What columns should a coaching client tracker have?

Fifteen in all. Client, owner, package, start date, end date and goal. Then stage, stage started, stage due, status and last check-in. Then milestones hit, proof, the client's wish and the next-offer date. Three are formulas: the stage due date, on track or overdue, and the next-offer date 60 days before the end.

Can I track coaching clients in Google Sheets?

Yes. Our own client success tracking board template is a Google Sheet. Add a Stages tab with the days each stage should take, and let formulas set the due date and the status. Once several client success managers update rows all day, the same columns hold up better on a Monday.com board.

How do I know which coaching clients are behind?

Give every stage a time it should take and compare it with today. In a sheet, the status column is one formula: if today is past the stage due date, the client is overdue. Overdue clients get a check-in the same day. Counted per stage, they show where the program is broken.

What should the summary of a client tracker show?

Four counts: active clients, on-track rate, client success rate and overdue clients per stage. Copy them into a history tab once a week. A summary that only shows this month never tells you whether the program got better or worse after a change.

Client tracker template for a coaching program: the columns, in Google Sheets or Monday.com.

A client tracker template for a coaching program: 15 columns, the overdue formula for Google Sheets, a summary tab, and when Monday.com is worth it.

When we ask a coach what data they collect in fulfillment, the answer is usually "we know when people started". That is one column.

A tracker that runs a program needs about fifteen. They answer one question per client: is this person moving toward the result on time? The columns below are the ones we use, and they work the same in Google Sheets or Monday.com.

What columns does a coaching client tracker need?

Fifteen, filled at three moments: the sale, the onboarding call and every check-in after that. The stage names come from your client path, so a program without stages has nothing to put in column 7.

#	Column	What it holds	Filled by
1	Client	Name, and the channel they answer on	Closer, at the sale
2	Owner	The client success manager assigned	At onboarding
3	Package	What they bought	Closer, at the sale
4	Start date	Day of purchase	Closer, at the sale
5	End date	When the term ends	Closer, at the sale
6	Goal	The promised result with a number, and the starting point	Onboarding call
7	Stage	Onboarding, or the level they are on	Client success manager
8	Stage started	The date they entered it	Client success manager
9	Stage due	Stage started plus the days that stage should take	Formula
10	Status	On track or overdue	Formula
11	Last check-in	Date, and how far the client is	Client success manager
12	Milestones hit	The date of each milestone reached	Client success manager, same day
13	Proof	Asked, received, and which kind	Client success manager
14	Wish	Their answer to: what do you wish this offer helped you with?	Client success manager
15	Next-offer date	End date minus 60 days	Formula

The tracker columns from the offers we run. Rename them to fit your program; keep what each one answers. · Source: The client management board: what is on it, and who updates it

How do you make overdue clients show themselves?

With three formulas, so nobody has to judge who is late. Keep a second tab with each stage name and the days it should take, and name that range StageDays. The client knows those times in advance from the video training.

Column	Formula (example, Google Sheets, row 2)
Stage due (I)	=H2+VLOOKUP(G2,StageDays,2,FALSE)
Status (J)	=IF(TODAY()>I2,"Overdue","On track")
Next-offer date (O)	=E2-60

Example formulas for the column order above. Column letters change if you add columns.

When a client moves stage, the client success manager changes two cells: the stage and the date it started. Everything else updates itself. An overdue row means a check-in the same day, by DM or voice message.

What goes on the summary tab?

Four counts, and they are the ones the founder reads. Active clients. On-track rate: on-track clients divided by active clients. Client success rate: clients who reached the promised result divided by clients who could have by now.

The fourth is overdue clients per stage, with one COUNTIFS per stage name. That is the friction zone. When overdue clients pile up after the same stage, the stage is the problem, not the clients.

First build the data, then the number of people getting results, then the on-track rate. And track over time as well as live. People who only see the current month never see whether they got better or worse three months ago. So they loop in the same place and never improve dramatically.

Diego Miescher

Founder

So copy the four counts into a history tab once a week. Twelve rows later you can see whether a change to the training moved anything.

Google Sheets or Monday.com?

Start in a sheet if you have nothing. Our own client success tracking board template is a Google Sheet. The columns and the daily habit matter more than the tool.

We build the boards for the offers we run in Monday.com. At Acquisition Ace, 600 to 800 active clients sit on one board, worked by three full-time client success managers. Once several people update rows all day, a board with owners and statuses holds up better than a shared sheet.

Result from a named client with written permission. Typical clients of this cohort saw a range of outcomes; nothing here is a guarantee. How we handle claims.

What goes wrong with client trackers?

Stage times the client never heard. If the training does not say how long a stage takes, an overdue check-in lands as a surprise. Put the time in the video training first, then start counting.

Clients who never make it onto the tracker. If the sales handover does not land on a row, progress ends up scattered across sheets. A client who is not on the tracker on day one has no owner.

Watch out. Do not buy complex software to get a tracker. Some coaches spend tremendous money on tools inside fulfillment. Fifteen columns, updated daily by the person who owns the client, do the job.

Further reading: The client management board: what is on it, and who updates it · On-track rate: how to see which stage of your program is broken

This week. Make the Stages tab first: every stage of your program and the days it should take. Then add columns 7 to 10 to your client list and fill them for every active client. Count the overdue rows.