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CRM & Project Management · Coaching & Training

CRM & project management support for coaching & training businesses

By Zack Pennington, CEO Updated

When you're running a coaching practice, your CRM is the backbone of your client relationships: but keeping it clean, up to date, and actually useful rarely makes it onto your calendar. Whether you're managing a roster of 1:1 clients in HoneyBook, running cohort-based programs through a tool like Kajabi or ClickUp, or trying to track leads from a recent speaking engagement, a Nacho specialist can own the operational layer so you stay focused on delivery.

Tools we work with: HubSpot Salesforce Attio Asana

Can a Virtual Assistant handle CRM & project management for coaches and trainers?

Yes. Nacho matches coaches and trainers with a vetted, 100% US-based Executive Assistant or Specialist who owns CRM & project management week after week, not a one-off task. Onboarding starts with a $300 Delegation Strategy Plan, your Talent Budget starts at $1,000 a month, and matching takes about a week.

See how the match works What a Talent Budget costs Book a discovery call

How it works

How delegated CRM & project management works for coaches and trainers

A Nacho EA working with a coaching or training business typically takes ownership of your CRM from the inside: updating contact records after discovery calls, tagging leads by program interest or funnel stage, and making sure no prospect falls through the cracks between your intake form and your first session. On the project management side, they'll build out and maintain program timelines in tools like Asana, Trello, or ClickUp, keeping curriculum launches, group cohort milestones, and client onboarding sequences on track. Day-to-day, expect your EA to log session notes, send follow-up task reminders, flag overdue action items, and keep your pipeline view accurate so you always know what's closing and what needs attention. You'll do a short weekly check-in to share priorities and review anything that needs your judgment: decisions, approvals, relationship-sensitive communications, while your EA handles the execution and upkeep. Nacho's onboarding process includes a Delegation Strategy Plan, so your EA isn't guessing at what matters most to your business from day one.

Off your plate

What comes off your plate

Before your EA starts, do a quick audit of your CRM and export or document how you currently use it, even if the answer is 'inconsistently.' The most common mistake coaches make is handing over access without explaining their naming conventions, pipeline stages, or how they distinguish a warm lead from a cold one, which leads to a CRM that's organized differently than they expected. Fifteen minutes of context upfront saves hours of cleanup later.

  1. CRM Contact Management and Pipeline Hygiene

    Updating lead and client records in HoneyBook, Dubsado, or HubSpot after calls, tagging contacts by program type or funnel stage, and archiving inactive prospects to keep your pipeline accurate.

  2. Cohort and Program Launch Project Management

    Building out launch timelines and task boards in Asana or ClickUp for group coaching programs, assigning deadlines, and sending internal reminders to keep curriculum prep and tech setup on schedule.

  3. Client Onboarding Workflow Execution

    Triggering onboarding sequences after a contract is signed: sending welcome emails, scheduling kickoff calls, sharing intake forms, and confirming access to course portals or community platforms like Circle or Slack.

  4. Lead Follow-Up Tracking and Outreach Logging

    Monitoring discovery call pipelines, logging follow-up touchpoints, and flagging leads who haven't responded within a set window so no warm prospect goes cold without a nudge.

  5. Session Notes and Action Item Documentation

    After coaching sessions, capturing key notes, commitments, and next steps into your CRM or project management tool so client progress is documented and nothing falls through between sessions.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Attio
Asana
Salesforce
ClickUp
Notion
Monday.com

...and many more!

Client proof

Trusted by coaches and trainers

Nacho supports coaches and trainers including Coach Wolfgang, Martin Global Leaders, Ruth Calabrese Leadership Coaching, and 1 others, handling everything from crm & project management to broader operational support.

The model

What delegating to Nacho actually looks like

This is ongoing delegation to one vetted, US-based person, not a task posted to a marketplace.

  1. Start with a Delegation Strategy Plan

    A one-time $300 onboarding fee pairs you with a Client Success Manager who maps what to hand off first. See the full process.

  2. Get matched in about a week

    We match you with a vetted, 100% US-based Executive Assistant or Specialist in your time zone. If the fit is not right, the Nacho Guarantee re-matches you free.

  3. Set a monthly Talent Budget

    Budgets start at $1,000 a month and draw across Executive Assistants from $40/hr, Specialists from $65/hr, and Fractional Executives from $125/hr. Up to $200 of unused budget rolls over each month. For operations-led work, that senior seat is usually a Fractional COO. See pricing in detail.

  4. Three months, then month to month

    The initial term is three months so the working relationship has time to compound, then it rolls month to month. Book a discovery call to size yours.

Talent Budget

What delegating CRM & project management costs for coaches and trainers

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
from $40/hour
15 hours $600
Specialists
from $65/hour
10 hours $650
Fractional Executives
from $125/hour
5 hours $625
Your monthly budget
$1,875

Starting at $1,000/month. One-time $300 onboarding fee includes your Delegation Strategy Plan.

Good questions

Frequently asked questions

Do I need to have my CRM fully set up before working with a Nacho EA?
No, your EA can help you set up or reorganize a CRM from scratch, whether you're starting fresh in Dubsado or migrating contacts from a spreadsheet into HubSpot. What helps is knowing which tool you want to use and having a general sense of your client journey so the EA can build a pipeline that reflects how your business actually works.
Can an EA manage project timelines for a group coaching cohort launch?
Yes, and this is one of the more high-value use cases for coaches. Your EA can build a master project board in ClickUp or Asana that covers everything from curriculum finalization to tech setup to marketing deadlines, and then keep it updated as things shift. You stay focused on content and delivery while your EA tracks what's due and what's at risk.
What if I use an all-in-one platform like Kajabi or Teachable, can an EA still help?
Absolutely. Nacho EAs are experienced with all-in-one coaching platforms and can manage contact lists, tag subscribers by product or engagement level, update pipeline stages, and coordinate the project tasks that live outside the platform, like coordinating with a designer or managing a launch checklist in a separate tool.

Ready when you are

Let an EA own your CRM and project tracking

Nacho's onboarding includes a Delegation Strategy Plan tailored to your coaching business, so your EA hits the ground running. Monthly plans start at $1,000 with a one-time $300 onboarding fee.

Not sure yet? See how it works, compare the Executive Assistant, Specialist, and Fractional Executive roles, or read why we stayed 100% US-based.