Can CoachAccountable do it all?

When looking for a platform to support your business, finding the right fit takes time and some trial and error. There’s hopeful testing and shiny things that aren’t the right fit FOR ME.

And as one of my coaches says, you don’t know what to google if you don’t know about it. 

That was true when my client, Shannon, wanted to improve her day-to-day and her clients’ journey by having more automated processes to make repetitive tasks as hands-off as possible.

At Matter of the Heart, Shannon King offers coaching for singles and couples by combining over 30 years of law enforcement experience, a thriving and fulfilling marriage, and her triumph over trauma to share her expertise in resilience-building and wellness and their role in a resilient relationship.

Her top objectives were to 

  1. Create processes with minimal interaction.
  2. Design a clear and simple customer journey.
  3. Clients can easily find where to schedule appointments.


Her must-have pieces to the puzzle were

  1. Payments or Invoicing
  2. Scheduling with Zoom link automation
  3. Contracts
  4. Forms


Business needs

These are everyday business needs anymore, but not many services do all of these well enough. The trick is to weigh the needs and piece them together as smoothly as possible. 

So did I plan to use multiple services? Yes.

So what are my favorites?

Payments or Invoicing

We do not want Shannon to be tracking monthly coaching payments or waiting to begin coaching someone until they have paid. Payments upon registration are my preference. I’d prefer a service where we can embed the package into landing page!


Scheduling with a zoom link automation

Many services offer this now. Calendly or Squarespace Scheduling (aka Acuity) are both my top choices when needing an external option. Choosing between those is dependent on how you can best use the various functionalities. 

But, if a service can offer scheduling with it’s other client services, that’s even better. Usually, they’re not quite as simple to use, but it’s down to what your needs and priorities are. 



It’s so convenient when a service includes contracts! But usually, they don’t offer two or more signers. With Shannon’s relationship coaching services, she needs two signers plus herself. 

17hats does do this! It is pretty nice to use and has flexible workflows. 



Shannon uses a lot of worksheets within her coaching model, and then there were standard forms, like intake forms. I worked over a decade at a web form company – I know how ‘smart’ forms can be, and they usually aren’t very smart unless you are working with a service like FormAssembly or JotForm. 



Many other items can be added to the wishlist when picking a service to be the backbone of your business, and we had two that deserved to be on the must-haves list. 

  • Self-service returning-client package purchasing
  • Session tracking


Making the Move

After beginning setup on another service, we heard about CoachAccountable. We first tried it out under someone else’s group account, which didn’t allow us to use it to its full potential, so we quickly switched gears and created our own account to do some testing. 

We created packages for each type of coaching at different price points and payment structures. We then tied those in with the scheduler for the right appointment type and any initial forms to be filled out. 

The one gap we had was multiple signers on a contract. So we went with Docusign. We would love to move this too to CoachAccountable as soon as they create this functionality, but until then, we have a little manual step for each new client or couple. 

Overall our process is coming together well!


Here’s a sample process

With CoachAccountable, your prospective client experience can begin at your website where they book their discovery call with the embedded calendar.

After the discovery call, you’ll direct the new client to the correct booking page where they will

  1. choose their payment schedule
  2. Complete their intake form
  3. Schedule the intake call
  4. Sign the agreement (since we need multiple signatures we are using Docusign for this part)
  5. We can then schedule sessions for several months out to be ahead of the game. 


    Big Pros

    Some of the pluses with CoachAccountable are really flexible notifications – and I love how you can set it up to notify you that a client has missed scheduling their next session or if the package is coming to an end. 

    They easily integrate with Zoom, Stripe, and paypal. 

    There are courses and homework that you can easily set up for your client as well as notes and other engagement tools.


    The Cons

    It is active client-based pricing, so if you are not actively coaching someone, deactivate!

    It does look a little square and could use some modern UI updates. A lot is going on in there, so simplicity with modern design changes would be helpful.



    I think it is a very helpful option for coaches who want to help keep their clients engaged and not spread themselves too thin with several different services to run their business.

    We’d love to chat with you about getting your processes streamlined and efficient. Let’s hop on a quick call to discuss your next steps. Book a free 15-minute call right here.


    Set your Kajabi Pipelines into action

    Set your Kajabi Pipelines into action

    If you are new to Kajabi, you’ll need to get up to speed on the terminology and functionality! I’ll help you break it down and understand how to piece the various parts together in a sales funnel – or marketing pipeline as they say in Kajabi. 

    The pipelines will help you adopt the inherent flow of the various pieces and they have some great starter templates to help get you going. 

    Let’s set the mood with a senario that you can relate to. 


    You are launching a course. You have a 3-video lead magnet to warm folks up and get them up to speed where your course takes off. 

    Your goal is to get people to: 

    • Sign up for your freebie. 
    • Get them to your website
    • Educate your visitors on what you do and how you can help them
    • Help them understand the basics of your work
    • Sign up for your course. 


    The Flow

    The components of your Kajabi flow all come together in the pipeline. You’ll want to create the product and offer before hand and fill them in as you set up the pipeline. 

    • Opt-in form for the freebie, your pre-launch content 
    • PLC Landing Page
    • Nurture emails
    • Sales page
    • Offer
    • Product
    • Emails 

    The Product Launch OVO pipeline template in Kajabi is a great place to start!

    Let’s break it down


    You’ll need a freebie (aka lead magnet) setup to take emails and nurture your clients-to-be. I have a couple of previous articles to help you think through getting started on your content as well as thinking through the backend.  

    In the freebie process, you have a landing page with an opt-in form, an automated email sequence, and a landing page to present your content, whether it is a video or a file to download.

    Many of the pipeline templates have a landing page with the opt-in ready for you to customize! It’s a great place to start.


    Moving into the sales phase

    That email sequence mentioned above is going to lead your hot leads right into learning more about your work, this is their free sample and you need to take advantage of this time. Make sure this content is helping them perceive your value!

    This is the PLC, the pre-launch content and you will need landing pages to contain this content.

    At the end of your freebie and email sequence, you’ll, present the next step of your pipeline to the sales page where you show the value of your offering. 


    The Offer

    An offer is the pricing structure. Are you accepting payments over a couple of months? Or will they pay in full? 

    In Kajabi, each option needs its own offer. You can create one offer and then copy it to create a different payment option. 


    Offer Automation

    Each offer can have its own automations. I always use the offer automations to tag the buyers and to grant offers among other products as needed. 

    If you are offering an early bird offer with special bonuses, use tags to group these people to make them easy to find so you can grant those bonuses later on. 

    I like doing my post-purchase email in the automations, too. I find them easier to work with and more reliable.


    If you build it, they will come! 

    This is the backbone of your launch and will take your leads step by step. It’s an exciting process to implement! We’re here to help you find your traction. If you’re not sure where to start, let meet for a launch process audit! Click here to schedule. 


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    Automated Lead Magnet

    Hey there! Let’s get the backend of your lead magnet process running! Here’s what the overall flow looks like:

    Create the Content

    If you’re wondering what a lead magnet is or why you need one, check out a previous article here to help get you started. This article is more focused on getting it setup and out there to your ideal clients. 

    Landing Page

    Once you have content to share, it’s time to get the opt-in and delivery setup. It depends on what you are created as content for the specifics but I suggest creating a landing page on your website, like WordPress, Kajabi, or whatever you use. You can add a video or add a button for a PDF file download or point it to a google doc.

    Explainer Page

    Now you need to let people know all about your offering. Create a second landing page or blog post which explains what your lead magnet is, why they need it and will find it helpful.

    Create the Opt-in Form

    It is time to head over to your email marketing tool. First, you want to create a form or copy an existing one to edit. I find it easiest to have one form per lead magnet. MailerLite is a great option I use for several clients. It allows you to connect a multi-step workflow to a single form. 

    Check these steps:

    1. Name it so you know what it is
    2. Make sure you have name and email fields on the form
    3. Edit the form wording and thank you page
    4. There is an opt-in option so you can email them.

    Email Marketing

    When people signup for your lead magnet, you want to add them to multiple groups or segments (depending on what service you are using will define your terminology.) You want them to be signed up for your regular marketing mailings in addition to this specific lead magnet mailing list. 

    1. Create a group or segment to contain all the emails entered into the form so you can trigger the email follow-up on this lead magnet. 
    2. You want that first email to let them know where to redeem their return on giving you their email, so a link to that first landing page we made to house the link or media.
    3. It’s also good to have a few more follow-up emails giving additional information about your services or next. 

    Finally, set up that workflow. In many services you can say “IF someone is added to “this” group/segment or fills out “this” form, THEN send them the following emails. 

     Here’s an example of what that could look like in Mailerlite:


    In Kajabi, you can use the marketing pipeline to set up your flow. The below is created with their OVO pipeline template and goes on to an offer after the freebie 3-video value is received. I’ll talk further about this specifically in Kajabi soon. 


    Add the Opt-in to your Explainer Page

    Now it’s time to post the form to your explainer page from above.  At the bottom of your page, below your description, add your form into the page. 

    Your form/email service will give you the html to add into your page. 

    Make sure to turn it on all!

    Some of these services you have to turn off your workflow to make changes so make sure to pop back in and make sure it is on. 

    I hope this breakdown helps! I know there are a lot of options, there are a lot of apps, and it can take a lot of questions, time, and planning to get the right setup. If you need to chat, let’s talk it out. I’m happy to do a free 15-min call to help you chat it out. 

    This page contains our unique affiliate link(s).


    What’s behind a lead magnet?

    If you’re an entrepreneur, you’ve been told you need a lead magnet. Leads lead to clients, but it’s an easy thing to procrastinate on because there are several parts to it. Some people have more trouble coming up with an idea for a lead magnet, and some are overwhelmed by the mechanics behind the scenes of the lead magnet, aka freebie. In this article, we’ll explore the ideas behind a lead magnet.


    You need a lead magnet

    Here’s a quick review of why you need a lead magnet – it’s how you build your audience. 

    A lead magnet is like a handshake that you have out in the world to meet new people. It’s a bartering tool, exchanging your knowledge for an email address. With this bartering chip, you are building a list of warm leads. This is a list you own and something you should continuously be working to grow. 

    Those who sign up for your lead magnet are getting a free sample of your work. It is a valuable tool to introduce yourself.



    One of the main reasons to procrastinate is you just don’t know what topic to focus on. This isn’t something that needs to be the answer for everything, and it shouldn’t. When you think of the one thing that each of your clients need – what do you think of? It can be anything from something that a beginner in your target market should know or it could be a sample of something that you teach on a larger scale in one of your courses. 

    Grab an idea and run with it! 


    Where do we run to? It’s time to decide how to present it. There are a wide variety of media options, but how best can you convey the topic to your audience? Should it be written or wold it be best in a video? Can it be a checklist or a report? 

    Here are some ideas for your lead magnet:

    • Checklist
    • Educational video(s)
    • Webinars
    • Templates
    • Tutorial
    • Consultation
    • eBook

    Time to Barter!

    OK, you have the topic and you know what media you are going to create. Let’s dig into what you need on the backend. 

    Number 1 is that you need an email marketing tool and if you don’t have one, there are thousands to choose from. To get started, a great option is MailerLite. It’s free up to 1,000 subscribers with a great range of functionality. 

    In the simplest form creation of a lead magnet, you can do it all with just MailerLite. When you pair MailerLite with WordPress you can build a great experience for your lead with a full landing page, signup form, and automated emails, which can also be done in all-in-one platforms like Kajabi 

    Here are the common pieces in play behind the scene of a lead magnet. 

    • Landing page
    • Signup form
    • Value page
    • Email notification
    • Nurture email(s)


    The Flow

    The overall process goes like this. 

    1. You’ll want to build a landing page with an opt-in form. This page needs to give short and descriptive outcomes that your work provides, how this valuable media fits into your process, and what return they will receive when give you their email. 
    2. The submission of the form redirects your visitor to the value page, the place where they get the return on giving you their email address. The form submission also triggers an email notification to make sure they have the link to get back to the valued media.
    3. Over the next few week, they’ll receive automated nurture emails asking if they have any questions, along with other helpful pieces of information. These can be existing blog posts or new insights.

    What’s next?

    Build it and they will come!

    As I’ve mentioned, there are many ways to build it out. Maybe soon, I’ll document how to build it out on various services. 

    I’m happy to chat with you about getting your lead magnet moving. Let’s hop on a quick call to discuss your next steps. Book a free 15-minute call right here.

    This page contains our unique affiliate link(s).


    The Coach’s Onboarding Process

    Having an easy payment experience for your clients is so important, especially when it’s the initial signup.

    The best plan is to have the registration, payment, and onboarding simple for everyone so you can put all your energy into what matters most – helping your clients. 

    There are several steps in most onboarding processes. There are many different apps you can involve, hopefully having them well integrated or finding a service that suits you that does them all. It depends on your personal processes needs. For my clients, it can depend on the coach’s favorite apps and the processes needed, such as coaching 1:1, a couple, or group coaching. 

    Because onboarding processes are so important and touch the core of your processes, you need to break it down and ask yourself a lot of questions. In this article, I am breaking down the most common onboarding pieces and bringing up the beginning of several rabbit holes about your process and how your business is set up internally. This is a great thing! It’s likely been a while since you have thought about this or may you know it’s something you need to clean up. Either way, I hope this breakdown helps streamline your onboarding and overall business processes.

    You may not have all these steps, or maybe they work out in a different order than what I have listed below – sometimes the overall flow works better another way depending on what apps you are using. 

    Common pieces to an onboarding flow are

    1. Discovery call
    2. Link to product or package
    3. Payment
    4. Agreement
    5. Intake form
    6. Intake Session scheduling
    7. Coaching sessions 
    8. Prompt to repurchase

    This process takes a variety of functionality when you look at the tech needed. So let’s look at those pieces and review the handy features to help automate the process and ensure the good experience you are looking for. 

    I note several different services, and there are many more that could work. These are the ones that I have found work well for most of my clients because of their needs.


    Discovery call

    You’ll need a scheduling system with calendar integrations, that creates the meeting link for you (so integrates with Zoom or whichever video call service you use) and will embed into your website.

    Apps I find helpful

    It depends on your specific needs, but common scheduling apps are Calendly and Acuity/Squarespace. Sometimes all-in-one systems can simplify your need and few of them have scheduling functionality within them. One platform that does have scheduling, along with several other great features for coaches, is CoachAccountable. 

    Link to the package-payment page

    After your discovery call, you’ll want to quickly point your new client to the package which best fits their needs. For instance, if you offer a monthly payment plan and a pay-in-full option for the same package, you’ll want a system that can present multiple payment options.

    I like to embed the payment into the website when possible making it easy to send them to the exact page they can register and make the first payment.

    Apps I find helpful

    You can often use your scheduling app to take payment – Calendly and Acuity both offer a payment-upon-scheduling option, and Acuity offers it for group classes. 

    CoachAccountable works well for this, too, and a big plus for having the scheduling system to keep the process together. 

    However, if you want to sell digital courses, you could choose an all-in-one platform like Kajabi, which does everything except scheduling. 


    Agreements are important, to say the least. Sometimes a checkbox on the terms and conditions will suffice. Or do you need a real signature? How many signatures do you need – do you do couples coaching? 

    Apps I find helpful

    CoachAccountable has agreements with signatures, I like their service a lot, but they don’t do multiple signatures. 

    Kajabi just has the ToC checkbox, and it only works for a single person agreeing. 

    I’ve used JotForm, which has a free version and is simple to use – but only for one signature.

    If you need an app that will make each document professional, has a lot of integrations, and does multiple signatures like a pro, I like Docusign

    Intake form and session scheduling

    You’ve got to get to know your client before you start coaching them, so if you don’t have them fill out a questionnaire before you begin coaching them, you should.  Often the intake session is in addition to the 8 sessions of the ‘8-session package’, so you’re not cutting into the package yet in terms of tracking, right?

    Apps I find helpful

    I’ve mentioned JotForms already and have no problem going with it for almost any form needed. You could even use it to host the single-signer agreement and take the payment. After the form is submitted, send a notification with the link to the intake scheduling page.

    CoachAccountable can bring this, and all the pieces mentioned so far together, except for a multi-signer agreement. 

    Coaching sessions 

    There are several aspects to this stage, and what tool(s) you choose is totally up to your priorities and preferences. 

    • You’ll want to have sessions counted down automatically
    • Do you want a more centralized location to keep notes?
    • Do you want to give access to the session recording?
    • Are there worksheets or homework?
    • Do you need a shared agenda? 
    • Engagement – Make sure they don’t go too long without scheduling the next session.

    Apps I find helpful

    You really need to go through and rate your priorities for this one. 

    CoachAccountable handles a lot of this well in a 1:1 coaching scenario and can be set up to alert you and the client when it’s time to re-purchase. There are workarounds to make it work with couples’ coaching. 

    Kajabi can handle a lot of this as well in a 1:1 setting through their coaching functionality and automations. 


    I hope this breakdown helps! I know there are a lot of options, there are a lot of apps, and it can take a lot of questions, time, and planning to get the right setup. If you need to chat, let’s talk it out. I’m happy to do a free 15-min call to help you chat it out. 

    This page contains our unique affiliate link(s).


    When do I use a Landing page instead of a Website Page?

    When do I use a Landing page instead of a Website Page?

    Yay, you’re ready to make some new pages for your website! But, when you head off into the Website section of Kajabi, there are several options. 

    kajabi pages

    Side note: You can stop and choose a theme for your Website in Website> Design if you have not. This theme doesn’t have to live on all your pages. You can choose a different layout for your landing pages with no relation to the theme. 

    Website vs. Landing Pages

    Ah! But why are there two page options in the first place? Why have website pages and landing pages? 

    Great question! Think of website pages as the core, or backbone, of your Website. These are the pages usually found in the navigation; they are often linked to each other.

    Examples of common website pages are 

    • Home
    • About
    • Services/Offerings
    • Blog (list)
    • General contact/lead collection

    Landing pages are a little different; they are usually product or project-specific. These are the sales pages, the opt-ins, the thank you pages – the sales funnel pages. Of course, if you have any other need for a one-off page, that would fit here, too! 

    Examples of landing pages can be used for (but not limited to)

    • Opt-in pages
    • Sales pages
    • Thank you pages
    • Test home pages
    • Video pages
    • Freebie offerings
    • Resource pages
    • Targeted 404 pages


    There is one other option in the Website > Pages section in Kajabi, pipeline pages. I was caught off-guard by this when I started using Kajabi, so let’s make sure you understand how it works. 

    First, let’s hit on pipelines – these are your marketings/sales funnels. Located in Marketing > Pipelines, pipelines serve as your visual workflow of events. You can add sales pages and opt-ins, trigger email sequences, and present offers here to set your flow into motion. 

    Do I have to make all my pages in this Website> Pages > Pipeline section to use them in pipelines? I don’t see an ‘add page’ option!

    So, you don’t go to the Pages > Pipelines to create pages; you dive right in and build a pipeline from this page. From there, you can create a landing page from within the pipeline setup or choose an existing landing page.    

    Note: To edit an existing pipeline, you must go to Marketing > Pipelines.

    I hope that helps! Let me know your other questions on using Kajabi!