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Pre-Engagement
Before the coaching relationship officially begins
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Client discovers you & books a discovery call
Client visits your public booking page, sees your available slots, and self-books a chemistry/discovery session.
📅 Public Booking Page
🗓 Availability
📦 Coaching Packages
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Discovery / Chemistry Call
A no-commitment conversation. Coach assesses fit; client experiences your style. Session logged in the system.
📅 Session (Zoom / Meet)
📝 Private Notes
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Package & Payment confirmed
Client selects a package; invoice raised and paid online before onboarding begins.
📦 Coaching Package
🧾 Invoice
1
Onboarding
Building the foundation of the coaching relationship
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Send Welcome Letter
Sets the tone, introduces your approach, explains the journey ahead. Builds excitement and psychological safety before the first real session.
✉️ Welcome Letters
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Coaching Agreement signed
Digital contract covering scope, confidentiality, session structure, and boundaries. Client signs with a typed signature — legally timestamped.
📜 Contracts
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Intake Form completed by client
Background, presenting challenges, previous coaching history, what success looks like to them. Coach reviews before Session #0.
🗂️ Intake Forms
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Session #0 — Onboarding Call
Confirm goals, align on expectations, explain the discovery process. Send shared session notes to client as a record.
📅 Session
📝 Session Notes (shared)
🗓 Calendar invite (.ics)
ICF Competency
Establishing and Maintaining Agreements — defining what coaching is and is not, roles, responsibilities, confidentiality, and what the client wants to achieve overall.
2
Deep Discovery
Understanding the whole person — not just the presenting problem
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DISC Personality Profile
Reveals communication style, decision-making tendencies, how the client handles conflict and stress. Shapes how you coach them.
📊 DISC Assessment
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Values Clarification
Uncovers what the client fundamentally stands for. Goal-setting without values alignment creates unsustainable motivation.
📊 Values Assessment
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Ikigai — Purpose Discovery
Maps what they love, what they're good at, what the world needs, and what they can be paid for. Grounds the entire engagement in meaning.
📊 Ikigai Assessment
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ICA Coaching Assessment
Baseline snapshot of self-awareness, limiting beliefs, current energy levels, and readiness for change.
📊 ICA Assessment
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SWOT Self-Analysis
Client-led strengths, weaknesses, opportunities, and threats — from their own perspective, not the coach's.
📊 SWOT Assessment
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Reflection Worksheets
Between-session exercises to deepen self-inquiry. Sent to client portal; responses visible to coach before next session.
🗒️ Worksheets
📁 Resources
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Session #1 — Discovery Debrief
Coach and client review all assessment results together. Powerful patterns and insights surface. Coach captures private observations.
📅 Session
📊 Assessment Reports
📝 Private Notes
🤖 AI Session Summary
ICF Competencies
Cultivating Trust & Safety · Evokes Awareness — assessments are not tests; they're mirrors. The coach's role is to help the client interpret patterns, not to diagnose.
3
Vision & Goal Design
Defining exactly where the client wants to go — and why it matters
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Big Dream / Vision Exercise
Co-create the client's 12-month or 3-year vision — a vivid picture of life after coaching. Grounds all future sessions in the "why".
🗒️ Worksheet
📁 Resources
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3–5 SMART Goals set
Specific, measurable goals tied directly to the vision and the client's values. Client owns them — not coach-assigned.
🎯 Goals Module
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Success Metrics defined
Quantitative and qualitative measures — both coach and client will track these throughout the engagement. "What does 10/10 look like?"
📊 Custom Metrics
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Coaching Board built
Visual Kanban of the entire engagement — goals, milestones, and key actions. Client can see the full journey at a glance.
🗂️ Coaching Board
ICF Competency
Facilitates Client Growth — goals must come from the client, not be prescribed by the coach. The coach's role is to ask the question that surfaces what the client already knows they want.
4
Game Plan
Translating vision into concrete, accountable action
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Action Plan created
First sprint of tasks with deadlines. Client submits proof of completion — builds accountability and celebrates momentum.
📋 Tasks / Assignments
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Daily / weekly Habits configured
Non-negotiable routines that support the goals. Client tracks streaks; coach monitors consistency in the dashboard.
✅ Habits Module
🔔 Nudges (reminders)
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Session Template saved
Create a reusable session structure (check-in → review → explore → commit) so every recurring session has a consistent, professional flow.
📋 Session Templates
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Resource Pack shared
Relevant frameworks, reading, worksheets, and tools. Client accesses these anytime through their portal.
📁 Resources
🗒️ Worksheets
🎓 Courses (optional)
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Push Notifications enabled
Client opts in to browser push for habit reminders and task nudges — keeps momentum between sessions without email overload.
🔔 Push Notifications
5
Ongoing Coaching
The weekly and monthly rhythm that drives transformation
Every Session
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Mood Check-in submitted by client
Client rates their mood and energy before the session. Coach sees it before joining — no cold starts.
💙 Mood Check-in
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Session held (via Zoom or Google Meet)
Scheduled in the platform; join link auto-generated and emailed to client with .ics calendar invite.
📅 Session
🎥 Zoom / Google Meet
🗓 .ics Calendar Invite
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Session notes written
Private notes — coach's observations, patterns, hypotheses (client never sees these). Shared notes — session summary sent to client's portal.
📝 Private Notes
📝 Shared Notes
🤖 AI Session Summary
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New tasks assigned from session
Commitments made in the session become tracked tasks with due dates and proof-of-completion requirement.
📋 Tasks
✅ Habits (updated)
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Between-session support
Client messages with wins, blocks, or questions. Automated nudges fire when habit streaks break or tasks approach their deadline.
✉️ Direct Messages
🔔 Nudges
Every Week (automated)
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Weekly Transformation Report sent to client
Auto-generated snapshot: habits streak, tasks completed, mood trend, goal progress — in one clean email. Keeps the client aware of their own momentum.
📊 Weekly Report
Every Month (automated)
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Monthly Progress Recap sent to client
Deeper auto-report: month's wins, patterns, goal delta, and what's next. Sends itself — you don't write it.
📊 Monthly Recap
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NPS Pulse survey sent
One-question satisfaction check-in. Flags dissatisfied clients early — before they go quiet.
⭐ NPS Survey
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Goal progress reviewed + Coaching Board updated
Coach and client review metrics together in session. Board cards move forward; goals are updated.
🎯 Goals
📊 Custom Metrics
🗂️ Coaching Board
📈 Analytics
ICF Competencies
Maintains Coaching Presence · Active Listening · Evokes Awareness · Facilitates Client Growth — the bulk of the coaching work happens here. Every session should feel different because the client is different.
6
Mid-Point Review
A deliberate pause to measure, recalibrate, and re-energise
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Re-assessment — same tools as intake
Run the same assessments used in Phase 2. The delta between before and now is often the most powerful coaching moment of the entire engagement.
📊 DISC (repeat)
📊 ICA (repeat)
📊 Values (repeat)
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Goal Achievement Assessment
Structured review of each goal: % complete, what's working, what's blocking, what needs to change.
📊 Goal Assessment
🎯 Goals (updated)
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AI Insights reviewed
AI analyses all sessions, notes, and progress data for this client. Surfaces recurring patterns and themes the coach may not have consciously noticed.
🤖 AI Insights
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Course-correction session
Adjust goals, habits, and game plan based on what the data is saying. New sprint created. Client re-energised.
📅 Session
📋 Tasks (new sprint)
✅ Habits (adjusted)
🗒️ New Worksheets
7
Completion & Celebration
Closing with intention — honouring the journey, not just the outcome
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Final Assessment — compare with intake baseline
Run DISC + ICA + Values again. Side-by-side comparison with Phase 2 results. Tangible, visible proof of transformation.
📊 All Assessments (final)
📊 Assessment Reports
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Completion Session — celebrate, acknowledge, integrate
Review the entire journey together. Name the growth. Acknowledge what was hard. Let the client articulate what they're taking forward.
📅 Completion Session
📝 Shared Completion Notes
🤖 AI Final Summary
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Testimonial requested
Send from within the platform. Client writes it in a structured format that makes it useful for your business.
⭐ Testimonials
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Referral conversation
"Who else in your life could benefit from this?" — the most natural referral conversation happens at the moment of highest client satisfaction.
✉️ Direct Message
ICF Competency
Maintains Agreements — a proper completion session is an ethical responsibility, not a formality. The client should leave feeling complete, not abandoned.
8
Post-Engagement
The relationship doesn't end — it evolves
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Client portal remains accessible
All their notes, resources, and reports stay in their portal. A permanent record of their transformation.
🏠 Client Portal
📁 Resources
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Re-engagement campaign (if they go quiet)
Automated trigger if a client has been inactive for a defined period. A warm, personal-feeling nudge — not a generic marketing email.
🔄 Re-engagement
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Alumni community & broadcasts
Keep past clients in your orbit. Monthly value-add broadcast, group discussions, and alumni community access.
📣 Broadcasts
💬 Community
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Continuation package offered
When the client is ready for the next level — a new package is ready to go. The entire journey restarts with a fresh contract and renewed goals.
📦 New Package
🧾 Invoice
📜 New Contract
📋 Tool Reference at a Glance
| Phase | Timing | Key CoachNexa Tools |
|---|---|---|
| ● Pre-Engagement | Before Day 1 | Booking Page · Availability · Packages · Invoices · Session |
| 1 Onboarding | Day 1–3 | Welcome Letter · Contract · Intake Form · Session · .ics Invite |
| 2 Deep Discovery | Week 1–2 | DISC · Values · Ikigai · ICA · SWOT · Worksheets · Session · AI Summary |
| 3 Vision & Goals | Session 2 | Worksheets · Goals · Custom Metrics · Coaching Board |
| 4 Game Plan | Session 3 | Tasks · Habits · Nudges · Session Templates · Resources · Courses |
| 5 Ongoing (session) | Weekly | Mood Check-in · Session · Notes · AI Summary · Tasks · Messages · Nudges |
| 5 Ongoing (month) | Monthly | Weekly Report · Monthly Recap · NPS · Goals · Metrics · Board · Analytics |
| 6 Mid-Point Review | Month 1–2 | Assessments (repeat) · Goal Assessment · AI Insights · Session · Tasks |
| 7 Completion | Final week | Assessments (final) · Session · Notes · AI Summary · Testimonials |
| 8 Post-Engagement | Ongoing | Client Portal · Re-engagement · Broadcasts · Community · New Package |
● Pre-Engagement
⏱ Before Day 1
Booking Page · Availability · Packages · Invoices · Session
1 Onboarding
⏱ Day 1–3
Welcome Letter · Contract · Intake Form · Session · .ics Invite
2 Deep Discovery
⏱ Week 1–2
DISC · Values · Ikigai · ICA · SWOT · Worksheets · Session · AI Summary
3 Vision & Goals
⏱ Session 2
Worksheets · Goals · Custom Metrics · Coaching Board
4 Game Plan
⏱ Session 3
Tasks · Habits · Nudges · Session Templates · Resources · Courses
5 Ongoing (session)
⏱ Weekly
Mood Check-in · Session · Notes · AI Summary · Tasks · Messages · Nudges
5 Ongoing (month)
⏱ Monthly
Weekly Report · Monthly Recap · NPS · Goals · Metrics · Board · Analytics
6 Mid-Point Review
⏱ Month 1–2
Assessments (repeat) · Goal Assessment · AI Insights · Session · Tasks
7 Completion
⏱ Final week
Assessments (final) · Session · Notes · AI Summary · Testimonials
8 Post-Engagement
⏱ Ongoing
Client Portal · Re-engagement · Broadcasts · Community · New Package
ICF Core Competencies covered
Demonstrates Ethical Practice
Embodies a Coaching Mindset
Establishes & Maintains Agreements
Cultivates Trust & Safety
Maintains Coaching Presence
Listens Actively
Evokes Awareness
Facilitates Client Growth