The Delenta-i CRM is the central command center for your coaching practice. This tool allows you to seamlessly manage, track, and scale your client relationships from a single, intuitive interface.
This step-by-step guide walks you through onboarding clients, running daily workflows, and managing individual client records.
Client Onboarding & Database Management
Easily grow your network and organize your database using built-in filters and client classification profiles.
Step 1: Add a Record to the Portal
Navigate to your CRM dashboard and click Invite Client.
Input the individual's name and email address.
Select the appropriate designation type based on their onboarding status:
Save as a Contact: Choose this if you only need to store their information and details without assigning a paid track.
Add as a Client: Choose this if they are ready to begin coaching.
Step 2: Assign a Package (Optional)
If onboarding a user as an active Client, you can assign a coaching package during the invitation step. Attaching a package directly from the CRM automatically provisions it as a free or prepaid offer, allowing your client to skip a redundant public checkout process.
Step 3: Search and Filter Your Client List
As your coaching business grows, use the dashboard filter tools to locate users quickly:
Filter and sort your master database by Package type, Contact type, or Enrollment date.
Use the main grid view to check client status updates, including group memberships, next booked sessions, and remaining package session balances.
2. Daily Workflows and Quick Actions
Save administrative time by launching calls and organizing mass communications directly from your main CRM workspace.
Launch Instant Sessions: If you have an appointment scheduled today, the direct Join Link will appear right next to the client's name. Click it to launch your video call without digging through calendar menus.
Execute Individual Actions: Click on an individual user row to send a quick message, schedule their next appointment, or trigger an automated booking reminder for outstanding sessions.
Run Mass Bulk Actions: Select multiple checkboxes next to your clients' names simultaneously to pull them into a dedicated email marketing list.
Maintain Platform Hygiene: Use the Archive utility to manage profiles you are no longer actively coaching, keeping your default dashboard view clean and focused.
3. Deep-Dive Individual Client Record Management
Clicking into an individual client’s profile opens a robust workspace to track assignments, review analytics, and monitor progress metrics.
Session Notes & AI Summaries
Open the client record and navigate to the Notes utility.
Type custom session notes and add them without checking the box to share with the client to mark them as Private or Shared (visible to the client).
If you used the AI Notetaker during a call, click to generate and copy a polished AI Summary directly into the client record from the session transcript.
Use the dropdown tool to link each individual note to a specific program or scheduled appointment.
Tasks and Client Goals
Keep clients accountable between calls by assigning task action items linked directly to their coaching program.
You can embed an intake form or a post-session feedback form as a required Task within this tab.
Share a worksheet as an attached file to be completed as a task.
Use the contextual comments field underneath each task to maintain an ongoing, supportive chat dialogue.
Navigate to the Goals area to map out macro-level milestones featuring multi-step action plans so clients can visually watch their progress scale over time.
Payment History
Here you can see all services that the client has signed up for and you can pause or cancel payments from here.
4. Tracking Content, Progress, and Compliance
The deep-dive profile tabs act as a complete file tracking ledger for every document, course milestone, and asset shared with your clients.
Services & Courses: Monitor active client packages, schedule sessions straight from their record, and view real-time student percentage completion data for your digital courses.
Resources: Instantly upload new files, worksheets, or digital reference materials directly to their personal account view, or audit assets they have access to.
Contracts & Form Submissions: Track the status of pending digital contracts waiting for an electronic signature. This is also where you can review their completed intake form and quiz responses in a single, clean window.
Coach Accountability: Navigate to the Activities tab to set private internal deadlines, reminders, and back-end tasks for yourself so you always stay ahead of your operational schedule.
Need Help?
If you have any trouble organizing your contacts, executing bulk actions, or managing client profiles, reach out to our team via the dashboard LIVE chat. You can also browse the Knowledge Library anytime for quick, step-by-step video tutorials.