🚀 Phase 1 • Module 9: Coaching Agreement & Policies

Lock in clear expectations, payment terms, and boundaries with a clean, enforceable coaching agreement.

⏱️ 60–90 minutes Difficulty: Intermediate
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By the end of this module, you will have a signed, e-signature–ready coaching agreement, a published policy page (cancellation, refunds, rescheduling, communications, confidentiality), an internal clause library, and an automated flow that sends, signs, stores, and links the agreement to checkout and onboarding. (General education only; not legal advice.)

2. Why It Matters

A strong agreement protects both parties, sets clear boundaries, and prevents scope creep, no-show confusion, and payment disputes. It also makes you look professional and trustworthy before the first session.

When policies are simple and visible, clients engage more consistently and your calendar stays sane. Pairing clear terms with an easy signing and payment flow keeps momentum high from “yes” to kickoff.

3. Step-by-Step Guide

1

Define Scope & Deliverables

List what’s included (sessions, duration, support channels) and what’s not (meal plans, medical advice, emergency access). Keep it specific and measurable.

Pro Tip: Use the formula: Cadence + Channel + Access Window + Outcomes (e.g., “Bi-weekly 45-min Zoom + chat support M–F 9-5 ET, 24-hr response”).
2

Choose a Contract Template & Customize

Start with a reputable coaching agreement template, then adapt sections: scope, payments, refund/cancellation, rescheduling, communications, confidentiality, disclaimers, termination, and governing law.

Pro Tip: Keep clauses short. Add a bold, plain-English summary line under each legal clause for readability.
3

Set Money Rules (Payments, Refunds, Late)

Decide deposit vs. pay-in-full, installment dates, grace periods, and when access is paused for non-payment. Write a simple, firm refund policy.

Pro Tip: Tie payment to access: “Sessions may be paused if payment is 3+ days late until balance is resolved.”
4

Rescheduling, No-Shows & Communication

Define reschedule window (e.g., 24–48 hrs), what counts as a no-show, and where/how clients contact you. Avoid open-ended access or weekend surprises.

Pro Tip: Add a single contact lane (e.g., client portal chat) to avoid scattered DMs.
5

Confidentiality, Disclaimers & Safety

Protect client privacy, clarify you don’t diagnose or treat, and instruct clients to seek medical help for emergencies. Include permission to anonymize wins/testimonials.

Pro Tip: Use a bold header: “Coaching Disclaimer: Educational and supportive; not medical, mental health, or nutrition therapy.”
6

Automate E-Sign + Storage + Triggers

Load your agreement into an e-signature tool, add required fields, auto-file signed PDFs, and trigger welcome email, intake form, and payment link upon signature.

Pro Tip: Name files consistently: ClientLast_First_Program_Terms_YYYY-MM-DD.pdf.

4. Examples & Options

Real-World Snippet — Cancellation/Reschedule

Policy: “You may reschedule with ≥24-hour notice using the booking link. Sessions missed or canceled with <24 hours’ notice are forfeited. No refunds for unused sessions; you may reschedule within the program window.”

Real-World Snippet — Communications

Policy: “Asynchronous chat support Mon–Fri, 9a–5p ET. Typical response within one business day. Weekends/holidays excluded.”

Real-World Snippet — Disclaimer

Policy: “Coaching provides education and accountability. It is not medical, mental-health, or nutrition therapy. Always consult your licensed provider before changing diet, exercise, or medications.”

DIY (Free/Low-Cost)

Use a vetted template, customize in Google Docs, export PDF, collect e-sign via Dropbox Sign (free tier), store in Drive, and send Stripe payment links manually.

Mid-Level (All-in-One Light)

Use HoneyBook or Practice Better for contracts, invoices, scheduling, and intake. Auto-send agreement on booking; auto-collect payment before first session.

Advanced (Automated Stack)

CRM + client portal + e-sign + Stripe. Trigger: Lead → Proposal → Agreement → Pay → Intake → Calendar invite → Onboarding checklist. Auto-store signed PDFs in a client folder.

5. Common Mistakes to Avoid

  • Vague scope. Instead of “messaging support,” say “chat support Mon–Fri 9–5 ET with 24-hr response.”
  • No reschedule window. Instead of case-by-case, state “≥24-hr notice to reschedule; otherwise forfeited.”
  • Loose payment rules. Instead of “pay anytime,” require pay-in-full or installments on set dates before sessions continue.
  • Multiple DM channels. Instead of texts + IG + email, centralize to one portal inbox.
  • No termination clause. Instead of “we’ll figure it out,” include how either party may end early and what happens to outstanding sessions.

6. Quick Win Highlight

💡 Quick Win: Spin up a one-page agreement in your e-sign tool with three must-haves: Scope, Payment/Refunds, and Rescheduling. Add signature + date fields, then set the confirmation screen to redirect to your onboarding checklist.

Result: You can start collecting signatures today and plug the full policy set later this week.

💬 DM Prompt
“Hey [First Name] — excited to get you started! Here’s the one-page coaching agreement with our session plan, payment schedule, and reschedule window. Once signed, you’ll land on the onboarding checklist to book your kickoff.

Agreement link: [Paste e-sign link]”
Mark Complete ✅

7. Mini-Implementation Exercise

Fill your clause worksheet (copy into your notes and complete now):

Clause Your Rule (1 sentence)
Scope & Deliverables__________
Payment & Refunds__________
Rescheduling & No-Shows__________
Communication Window__________
Confidentiality & Disclaimer__________
Termination__________
  • Paste each line into your agreement under a bold header.
  • Add a single-sentence “plain English” summary below any legal clause.
  • Test-send to yourself; sign it; confirm PDF storage and redirect.

8. Tools & Resources

Dropbox Sign (HelloSign)

Simple e-sign with templates and audit trails. Great free/low-cost start.

PandaDoc

Proposals + contracts + payments in one place; good for branded docs.

DocuSign

Enterprise-grade e-sign; robust compliance options and integrations.

Practice Better

Coach platform for scheduling, forms, messaging, and agreements.

Stripe

Collect deposits or installments; tie payment links to your agreement flow.

Calendly

Embed reschedule windows and require form completion before booking.

9. Checkpoint / Success Criteria

✅ Agreement finalized with scope, payments, rescheduling, confidentiality, disclaimer, and termination.
✅ E-sign template tested; signed PDF auto-stores to the correct client folder.
✅ Post-signature redirect triggers onboarding checklist and scheduling.
✅ Policy page is published and linked in agreement and invoices.
✅ You can send a contract + payment link in under 2 minutes.

10. Summary & Next Step

  • Keep terms simple, specific, and visible; pair every legal clause with a plain-English summary.
  • Automate e-sign → storage → onboarding so momentum never drops after “yes.”
  • Centralize communications and rescheduling to one lane to reduce chaos.
  • Tie access to payment and use firm, fair rules for no-shows and late payers.
Next → Module 10 Payment Integration & Scheduling