What is a Customer Relationship Management system (CRM), and why do I need one?

Imagine that you only have one client.

You’d probably go above and beyond to make sure they had the best experience possible.

You’d keep track of every conversation, send reminders for their sessions, follow up to check on their progress, and even share tailored resources that could help them.

It’s easy to do when you’re only dealing with one client.

But what happens when you’ve got five, ten, or even more clients?

How do you keep that same level of attention and personalisation without losing your mind trying to remember every detail?

That’s where a Customer Relationship Management system (CRM) comes in — it helps you deliver that personalised service at scale, automating many of the repetitive tasks that come with managing clients.

What Would You Love to Hand Over?

If you could wave a magic wand and offload some of the admin work involved in running your coaching or tutoring business, what would you choose?

Would you:

• Automatically send appointment reminders so you never forget to nudge a client about their next session?

• Have all your client notes in one place, so you can pick up a conversation exactly where you left off?

• Send follow-up emails automatically, keeping the momentum going without you needing to remember?

• Handle invoices and payment reminders so you can focus on teaching, not chasing payments?

The truth is, you can have all of that — and more — with the right CRM.

Think of it as your personal assistant, quietly working in the background, making sure nothing slips through the cracks.

Turn Your Needs Into CRM Features

Now that you’ve got an idea of what you’d love a system to handle for you, let’s translate that into the kinds of features a CRM can offer. For example:

• Appointment reminders — Imagine how much easier it would be if your system automatically sent reminders to your clients, so you don’t have to.

• Client tracking — What if you could store every conversation, every note, and every progress report in one place, instantly accessible?

• Follow-up emails — Think about the time you’d save if follow-ups were automatically sent, keeping your clients engaged without you having to remember.

• Invoicing — No more awkward chasing for payments — your CRM can handle the invoices and even send gentle reminders when needed.

Wouldn’t all of that free up time for you to focus on what really matters — like coaching and teaching your clients or growing your business?

Choosing the Right CRM — What do you really need?

Of course, not every CRM is built the same, so how do you choose the right one for your business?

Start by prioritising the features that matter most to you.

• Need to Have — These are the essential features you can’t live without. Maybe that’s appointment reminders, follow-up emails, or a centralised place to store all your client information.

• Good to Have — These are features you’d love but aren’t dealbreakers. For example, you might want invoicing capabilities built into the system or progress tracking so you can see how your clients are improving.

• Nice to Have — These are the bells and whistles. Maybe you’d like to segment clients based on their needs or track how engaged they are with your resources. These features are useful but not critical.

Narrowing Down Your Options

Let’s look at a few CRM systems that could meet your needs as a coach or tutor:

HubSpot CRM — Offers free client tracking, follow-ups, and appointment scheduling. Scalable with paid options like automation and reporting, it’s ideal for coaches or tutors looking for a simple start that can grow with their business.

Moxie — Designed for freelancers, Moxie offers client tracking, invoicing, and task management. It’s perfect for coaches or tutors managing various aspects of client work, all in one streamlined system.

HighLevel — Perfect if you’re managing a lot of client interactions. It automates reminders, handles invoicing, and even includes marketing automation. A bit more advanced, but ideal if you’re ready to scale.

Zoho CRM — A budget-friendly option that covers the essentials like client tracking, follow-ups, and a centralised client database. Great for those just starting out.

Keap — Focused on automating client communication. You can track interactions, automate follow-ups, and handle invoicing — all in one place. Perfect if you’re juggling multiple clients and want to keep things simple.

Instead of focusing on every possible feature, ask yourself, “What takes up the most of my time right now?”

Pick a CRM that solves that problem first.

But does the price match the value?

We all want value for money, right?

While it’s tempting to go for the CRM with all the bells and whistles, ask yourself: is it worth the price if you’re not going to use half the features?

Here’s a quick snapshot of what these systems cost:

*All prices were correct at the time of publication.

Before committing, think about what will save you time and make your life easier.

If you’re only going to use a few features, a higher-priced CRM might not be worth it. 

However, if it saves you several hours a week, that cost might pay for itself.

The best way to consider whether it represents good value for money is to think about how much you’d pay someone per hour to do everything this system is going to do for you.

Don’t Forget to Ask Around

It’s always a good idea to ask others in your field what they’re using.

• What do other coaches or tutors recommend?

• Do they swear by a particular CRM?

• Or have they had issues with certain systems?

Checking reviews on platforms like Trustpilot can also help you avoid any pitfalls.

Watching review or comparison videos on YouTube can help too.

Try Before You Buy

Most CRM systems offer a free trial, so why not give one a spin?

Test out automating your reminders or sending follow-up emails. See how easy it is to get started and how much time it could save you.

A trial will quickly reveal which system feels right for your business.

Want to make choosing easier?

Download our free help sheet to guide you through picking the perfect CRM for your business.

It’ll help you focus on the features that matter and ensure you get the most out of your system.