Run every client the same careful way, from first enquiry to the final follow-up
A complete client process for coaches, consultants, trainers and practice owners: eight stages, a written standard at each, and the file to open at every step.
- A 16-sheet Client Journey Workbook: enquiries, fit decisions, sessions remaining, intake status, attendance flags, client-rated reviews, invoices, follow-ups and dashboards
- 4 fillable forms: discovery call and fit decision, intake and consent, session notes, and goals, review and completion
- 57 messages and scripts, a plain-words agreement discussion sheet, a welcome pack and a boundaries policy
- A capacity planner, 4 cheat sheets, 28 AI prompts for admin, a worked 12-week example, a calendar and a task board
The Client Journey System · Bodhih Pro Kits · 213 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do I run a professional client process as a coach or consultant?
Treat the relationship as eight stages: enquiry, discovery, agreement, intake, sessions, reviews, completion and follow-up, with a written standard at each. The Client Journey System from Bodhih Training gives you the workbook, forms, agreement sheet, messages and policies to run every stage the same way for every client.
Want the full free guide first? Read How to Build a Coaching Client Process from Enquiry to Ending.
You already feel the problem. Here is what it is costing you.
Every client gets a slightly different version of you
A different welcome, a different agreement, notes in whichever notebook was nearest. It mostly works because you work hard, and when it does not, you find out late at night.
The awkward conversations keep waiting
Late cancellations, unpaid invoices and the third message on a Sunday night all feel easier to leave. Without a written policy and words prepared in advance, they stay awkward.
Endings just happen
Packages run out instead of finishing. Clients drift, follow-ups never happen and you cannot say honestly what changed for them.
Records and AI feel risky
You are not sure how long to keep notes, what should be in them, or whether that AI tool is allowed anywhere near client information.
Picture the next few weeks with the kit open beside you.
Imagine Monday morning. You open the workbook, go to the Dashboard and spend ten minutes on what it flags: one enquiry to answer, one client without a next date, one invoice on its second reminder. Each line points to a message you can adapt in a minute.
When a new enquiry arrives, you log it the same day, send message 1 and book a discovery call. After the call you score the five fit tests and decide within a day. If it is a yes, the agreement and welcome pack go out together, and you notice how calm the first session feels when the client has already read your cancellation policy.
As the weeks go by, every session follows the same shape, notes take ten minutes and stay lean, and the review prompt tells you when to ask the client to rate their goals again. When a package nears its end, the workbook says so two weeks ahead, and you plan an ending instead of letting the sessions run out.
Whether you start with the Settings sheet tonight or the agreement sheet tomorrow, set up one stage at a time and let the process carry the admin so your attention stays with the client.
19 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Client Journey System (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: client journey map
The whole client job as eight stages with the file to open at each, your first hour, a 30/60/90 day use plan and links to measure your starting point.
Client Journey Workbook
16-sheet Excel workbook that runs every client from enquiry to follow-up: settings, services, enquiries and fit decisions, client register with sessions remaining, intake and consent, session log, attendance policy flags, client-rated progress reviews, actions, invoices, completion, referrals, monthly view and two dashboards.
Package and Session Capacity Planner
6-sheet calculator: the real hours each package takes (sessions, sponsor meetings, prep, notes, buffers, admin), fee per hour of total time against your own floor, how many clients you can hold at once, and a capacity verdict with a chart.
Discovery call, fit decision and referral note
Three-page fillable sheet: prepare and run a 30-minute discovery or chemistry call, make the fit decision against five written tests, and write a referral note with consent when someone needs a different kind of help.
Client intake and consent form (adapt to your practice)
Four-page fillable intake form the client completes before the first session: contact and practical details, goals and context in their words, preferences, and clear consents for notes, communication and any AI admin support.
Goals, progress review and completion form
One four-page form that travels with the client: goals and baseline ratings in session one, a midpoint review, the final review and ending conversation, and the client's feedback on the process.
Session notes sheet
Two-page fillable sheet: a five-minute plan before each session and lean, factual notes after it, with the actions the client chose and the admin to finish.
Client message library
57 ready-to-adapt messages and spoken scripts for every moment of the client journey: enquiries, discovery, agreement and welcome, scheduling, between-session check-ins, missed sessions and payment, reviews, endings, re-engagement and hard moments.
Client agreement discussion sheet
Plain-words client agreement with every clause a practice needs (goals, roles, confidentiality and its limits, sessions, cancellations, fees, between-session contact, records, AI use, sponsor terms, ending), ready to adapt and have reviewed by your lawyer.
Welcome pack template and boundaries and support policy
A client welcome pack to brand and send (how sessions work, what to expect, how to reach you, privacy in brief) plus a one-page boundaries and between-session support policy your practice can adopt.
Worked example pack: one coaching client over 12 weeks
One illustrative composite client, Daniel Mensah, taken from enquiry to follow-up over 12 weeks: every form, decision and message shown completed, with what the coach chose not to record.
AI prompt pack for client practice
28 tool-agnostic prompts grouped by stage of the client journey, each with what to paste in and what to check, plus strict consent and confidentiality rules for AI in a client practice.
Fit and referral decision card
If-this-then-that card for 22 moments at discovery and during the work, from scope and risk to sponsors, cancellations, extensions and early endings.
Client journey mistakes to avoid
Fourteen common mistakes in running clients, with what to do instead, plus five process traps in a growing practice.
Session structure and ending card
A 60-minute session shape with timings and questions, the after-session routine and the six-step ending conversation.
Records, privacy and professional body notes (October 2026)
Dated quick reference: data protection laws to check by market, professional body codes, retention principles, consumer contracts, tax, AI and recording.
12-week client engagement calendar
49 calendar events for one client from enquiry to the 30-day follow-up: discovery, agreement, three-way, six fortnightly sessions with reminders, notes and check-ins, reviews, ending and weekly practice checks. Import and move to your dates.
Client journey task board import
37 client tasks as a CSV ready to import into Trello, Asana, Notion, Planner or Jira, with stage, week, owner, file to open and due date.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 19 files plus a one-click ZIP
- E-book
- 62 pages
- Workbooks
- 16-sheet client workbook and 6-sheet capacity planner, with sample data, formulas and dashboards
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, GoodNotes, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion, Planner, Jira
- Best for
- Solo practitioners and small practices with roughly 5 to 40 clients a year, in any country and currency
One Standard for Every Client
Why the work around the sessions shapes what clients remember, and how the kit runs it as one process.
Eight Stages and the Standards Behind Them
The eight stages from enquiry to follow-up, the standards behind each, and setting up the workbook in one sitting.
Enquiries and the Discovery Conversation
Replying fast, running a discovery or chemistry call about fit, the five fit tests and saying no with a good referral.
Contracting and the Client Agreement
Contracting as a conversation, the clauses that matter most, and three-cornered agreements with employer sponsors.
Intake, Welcome and Consent
Collecting only what you need, separate consents, the welcome pack and the rule that nothing paid starts until intake is Ready.
Sessions and Lean Notes
A session shape you can rely on, what notes are for, what stays out of them and the 15-minute after-session routine.
Goals, Reviews and Measuring Progress Honestly
Goals in the client's words, client-rated reviews at three points, and measuring progress without overclaiming.
Between Sessions: Support, Boundaries and Referral
Contact between sessions, actions the client owns, scope and referral during the work, risk and hard moments.
Missed Sessions, Lateness, Payment and Scheduling
Scheduling across time zones, attendance policy applied consistently, a payment ladder and checking package capacity.
Endings, Follow-up and Re-engagement
Planning the ending, the six-step ending conversation, if-then plans, feedback, follow-up and re-engagement.
Records, Privacy, Supervision and AI
Records, retention and continuity, supervision and peer review, and AI for admin only with explicit consent.
The Practice You Run on Purpose
Bringing it together: an order for setting up and a practice you run on purpose.
The Monday Ten Minutes
The ten-minute Monday check with the dashboard, and how the calendar and task board fit in.
Adapting the System for Consultants, Trainers and Counsellors
How consultants, trainers and counsellors (admin side) adapt the eight stages.
Not just reading. Tools you will actually open again.
E-book
- The Client Journey System: 10 chapters, 2 appendices and 6 hand-drawn figures (PDF)
Start here
- 00-Start-Here-Client-Journey-Map: the job as eight stages with the file to open at each, your first hour and a 30/60/90 day use plan
Spreadsheets
- Client Journey Workbook (16 sheets): settings, services, enquiries and fit decisions, client register with sessions remaining, intake and consent, session log, attendance policy flags, client-rated reviews, actions, invoices, completion, referrals, monthly view and two dashboards with charts
- Package and Session Capacity Planner (6 sheets): real hours per package, fee per hour against your own floor, clients you can hold at once and a capacity verdict
Fillable PDF forms
- Discovery Call, Fit Decision and Referral Note (3 pages)
- Client Intake and Consent Form, to adapt to your practice (4 pages)
- Goals, Progress Review and Completion Form (4 pages)
- Session Notes Sheet (2 pages)
Word templates
- Client Message Library: 57 messages and scripts from enquiry to re-engagement, including hard moments
- Client Agreement Discussion Sheet: 13 plain-words sections for your lawyer to formalise
- Welcome Pack and Boundaries Policy: a welcome pack to brand and send, plus a one-page between-session support policy
- Worked Example Pack: one illustrative coaching client from enquiry to follow-up over 12 weeks
- AI Prompt Pack for Client Practice: 28 admin prompts with what to paste in and what to check, plus consent rules
Cheat sheets
- Fit and Referral Decision Card: if this, then that for discovery and during the work
- Client Journey Mistakes to Avoid: fourteen mistakes and five process traps
- Session Structure and Ending Card: a 60-minute shape, the after-session routine and the six-step ending conversation
- Records, Privacy and Professional Body Notes, correct at October 2026
Calendar and task board
- 12-Week Client Engagement Calendar: 49 events for Google Calendar, Outlook or Apple Calendar
- Client Journey Task Board Import: 37 tasks as CSV for Trello, Asana, Notion, Planner or Jira
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to reply to every enquiry within a standard you set and run a discovery call that ends in a clear fit decision
- You will be able to agree confidentiality limits, cancellations, fees and endings in plain words before any paid work starts
- You will be able to collect only the intake information you need, with separate consents recorded
- You will be able to keep lean, secure session notes in about ten minutes after each session
- You will be able to run client-rated reviews at baseline, midpoint and the end, without overclaiming results
- You will be able to apply attendance and payment policies consistently, with words prepared in advance
- You will be able to plan and hold an ending conversation and follow up at agreed intervals
- You will be able to set a records policy you can explain and use AI for admin only, with consent
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Coaching Conversation Assessment with a Spoken Round for Managers and Internal Coaches
Take the assessment →AssessAll assessmentClient Confidentiality and Conflicts of Interest Assessment for Professional Services
Take the assessment →AssessAll assessmentCoaching & Developing Others
Take the assessment →JobularyIf-then plans that make habits stick (Jobulary)
Make it a growth plan →A taste of Chapter 3
Coaching bodies describe contracting as an early and ongoing core skill. The ICF's core competencies and its Code of Ethics, in their own words, expect the coach to agree roles, responsibilities and rights with all parties, and to explain confidentiality and its limits, fees and other terms at or before the first meeting. Consultants will recognise the same idea from Peter Block's account of the consulting cycle, where entry and contracting come before any discovery work, and from Edgar Schein's process consultation, which treats the early relationship as part of the help itself. The written agreement is the record of that conversation. It is not a substitute for it. Walk the client through it, ask what is unclear, and change what needs changing before anyone signs.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Enquiries | Answer when you get a moment | A reply standard on Settings and a flag that turns red when it is missed |
| Agreement | A generic contract downloaded online | A plain-words discussion sheet covering confidentiality limits, cancellations, sponsors, records, AI and endings, for your lawyer to formalise |
| Intake | A long form that asks for everything | A minimal form with separate consents and a Ready rule before the first paid session |
| Notes | Whatever notebook is nearest | A lean notes sheet, a list of what stays out and a secure storage rule |
| Progress | A warm feeling, or a claim on the website | Client-rated goals at three points, used for the conversation and never as marketing |
| Endings | The sessions run out | An ending planned two sessions ahead, a six-step conversation and dated follow-ups |
Made for you if…
- Professional, executive, life and career coaches working alone or in a small team
- Independent consultants and small consulting firms running client engagements
- Trainers who sell paid programmes and cohorts to individuals or companies
- Counsellors and therapists in private practice who want help with administration and the business side only
- Practice managers who run scheduling, intake, invoicing and records for practitioners
- Practitioners working across countries and time zones who need one consistent process
Probably not for you if…
- Anyone looking for coaching technique, therapy methods or clinical guidance: this kit covers practice administration only
- Companies setting up an internal mentoring scheme (see The Mentoring Programme in a Box)
- People wanting a legally reviewed contract out of the box: the agreement is a discussion sheet for your lawyer to formalise
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Give every client the practitioner you intend to be
Open the Start-here map, set your standards on the Settings sheet and run your next enquiry through the eight stages. Whether you begin with the agreement sheet or the workbook, you will have one process for every client from the first week.
Personal licence for the buyer's own use (and use with your own team or clients where the kit says so). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
What buyers say
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The Client Journey System: FAQs
Read the free guideAlready bought? Resend my linkWhat is a client journey in coaching?
It is the full sequence a client goes through with your practice: enquiry, discovery, agreement, intake, sessions, reviews, completion and follow-up. Writing a standard for each stage means every client gets the same careful experience, not just the ones who arrive in a quiet week.
How do I onboard a new coaching client?
Hold a discovery call about fit, agree the work in writing, then send a welcome pack and a short intake form with separate consents. In this kit the Intake sheet shows the first missing item for each client and says Ready only when everything is in place.
What should a coaching agreement include?
Goals and roles, confidentiality and its limits, sessions, cancellations, fees, contact between sessions, records and privacy, sponsor terms if an employer pays, how the work ends and how to raise a concern. The Client Agreement Discussion Sheet covers each in plain words; have it formalised by a lawyer where you practise.
How long should I keep session notes?
There is often no single answer. The UK regulator, for example, says UK GDPR sets no specific time limits and organisations must decide and justify their own. Set your period with your professional body, insurer and adviser, write it in your privacy notice, and the workbook will calculate a review date for each client.
Is this kit suitable for counsellors and therapists?
For the administration and business side only: scheduling, intake logistics, attendance, invoicing, follow-up and records organisation. It contains no clinical guidance. Your regulator and professional body set the rules on confidentiality, records, supervision and licensing, and they come first.
Is this legal, tax or clinical advice?
No. The kit is educational and practical. Templates are starting points written in plain words, not legally valid documents, and country specifics sit in one sheet dated October 2026. Check your lawyer, accountant, professional body and local law.
Can I use AI with client information?
The kit keeps AI to drafting and administration. The 28-prompt pack works with de-identified text, and client data goes into an AI tool only with explicit consent for that use and a tool your practice has approved. People decide fit, scope, referral, risk and anything said to a client.
How can I measure my starting point?
Bodhih's partner AssessAll offers the Coaching Conversation Assessment with a Spoken Round for Managers and Internal Coaches, the Client Confidentiality and Conflicts of Interest Assessment for Professional Services, and Coaching & Developing Others. They are separate products, listed on the Start-here map.
How do I turn the ending plan into lasting habits?
The ending conversation uses if-then plans. Jobulary's article on if-then plans that make habits stick is a practical companion for turning a client's 90-day plan, or your own Monday routine, into a development plan with cues and responses.
Which software do I need, and what is the refund policy?
The workbooks open in Excel, Google Sheets or LibreOffice with no macros; forms fill in Acrobat Reader and most PDF apps; templates open in Word or Google Docs. Digital kits are non-refundable once downloaded, except corrupted files not fixed within 3 working days, duplicate charges or failed delivery.
How much does The Client Journey System cost?
₹999 including 18% GST for buyers in India, or $29 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
