For your build
Guidance and materials
A high-level guide grounded in Build OS, the Alignment Lens and Playbooks, with templates, prompts and work materials to adapt to your clients and way of working.
For coaches with a real practice
Automate your coaching business, on purpose.
You know you should be automating your coaching business. You just don’t know what to automate, or how. That’s not a you problem. Everyone tells you to automate; nobody shows you what to build for your practice, or how to build it.
Join Coach Office Club and build the 12 systems every coaching business runs on, one a month, your way.
Founding membership. Your €9 monthly rate stays yours as the Club grows.
THIS MONTH’S BUILD1 OF 12
Onboarding flow
Client onboarding
that feels like you.
01IntakeWhat matters to the client
02BookingA clear way to schedule
03PreparationReady for the first session
BUILD IT, OR IMPROVE ITMade yours in the Club
The 12
The 12 systems every coaching business runs on.
Build it, or improve it.
One system a month, from how a lead finds you to how a client leaves you. The order starts with what your clients already feel. Already have it running? Then this is round two: check it still fits, and improve what doesn’t.
Delivery
- 1Onboarding flow This month
- 2Session ritual
- 3Booking and capacity
Commercial core
- 4Discovery call flow
- 5Offer and checkout
- 6Contract and document flow
Growth
- 7Lead workshop or lead magnet
- 8Content and outreach rhythm
- 9Client portal and resources
Relationship
- 10Offboarding and referral
- 11Past-client reactivation
- 12Group programme structure
Look inside four of them. Choose where you start: a first version, or the next version of what you already use.
Build or improve your client onboarding
Connect intake, scheduling and first-session preparation. Choose what should happen automatically and where a personal message makes the experience better.
- An onboarding map to adapt
- A welcome email in your voice
- A first flow to try and refine
Align · the question behind this buildWhat should the first experience achieve before session one?
Illustrative work material
Welcome email · starting template
Hi [first name], I’m looking forward to working with you. Ahead of our first session, please share what you would like us to work on using [intake link]. You can find the practical details at [session details link]. If you have a question, reply to this email. [Your name]
Make the questions, tone and contact options fit the experience you want your clients to have.
See a prompt to make it yours with AI
Use this with your preferred AI tool and review the draft yourself.
Adapt this welcome email for my coaching practice. My clients: [who you work with]. My tone: [how you sound]. The next step: [what the client needs to do]. Contact boundaries: [how and when clients can reach you]. Keep the message clear and human. Flag missing information and keep placeholders for details I have not supplied. Template: [paste the example above].
How membership works
One practical theme each month.
Your first version. Or your next.
Join Coach Office Club and build the 12 systems every coaching business runs on, one a month, your way. Come with a blank page, an existing workflow or one improvement in mind. The monthly theme gives you a focus; the materials and community also support the questions in your own practice.
Monthly · live + recording
A live theme introduction
Steven introduces the build, the choices behind it and the materials. Join live or watch the recording whenever it helps you work on your version.
Weekly · recorded Q&A
Bring your build questions
Submit questions through the community. Steven records answers each week for you to watch in your own time and discuss further in the forum.
Community support
Share, discuss and return
Ask questions and share examples in the Club forum inside the Studio. Discussions and resources are organised by topic, so useful answers can support your next iteration.
Every build can take shape on paper or in tools you choose.
Claude or ChatGPT
Adapt the example materials to your voice and needs. Review the result and choose what to use.
Curated tool guidance
Each build names the demonstrated tools, their role and any extra costs. Bring your own tools; setup guidance follows the example.
My Coach Office · optional
Infrastructure for clients, sessions, programmes and contracts. A separate subscription, with a Club member discount.
Explore My Coach Office →In preparation A dedicated Club AI assistant, grounded in the Club’s approach, is being developed.
Why the Club
Useful starting points.
Support for making them yours.
A template, a course or your own research can all help. What none of them do is show you what to build for your practice, or how to build it. The Club gives you a recurring place to apply what you learn, discuss your decisions and improve a real system.
| A starting point | What it gives you | What the Club adds |
|---|---|---|
| Buy a template | A structure or draft to work from. | Guidance and conversations about how it fits your clients, capacity and way of working. |
| Take a course | Ideas, knowledge and demonstrations to learn from. | A practical monthly focus, work materials and recurring support as you apply what you learn. |
| Build it yourself | Freedom to research, choose and build your own setup. | A place to bring your questions, get another perspective and learn from shared examples. |
The framework behind every build
Align Design Automate®
A human-centred design loop you repeat on each real thing you build. The Alignment Lens helps you notice what fits; Build OS and Playbooks help you turn that understanding into decisions and action.
Align
Does this have a reason to exist, and does it fit you, your clients and your business?
Design
Shape a form you can experience, test and adapt.
Automate
Use technology to execute, augment or repeat the design. Adapt it as you learn.
Alignment Lens · How you see
A permanent lens for noticing what fits.
Keep these five perspectives alongside every build, whether it is your first version or your fifth.
01
NOTICE
Energy
What sustains you, and what quietly erodes you?
Where does your energy return, even after demanding work?Self-guided · the bigger decisions
Explore your niche, positioning, offer strategy and story through Build OS, Playbooks and the Alignment Lens. Return to that work whenever a practical build raises a bigger question.
Technology enables and amplifies. It doesn’t decide what’s worth building.
The client work behind the Club
What clients say about
working with Steven.
These testimonials describe direct client work with Steven at Treeleaf Business. They are not Club member testimonials.
“He brings more than just ‘technical’ support.”
Silvia DeromCreatieve Generalist
“He doesn’t just deliver a standard product.”
Katrien PetersChild & Career Coach
“His strength lies in the combination of empathy and out-of-the-box thinking.”
Sandy Van De SandePsychologist
×No prior automation experience
×No tool stack to buy first
×No need to start from scratch
×No pressure to keep up
Founding membership
Coach Office Club
You stop improvising and become the coach whose business runs the way you designed it.
€9/ month
Your founding rate stays €9/month.
The price for new members will rise to €29/month. Joining as a founding member keeps your rate at €9.
- One of the 12 systems each month, starting with onboarding
- Monthly live theme introduction, recorded
- Weekly recorded Q&A on submitted questions
- Guides, prompts and materials to make your own
- Alignment Lens, Build OS and Playbooks
- Community support and shared examples
- Resources organised by theme to revisit
- Member discount on a separate My Coach Office subscription
Build and improve at your own pace. A dedicated Club AI assistant is in development.
Join the Club →Cancel anytime · No long-term contract · No pressure to keep upWho builds this with you
Built by someone who has been the coach, the architect and the builder.
I’m Steven Poelmans. I spent twenty years building software and systems, and the last ten understanding what coaching businesses actually need to repeat.
I’ve coached clients myself, as a certified career coach and on strategy and business, so I know what it’s like when the admin around a session takes longer than the session.
AI has made building faster, but not automatically more considered. The Club brings the architectural thinking behind Treeleaf Business to one goal: a coaching business that runs on systems you chose, and still fits you when it grows.
20+ years software delivery10 years coaching-specific architecture
Optional · one-to-one
Want me to build it with you?
We design one of the 12 together for your business in a single session, or build them system by system over the year. Separate from membership; an intake conversation decides which fits.
Ready when you are
A coaching business that runs on systems you chose,
and still fits you when it grows.
If you’re struggling to know what to automate in your coaching business, or how, joining Coach Office Club is the right decision.
Join Coach Office Club, €9 a monthFounding membership. Your €9 monthly rate stays yours.