Building a client CRM and appointment tracker in SmartSuite

Executive overview

Coaching and consulting businesses drain time on admin that could go to clients. SmartSuite's patient management template — repurposed with light edits — gives coaches a working CRM and appointment tracker in under 15 minutes.

Start from a template, rename fields to match coaching language, and link appointments to client priorities.

The fastest path to a coaching CRM is adapting an existing template, not building from scratch.

Adapting the patient management template

• Search "coaching" in SmartSuite templates — no dedicated template exists yet
• Load the patient management template as the starting point
• Set permissions to hide the solution from teammates while editing
• Rename the solution name, icon, and color to reflect "client management"

Editing fields to match coaching workflows

• Open a demo record to preview all fields before editing
• Rename "assigned physician" to coach/consultant; set default to record creator if solo
• Rename "new patient" to new client; rename "date of birth" to birthday
• Delete irrelevant fields: insurance number, medications, allergies
• Change "insurance company" to payment method — track paid-in-full vs. installments
• Rename "conditions" to internal notes; restrict edit permissions to the coaching team only

Setting up priorities as sub-items

• Repurpose the surgeries sub-item field to track client challenges and priorities
• Add a description field to each priority item for context
• Add a linked record field ("discussed during") to connect each priority to the appointment where it was addressed
• Sub-items let you store a mini-record — with history and meeting links — inside the client record

Finalising the clients and appointments apps

• Rename all list views from "patient" to "client"
• Rename the app itself to "Clients"
• Switch the appointments app to grid view for easy field comparison
• Adjust appointment field terminology to match coaching language — minimal edits needed

Extending the setup

• Add an intake form to auto-create new client records
• Connect via native or third-party integrations (e.g. Typeform → new client, HubSpot deal close → new appointment)
• Pin the appointments view to start items for daily quick access
• The "My Work" section surfaces tasks automatically based on the assigned coach field