CRM & project management support for coaching & training businesses

When you're running a coaching practice, your CRM is the backbone of your client relationships — but keeping it clean, up to date, and actually useful rarely makes it onto your calendar. Whether you're managing a roster of 1:1 clients in HoneyBook, running cohort-based programs through a tool like Kajabi or ClickUp, or trying to track leads from a recent speaking engagement, a Trusty Oak EA can own the operational layer so you stay focused on delivery.

100+ tasks completed in this service category across our client base.

Fractional crm & project management support for coaches and trainers

How Trusty Oak handles crm & project management for coaches and trainers

A Trusty Oak EA working with a coaching or training business typically takes ownership of your CRM from the inside — updating contact records after discovery calls, tagging leads by program interest or funnel stage, and making sure no prospect falls through the cracks between your intake form and your first session. On the project management side, they'll build out and maintain program timelines in tools like Asana, Trello, or ClickUp, keeping curriculum launches, group cohort milestones, and client onboarding sequences on track. Day-to-day, expect your EA to log session notes, send follow-up task reminders, flag overdue action items, and keep your pipeline view accurate so you always know what's closing and what needs attention. You'll do a short weekly check-in to share priorities and review anything that needs your judgment — decisions, approvals, relationship-sensitive communications — while your EA handles the execution and upkeep. Trusty Oak's onboarding process includes a Strategic Delegation Plan, so your EA isn't guessing at what matters most to your business from day one.

What your EA takes off your plate

Before your EA starts, do a quick audit of your CRM and export or document how you currently use it — even if the answer is 'inconsistently.' The most common mistake coaches make is handing over access without explaining their naming conventions, pipeline stages, or how they distinguish a warm lead from a cold one, which leads to a CRM that's organized differently than they expected. Fifteen minutes of context upfront saves hours of cleanup later.

CRM Contact Management and Pipeline Hygiene

Updating lead and client records in HoneyBook, Dubsado, or HubSpot after calls, tagging contacts by program type or funnel stage, and archiving inactive prospects to keep your pipeline accurate.

Cohort and Program Launch Project Management

Building out launch timelines and task boards in Asana or ClickUp for group coaching programs, assigning deadlines, and sending internal reminders to keep curriculum prep and tech setup on schedule.

Client Onboarding Workflow Execution

Triggering onboarding sequences after a contract is signed — sending welcome emails, scheduling kickoff calls, sharing intake forms, and confirming access to course portals or community platforms like Circle or Slack.

Lead Follow-Up Tracking and Outreach Logging

Monitoring discovery call pipelines, logging follow-up touchpoints, and flagging leads who haven't responded within a set window so no warm prospect goes cold without a nudge.

Session Notes and Action Item Documentation

After coaching sessions, capturing key notes, commitments, and next steps into your CRM or project management tool so client progress is documented and nothing falls through between sessions.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Salesforce

Monday.com

Asana

Notion

HubSpot

ClickUp

...and many more!

Trusted by coaches and trainers

Trusty Oak supports coaches and trainers including Coach Wolfgang, Martin Global Leaders, Ruth Calabrese Leadership Coaching, and 1 others — handling everything from crm & project management to broader operational support.

What crm & project management support costs for coaches and trainers

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

15 hours $525

Specialists

~$50/hour

10 hours $500

Fractional Executives

~$95/hour

5 hours $475

Your monthly budget

$1,500

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

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Frequently Asked Questions

Do I need to have my CRM fully set up before working with a Trusty Oak EA?

No — your EA can help you set up or reorganize a CRM from scratch, whether you're starting fresh in Dubsado or migrating contacts from a spreadsheet into HubSpot. What helps is knowing which tool you want to use and having a general sense of your client journey so the EA can build a pipeline that reflects how your business actually works.

Can an EA manage project timelines for a group coaching cohort launch?

Yes, and this is one of the more high-value use cases for coaches. Your EA can build a master project board in ClickUp or Asana that covers everything from curriculum finalization to tech setup to marketing deadlines, and then keep it updated as things shift. You stay focused on content and delivery while your EA tracks what's due and what's at risk.

What if I use an all-in-one platform like Kajabi or Teachable — can an EA still help?

Absolutely. Trusty Oak EAs are experienced with all-in-one coaching platforms and can manage contact lists, tag subscribers by product or engagement level, update pipeline stages, and coordinate the project tasks that live outside the platform — like coordinating with a designer or managing a launch checklist in a separate tool.

Let an EA own your CRM and project tracking

Trusty Oak's onboarding includes a Strategic Delegation Plan tailored to your coaching business — so your EA hits the ground running. Monthly plans start at $1,000 with a one-time $300 onboarding fee.