01

Template

Online coaching intake form template.

Copy the questions before you write the first plan. Find the goal, the constraints, the risks, and the coaching style before week one starts messy.

02

Form

Ask only what changes the coaching decision.

This is a working intake form, not paperwork theatre. Use it to make the first plan sharper, the first week cleaner, and the client harder to lose.

Unlock copy

Answer a few details first.

The template is visible below. To copy it, tell us who you are, what you run now, and where onboarding is breaking.

What do you use for onboarding right now?

Biggest onboarding problem right now

We use this to understand what kind of coaches are using the template.

Full template

Copy the intake form.

Use it as a form, a doc, or the first draft for your own onboarding flow. Keep the questions you will actually use.

01

Basic details

Get enough context to identify the client and set the first touchpoint.

  1. Full name
  2. Email address
  3. Phone number or preferred messaging app
  4. Age, only if it matters for how you deliver coaching
  5. City, country, and time zone

02

Goal and reason

Make the client say the goal in their own words before you write the plan.

  1. What result do you want from coaching?
  2. Why does this matter now?
  3. What would make the next 90 days feel like a win?
  4. What have you already tried?
  5. What usually stops you from staying consistent?

03

Training setup

Find the plan constraints before you write workouts they cannot run.

  1. How many days per week can you realistically train?
  2. Where will you train most weeks?
  3. What equipment do you have access to?
  4. What exercises do you enjoy, hate, or avoid?
  5. What is your current training level?
  6. Any current pain, injury, medical restriction, or movement you have been told to avoid?

04

Nutrition reality

Learn the week they actually live in, not the perfect week they wish they had.

  1. Walk me through a normal weekday of eating.
  2. Walk me through a normal weekend day of eating.
  3. Any allergies, intolerances, religious food rules, or foods you will not eat?
  4. How often do you eat out or order food?
  5. Are you willing to track macros, take meal photos, use hand portions, or use another method?
  6. Where does your nutrition usually go off-plan?

05

Lifestyle and recovery

Spot the things that will break adherence before they break the client.

  1. What does your work schedule look like?
  2. How many hours do you usually sleep?
  3. How stressful is life right now, from 1 to 10?
  4. What days or times are hardest for you to stay on plan?
  5. Any travel, shift work, family responsibilities, or routines I should plan around?

06

Coaching style

Set the communication rules before the client starts guessing what support means.

  1. What kind of support helps you most: direct, detailed, gentle, or very structured?
  2. How do you prefer to check in: written update, photos, voice note, or call?
  3. What should I do if you go quiet for a few days?
  4. What kind of feedback makes you take action?
  5. What kind of feedback makes you shut down?

System handoff

A form is useful. A handoff is better.

The intake form gets the answers. TrainedBy turns that intake into a cleaner Coach Page, pre-onboarding flow, first plan, payment handoff, and week-one start.

See Coach PageAudit your coaching business

03

Next move

Turn the intake into a cleaner business.

If every new client still creates the same admin mess, audit the setup. The form is the start. The system decides whether onboarding stays clean at 10, 20, or 40 clients.

Audit your coaching businessGet client scripts