Best CRM for Coaches

An independent research study

Running a coaching business today means balancing passion with process. Between scheduling sessions, sending reminders, following up with leads, and managing payments, the administrative side of coaching can easily take over your day.

That’s why more coaches are turning to CRMs (Customer Relationship Management systems) — tools that automate repetitive tasks, organize clients, and create smoother experiences for everyone. But with dozens of platforms claiming to be “the best,” how do you know which one is actually built for you?

Our team of independent reviewers has done the work for you. We’ve tested, compared, and ranked the leading CRM platforms designed for coaches — based on real-world usability, pricing, and impact.

Our reviews are 100% impartial and based on hands-on experience. We don’t just read feature lists; we actually sign up for each tool, test its automations, book calls, and measure how well it handles the daily workflows of real coaches.

Whether you’re a life coach, business mentor, wellness consultant, or group program facilitator, this guide will help you find the CRM that fits your goals, your budget, and your coaching style.

How We Rank the Best Coaching CRMs

To make our rankings truly useful, we evaluate every platform based on six key criteria that matter most to coaches:

1. Ease of use: How intuitive is the setup process, and can you start working without a tech background?
2. Automation capabilities: Does the system handle reminders, onboarding, and follow-ups automatically?
3. Client management: How well does it store and organize client information, notes, and progress tracking?
4. Scheduling and payments: Can clients easily book sessions and pay in one place?
5. Value for money: Do you get premium features without paying enterprise-level pricing?
6. Support and community: Is there real, accessible help when you need it?

Each CRM is tested across these categories and scored out of 10, resulting in our overall rating.

Our Top 5 Coaching CRMs for 2026

1️⃣ GoHighLevel — Best All-in-One Platform for Coaches (9.8/10)
2️⃣ Kajabi — Best for Course Creators and Digital Programs (9.2/10)
3️⃣ Paperbell — Best for Solo Coaches and Simplicity (8.9/10)
4️⃣ CoachAccountable — Best for Client Progress Tracking (8.6/10)
5️⃣ HubSpot CRM — Best for Large Teams and Agencies (8.3/10)

GoHighLevel

GoHighLevel is the most feature-rich and automation-friendly CRM we tested. It’s built for service-based entrepreneurs — including coaches — who want everything in one system: client management, funnels, marketing, scheduling, and payments.

During testing, we found that GoHighLevel eliminates the need for at least six other tools. It replaces your email service provider, calendar booking system, payment processor, and even website builder. Coaches can automate their entire client journey — from lead capture to onboarding — without switching between apps.

The platform also includes a drag-and-drop funnel builder, native email and SMS tools, and a visual workflow builder that makes automation feel intuitive. The integrated CRM tracks every client’s stage in your pipeline, so you’ll always know who’s booked, paid, or ready for a follow-up.

GoHighLevel’s biggest strength is flexibility. Whether you run 1:1 sessions, group programs, or a hybrid business, it can handle it all. The $97/month entry plan offers more functionality than most competitors’ premium tiers.

If your coaching business is growing and you’re tired of duct-taping software together, GoHighLevel is the platform to beat.

Pros

• True all-in-one: CRM, funnels, email + SMS, calendar, payments.
• Extremely powerful automation (visual workflow builder).
• Replaces multiple paid tools — strong value for the price.
• Built for service businesses and scaling coaches.
• Good community support and templates for coaches.

Cons

• More features = steeper learning curve for non-technical users.
• Membership areas less polished than dedicated course platforms.
• Occasional UI clutter / small performance quirks.

Rating: 9.8/10
Best for: All-in-one automation and scaling
Starting price: $97/month
Free trial: 14 days

Read full review

Kajabi

Kajabi remains the gold standard for coaches who deliver structured digital programs or online courses. It’s known for its beautiful templates, intuitive course builder, and smooth member experience.

While not a “traditional” CRM, Kajabi does include essential features like email sequences, landing pages, and contact tagging — making it ideal for coaches who also sell content. You can build a branded website, deliver video lessons, and automate your onboarding process, all from one dashboard.

In testing, Kajabi’s strengths stood out in presentation and professionalism. The course builder is unmatched, and its templates make it easy to launch quickly without design skills. The built-in checkout system and analytics dashboard simplify sales tracking, too.

The main drawback is automation depth. Kajabi’s workflow builder is limited to email actions, so if you need SMS follow-ups or complex client tagging, it might feel restrictive. Still, for coaches focused on education, Kajabi provides a polished, reliable platform.

Pros

• Best-in-class course & membership delivery (beautiful templates).
• Polished checkout and client experience out of the box.
• Simple, beginner-friendly site and funnel building.
• Built-in mobile app and content consumption tools.

Cons

• Limited CRM depth and no native SMS automation.
• Workflow automation is email-first and less flexible.
• Pricier than some all-in-one alternatives for similar feature sets.

Rating: 9.2/10
Best for: Course creators and hybrid coaches
Starting price: $149/month
Free trial: 14 days

Read full review

Paperbell

Paperbell is the easiest CRM to set up, and that’s what makes it so popular among new coaches. It covers the fundamentals — scheduling, contracts, payments, and session management — in a minimalist, no-fluff interface.

You don’t need to be tech-savvy to use it. Setup takes less than an hour, and once configured, you can manage your entire client roster effortlessly. Clients can book sessions, sign agreements, and pay online, all from one clean portal.

However, Paperbell isn’t built for scale. It lacks automations, funnels, and marketing tools. If you’re running multiple programs or group sessions, you’ll eventually outgrow it. But for solo coaches or side businesses, Paperbell provides everything you need — and nothing you don’t.

It’s perfect for coaches who want to start simple, look professional, and focus on delivering results without dealing with complicated tech.

Pros

• Extremely easy to set up — looks professional fast.
• Native scheduling, contracts, and Stripe payments in one flow.
• Clean client portal and minimal admin overhead.
• Single, transparent pricing tier — no confusing add-ons.

Cons

• Not built for scale — lacks automation, funnels, and marketing tools.
• Limited reporting and no advanced CRM features (tags, pipelines).
• You’ll need extra tools to run paid ads or large funnel campaigns.

Rating: 8.9/10
Best for: Solo coaches or part-time practices
Starting price: $57/month
Free trial: 7 days

Read full review

CoachAccountable

CoachAccountable is a niche platform designed specifically for tracking client results. It shines in areas like goal-setting, journaling, and progress measurement.

Each client gets a private dashboard where they can log reflections, complete assignments, and track their goals. For coaches who specialize in mindset, wellness, or executive performance, this level of engagement is incredibly valuable.

During our testing, CoachAccountable performed well in structure and organization. It’s not flashy, but it’s functional. The interface feels slightly dated, yet reliable. The ability to create forms, assign homework, and track metrics gives it a clear advantage for coaches who value transformation data.

However, it lacks integrated marketing and automation. You’ll still need tools for lead capture and payments if you plan to grow. Think of it as an excellent “middle tool” — one you might combine with something like GoHighLevel or Kajabi.

Pros

• Best-in-class client progress tracking, journaling, and assignments.
• Client dashboards encourage accountability and measurable outcomes.
• Strong for transformation-focused coaching (wellness, executive, habit work).
• Fair pricing model based on active clients.

Cons

• Limited marketing/funnel features — not a lead-gen platform.
• Interface is functional but less modern/visual than competitors.
• Requires pairing with a marketing CRM to scale lead acquisition.

Rating: 8.6/10
Best for: Coaches focused on measurable progress
Starting price: $40/month

Read full review

HubSpot CRM

HubSpot is the heavyweight of CRMs — a massive platform used by global sales and marketing teams. While it’s not built specifically for coaches, it offers unmatched data tracking, analytics, and customization for those who have the time (and team) to implement it.

For coaching agencies or businesses managing multiple coaches and clients, HubSpot’s automation and segmentation tools are powerful. You can create pipelines, track communication across your team, and generate detailed reports.

However, this power comes with complexity and cost. HubSpot’s free plan offers a glimpse of its potential, but advanced automation and reporting require higher-tier subscriptions that can exceed $800/month.

HubSpot is ideal for agencies scaling beyond individual coaching. It’s robust, sophisticated, and designed for operations that already have structured systems in place.

Pros

• Enterprise-grade CRM, reporting, and segmentation.
• Excellent dashboards and analytics for teams/agencies.
• Powerful workflow automation and integrations.
• Free tier gives a useful taste of core CRM functionality.

Cons

• Costly once you need Professional/Enterprise features.
• High implementation overhead — often requires onboarding support.
• Overpowered for most solo coaches (complexity > need).

Rating: 8.3/10
Best for: Large coaching teams or agencies
Starting price: Free basic plan; advanced from $300/month

Read full review

How to Choose the Right CRM for Your Coaching Business

There’s no one-size-fits-all CRM. The right choice depends on your business model, tech comfort level, and long-term goals. Here are some quick guidelines:

• If you coach one-on-one: Choose a lightweight platform like Paperbell or CoachAccountable. You’ll save time and avoid complexity.
• If you run group programs or hybrid courses: Kajabi or GoHighLevel are excellent because they integrate content delivery and marketing.
• If automation matters most: GoHighLevel stands out. Its workflows save 5–10 hours per week by automating repetitive tasks.
• If you manage a team: HubSpot is a scalable option with enterprise-grade control.

Before committing, map out your client journey — from lead generation to offboarding. Then check which CRM aligns with that process most naturally. Many platforms offer free trials, so don’t be afraid to test before you buy.

Why Every Coach Needs a CRM

Many coaches resist CRMs because they feel “too corporate.” But in reality, a CRM simply helps you stay organized and consistent.

Here’s what happens when you adopt one:

• You stop missing follow-ups.
• Your clients always get reminders on time.
• Payments and bookings happen automatically.
• You free up mental bandwidth to actually coach.

A CRM isn’t about replacing your personal touch — it’s about enhancing it.

Frequently Asked Questions

Final Verdict

Running a coaching business today requires more than great sessions — it requires great systems. A powerful CRM doesn’t take away your personal touch; it gives you more time to use it. When client onboarding, reminders, and follow-ups run automatically, you can focus entirely on what matters most: coaching and creating transformation.

After months of hands-on testing, our verdict is clear: GoHighLevel remains the best all-around CRM for coaches. It combines automation, scheduling, payments, and marketing into one complete system — ideal for anyone ready to scale or streamline their operations. Kajabi is the top choice for course-based coaches who prioritize design, branding, and content delivery, while Paperbell is the perfect fit for new or solo coaches who just want simplicity without the overwhelm. If your focus is deep client accountability and measurable progress, CoachAccountable is unmatched. And for larger teams or agencies managing multiple coaches, HubSpot CRM provides the data power and structure you’ll need as you grow.

Ultimately, the right CRM depends on where you are in your coaching journey. Start simple if you’re new, automate when you’re ready to grow, and scale confidently when your systems can handle more clients with less effort. The right tool doesn’t just save time — it transforms how you work, how your clients experience you, and how smoothly your business runs behind the scenes.

🎯 Our recommendation: Start your free GoHighLevel trial, test a few automations, and experience how much lighter your coaching business can feel when the systems finally support you.

Try GoHighLevel Free for 14 Days

If you’ve ever felt buried under admin work — chasing invoices, sending reminders, or juggling multiple tools — GoHighLevel was built for you.
It automates your entire client journey, from the first discovery call to the final coaching session, while keeping every detail organized in one place.

Start your free 14-day trial today and see how quickly it replaces stress with structure.

You don’t need a tech team or a complicated setup — just a few clicks, and your business begins to run itself.

💡 Experience what it’s like to coach with clarity, confidence, and automation on your side.