Free tool
Coaching engagement yield calculator
Enter your monthly fee, your roster and the hours each client really takes, and see what an engagement is worth and what an hour of coaching actually earns.
Free tool, no sign up
Client check in capacity planner
Set your coaching hours, your check in cadence and the minutes that surround each call, and see the honest ceiling on how many clients you can carry.
Coaches rarely overbook the calls. They overbook everything around the calls. A monthly check in that shows as one hour on the calendar is often closer to two once you reread her plan beforehand, update the mapped figures afterward and write the note that keeps next month honest.
This planner counts the whole check in, then divides your real working year by it. The result is a client ceiling you can plan enrollment against, and a yearly total of off call hours that explains where your Fridays go.
Your result
True hours per check in
1.75
The call plus everything you do around it.
Client hours available per year
828
Your coaching hours across the weeks you actually work.
Clients you can carry
19
The ceiling if every client stays a full year at this cadence.
Off call hours per year at capacity
342
Time spent on prep, plan updates and notes at a full roster.
This is a ceiling for a steady roster, so plan enrollment a little under it and leave room for the client whose month falls apart.
The unpaid half of a monthly check in
Forty five minutes around a one hour call sounds modest until the planner multiplies it. At a twice monthly cadence with a full roster, the off call figure often lands in the hundreds of hours a year, which is several working weeks spent rereading maps and retyping figures that could have been updated during the call itself.
Two habits cut it fast. Update the mapped and actual figures live while she is on the call, so the plan is current the moment you hang up. And keep the plan to a small set of numbers she recognizes, because a map with thirty categories takes thirty minutes to reread and a map with eight takes five.
What capacity means when clients leave in month three
The capacity number assumes clients stay. Early attrition breaks that assumption in an expensive way, because the heaviest hours of any engagement are the first two months when you are building the baseline and she is still deciding whether this works. A client who leaves in month three consumed capacity and returned little.
So treat this ceiling as the number to plan against only if your engagements typically run their full length. If they do not, the cheapest capacity you can buy is retention. Tighter scope, fewer categories, an early win in the first six weeks and homework sized to the household will do more for your week than adding another slot.
Questions about this calculator
Should marketing and admin time go in the weekly hours?
No. Enter only the hours you can put in front of clients, because everything else competes with those hours rather than filling them. If you regularly lose coaching time to admin, reduce the weekly figure until it matches a normal week.
How do I plan for clients who need extra calls?
Raise the check ins per month figure slightly above your standard cadence, for example to two and a half if roughly half your roster asks for an extra call. The capacity number falls, which is the honest answer.
Is the capacity number a target to fill?
Treat it as a ceiling, not a goal. Running at full capacity leaves nothing for a client in crisis, a new referral or a week when you are sick. Most coaches plan enrollment at roughly eighty percent of the ceiling.
More free tools and working documents
Working document
The shared money map plan template
A four part working template for the plan document you build with a client in the first session and update at every monthly check in.
Hold that figure through a full twelve months
Whether you landed on an engagement value or a client ceiling, the number is only true while your check in routine stays as tight as the one you typed in. On a call we take the figures from this screen and walk them across a year of check ins, showing where the prep minutes come back and where a roster at capacity starts dropping months. About half an hour, and you keep whatever you learn either way.