Complete CRM Setup Tutorials: Dubsado, HoneyBook, and 17hats for Coaches
Complete CRM Setup Tutorial
As a coach, effective customer relationship management is key to growth.
A Customer Relationship Management (CRM) system helps manage customer data, interactions, and transactions, enabling you to have better client relationships.
This tutorial will help you set up a CRM system to improve customer management. We'll discuss:
1. Choosing the Right CRM: Find a CRM that fits your business size and goals.
2. Data Import and Organization: Import and organize your existing customer data for easy access.
3. Customizing Your CRM: Adjust the CRM to your specific needs, such as fields and workflows.
4. Integrating Other Tools: Connect your CRM with essential tools like email marketing and payment systems for better productivity.
5. Automation and Workflows: Set up automated processes to save time and minimize errors, focusing on leads and tasks.
6. Reporting and Analytics: Use CRM reporting tools to track performance and make informed decisions.
7. Training Your Team: Ensure your team can effectively use the CRM to maximize its benefits.
By the end of this tutorial, you'll know how to successfully set up a CRM that improves your customer relationships and supports your business growth. Let’s begin!!!!!
Dubsado Setup Tutorial
Initial Setup (Day 1)
Brand Setup
Upload your logo (recommended size: 500x500px)
Set brand colors (Get your hex codes ready!)
Customize email signature
Configure business details
Create Your First Project Templates
Discovery Call Project:
Lead Capture Form -
Scheduler Link -
Follow-up Email -
Call Notes Template
Essential Form Setup
Client Intake Questionnaire
Discovery Call Form
Coaching Agreement
Session Feedback Form
Workflow Creation (Day 2)
Discovery Call Workflow:
Lead Capture → Automatic Email
Schedule Call → Calendar Integration
Pre-Call Questionnaire → Reminder Email
Post-Call → Follow-up Sequence
Client Onboarding Workflow:
Welcome Email
Contract
Invoice
Welcome Packet
Session Scheduler
Email Templates (Day 3)
Must-Have Templates:
Welcome Email
Discovery Call Confirmation
Post-Discovery Call Follow-up
Payment Reminder
Session Confirmation
Session Recap
Advanced Setup (Day 4)
Scheduling
Set buffer times between sessions
Create different appointment types
Configure availability rules
Set up timezone handling
Payment Setup
Connect payment processor
Create package options
Set up recurring payments
Configure payment reminders
HoneyBook Setup Tutorial
Day 1: Foundation Setup
Company Info
Business details
Brand colors
Logo upload
Team member setup
Basic Templates
Brochure setup
Proposal template
Contract template
Invoice template
Day 2: Pipeline Setup
Create Custom Pipeline Stages:
New Lead
Discovery Call Scheduled
Proposal Sent
Contract Signed
Onboarding
Active Client
Alumni
Configure Automation Rules:
When: New Inquiry Received Then:
Send Welcome Email + Scheduler Link
When: Discovery Call Scheduled Then:
Send Prep Questionnaire
When: Contract Signed Then:
Send Welcome Packet + Invoice
Day 3: Document Setup
Essential Documents:
Welcome Packet
Company overview
Coaching process
Communication preferences
Policies and procedures
Coaching Agreement
Services description
Terms and conditions
Cancellation policy
Payment terms
Client Questionnaires
Initial assessment
Session prep form
Progress tracking
Testimonial request
17hats Setup Tutorial
Day 1: Core Setup
Account Settings
Business information
Brand elements
Team access
Default preferences
Contact Management
Create contact categories
Set up custom fields
Import existing contacts
Configure tags
Day 2: Workflow Creation
Lead Management Workflow
Step 1: Lead Capture -
Create web form -
Set up auto-responder -
Schedule follow-up task
Step 2: Qualification -
Send questionnaire -
Schedule discovery call -
Set reminder
Step 3: Conversion -
Send proposal -
Payment processing -
Welcome sequence
Client Management Workflow
Step 1: Onboarding -
Welcome packet - Initial assessment -
Payment setup - Schedule first session
Step 2: Active Client -
Session reminders -
Progress tracking -
Payment processing -
Feedback collection
Step 3: Alumni - Testimonial request -
Referral program -
Re-engagement sequence
Advanced Tips for All CRMs
Email Integration Best Practices
Use consistent subject line formats
Set up canned responses
Create folder structure
Configure email filters
Document Management
Use clear naming conventions
Create folder hierarchies
Set up automatic backups
Implement version control
Testing Protocol
Before Going Live:
1. Test all automations
2. Send test emails
3. Process test payments
4. Review mobile experience
5. Check integration functions
Regular Maintenance Schedule
Weekly: - Review automated sequences - Check for failed payments - Update calendar blocks - Clean up contact list Monthly: - Audit workflows - Update templates - Review analytics - Optimize automations
Troubleshooting Common Issues
Calendar Sync Problems
Clear cache and cookies
Reconnect integration
Check timezone settings
Verify availability blocks
Payment Processing Issues
Verify payment gateway connection
Check transaction limits
Update payment methods
Review failed payment logs
Automation Failures
Check trigger conditions
Verify email deliverability
Test workflow logic
Review error logs
Remember: Take implementation one step at a time. It's better to have a few well-functioning elements than many half-working ones. Focus on getting the basics right before moving to advanced features.
If you are still deciding which system is worth this kind of setup time in the first place, Best CRM for Coaches in 2025: Top 10 Systems to Scale Your Practice compares the options before you commit.
Systems like these are meant to hold your business steady, not become another thing to manage. If you would rather talk through what actually needs setting up first, a 30-Minute Pivot Call is a good place to sort that out together.