Having a smooth and fuss-free client onboarding process is one of the major reasons behind sustaining a successful fitness coaching business. It is crucial to your business since it’s the very first process of your association with your client. It is the first step towards turning a short-term partnership into a potentially long-term relationship.
A well-written and formatted client onboarding form helps you to closely access your client. It allows you to come with unique and customized fitness coaching practices for your client. It lets you serve your client in the best way possible.
At 360Wellness, we make the client onboarding process smoother for you as you partner with us and register to join our waiting list now to get lifetime free subscription access to our web app when it goes live soon.
This waitlist allows you to become the first among 1000 fitness professionals globally - who'll have a free lifetime subscription access to 360Wellness.
As they say, “If you aren’t assessing, you’re guessing”. But, guessing is something you don’t want to do here. It will only leave you frustrated and your clients unsatisfied.
Hence, a client onboarding process is highly significant to have a successful fitness coaching business. So, let’s dive into the checklist to help you elevate your business too.
The Sign-up process
Your client onboarding process begins as soon as payment is made.
1. Automate a payment receipt
First things first, as a fitness coach online, it is mandatory to have some systems in place. One of them is your email marketing automation. As soon as you receive the payment from the client, a payment receipt should land in their inboxes immediately.
This is the very step of building trust as a service provider online.
2. An intake letter
An intake letter should be sent within the next 24 to 48 hours of sending the payment receipt. Your intake letter or client onboarding letter can include a contract explaining all the terms and conditions. The contract can be accompanied by a form to understand your client’s health history. Along with these, including a sweet, friendly, and informal welcome letter is never a bad idea.
Setting up an email automation process for these saves you a lot of hassle. This lets you serve the client the right way from the very beginning.
The pre-training essentials
The first phase of client onboarding is complete. Now, it’s time to understand and get some pre-training essentials.
3. Personal details and demographics
Besides having their name and email address, it is important to collect other personal details. This can include their contact number to forward minor changes like rescheduling or their home address to deliver any physical product or send greeting cards on occasions.
Demographics are another important set of information to have. You can also ask for their body composition and measurements. They help you in curating and added personalized touches to your programs for your clients.
4. The equipment they can access
While managing an online fitness coaching business, equipment plays a vital role. It is necessary to understand what equipments are available to your clients and what else would they need.
The need for the equipment may depend on the level of your services as well. For example, if it’s a basic level program, no equipment would be needed. If it’s an intermediate-level program, your clients might need some equipment. But, in an advanced level program, specific equipment for specific use might be needed.
5. Highlighting strengths and limitations
Before you begin working on your client’s progress, you must be aware of their strengths and weaknesses. This will enable you to use their strengths wisely and get them working on their limitations. You must be aware of what your clients are good at so you can capitalize on that.
Understanding your clients’ limitations is a vital step in your coaching progress. Because, unless you get them out of their comfort zone, your brilliantly designed program won’t have many effects.
6. A daily habit questionnaire
This is a sensitive yet precautionary measure. Having your clients answer a daily habit questionnaire gives you a clear picture of their daily routine. The health and nutrition section will help you to analyze their daily meals and food intake. You can access their sleep routine, their daily emotions and even their physical exercise session.
This way you can set a customized path for your client to achieve their desired goals.
One way to skip this step is to onboard your clients via 360Wellness. The Wellness tracker does all the work to access your client’s food practices, sleeping schedule, emotions, and physical activity too.
7. If their goal is time-sensitive
The final step is to understand if your clients’ goals are time-sensitive. To serve at the best of your services, you must know if they have a deadline to get in shape or lose some weight. Or, if it is simply to live a better and healthier lifestyle.
Seeking little information like these helps you not only affirming them of their goals but also makes your clients feel loved and cared for.
The Ongoing essentials
You have all the information you need about your clients. It’s time for you to schedule future appointments and kick off the coaching sessions.
8. Schedule appointments in advance
To avoid rescheduling and cancellations, setting up scheduled appointments in advance is a big time saver. Say, if you are working with a client in your 90 days signature program, the time can easily extend to 7 or 8 months due to reschedules and cancellations.
Hence, to keep track of your services it is highly advised to set up an appointment calendar in advance and share it with your client. You can also include an expiry date for your services to be fairer.
9. A final check-in
This is the final step of your client onboarding process yet a significant one. A simple check-in to communicate if your client is comfortable with everything or not makes them feel supported. This will also unveil the deficiencies, if any, in your client onboarding process and give you the rightful chance to improve.
Communicating with your client in the right way is the soul of your business. Always remember that.
In case any of these steps are delayed from your end, be obliged to communicate the reason to your clients. Because in the end, nobody likes to be left in the dark without any further communication.
Client onboarding can get as smooth and as rough as you make it. But, as a fitness coach running an online business, you must always be open to learning along the process and upgrading your process as you level up.
Are you a fitness instructor looking forward to scaling your fitness coaching business?
Join our waitlist and become one of the first 1000 fitness coaches to have a free lifetime subscription access to 360Wellness, as it launches very soon.