovery
The prospect books a consultation through an automated calendar to determine program fit.
- 03
Onboarding
Automated delivery of the coaching agreement, liability waiver, and initial health history questionnaire.
- 04
Implementation
Regular coaching calls occur alongside digital support for habit formation and nutritional tracking.
- 05
Assessment
Mid-point reviews and biometric data updates are logged to visualize client progress.
- 06
Renewal
System triggers a follow up sequence to transition the client into a maintenance program or new phase.
Where it leaks
Common problems for health coaches.
01
Discovery Ghosting
Prospects often book a free consultation and forget to show up. Without automated SMS reminders, your schedule is filled with empty slots that could have been billable hours.
02
Intake Friction
Manually emailing PDFs for health histories leads to delays in starting the program. Clients who face technical friction during onboarding are more likely to request a refund before the first session.
03
Manual Check-ins
Spending hours every morning texting clients for their daily wins or macros is not scalable. Relying on manual outreach leads to burnout and inconsistent client accountability.
04
Payment Chasing
Coaches often feel uncomfortable asking for money during a session. Lacking a secure, automated billing portal leads to late payments and awkward administrative conversations.
05
Disorganized Documentation
Keeping session notes in physical notebooks or scattered digital files makes it difficult to track long term trends. This lack of organization diminishes the perceived professional value of your coaching.
What LATTICE can build
Systems built around how you work.
Automated Intake Portals
Digitize your health history forms and waivers so they are signed and filed automatically before the first call.
Discovery Call Workflows
Implement a sequence of value based emails and SMS reminders to ensure prospects arrive prepared for their consultation.
Client Retention Sequences
Trigger educational content and encouragement messages based on the client journey stage to keep motivation high.
Membership Billing
Set up recurring payment processing for monthly coaching retainers to eliminate manual invoicing.
AI Receptionist
Handle inquiries from social media or your website instantly, qualifying leads based on their health goals before they reach your inbox.
Program Reactivation
Automatically reach out to former clients after six months to check on their maintenance and offer new seasonal challenges.
Example systems
What it looks like in practice.
Accountability Loop
- 1SMS prompt sent to client every Monday morning
- 2Client submits weekly reflection via mobile form
- 3Coach receives notification to review metrics
- 4Feedback video link sent to client portal
Renewal Sequence
- 1Workflow triggers 14 days before program end date
- 2Client receives progress summary and renewal invitation
- 3Invoice for the next phase is generated upon acceptance
- 4Calendar link for the next quarter is unlocked
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from health coaches
How can I handle client notes without them getting lost?
The system includes a dedicated client CRM where every interaction, form submission, and session note is stored in a single chronological timeline. You can access these records from your phone or desktop during a session to ensure continuity of care.
Can I automate my weekly check-in process?
Yes. You can build custom workflows that send out forms or reminders on specific days of the week. When a client submits their update, the system can notify you to review it, keeping you informed without manual prompting.
Will this help me get more discovery calls?
The platform includes lead capture tools for your website and social media. By offering a seamless booking experience with instant confirmation, you reduce the friction that usually stops people from reaching out.
Is it possible to manage group programs as well as 1-on-1 coaching?
The system supports both individual and group communication. You can segment your contacts by their specific program so that your emails and reminders are always relevant to their specific wellness track.
How does the system handle billing for long term packages?
You can set up automated recurring payments or milestone based billing. This ensures your revenue is consistent and predictable, and it removes the need to have uncomfortable money conversations during your coaching time.