ClickUp vs. Notion vs. Google Sheets: What Works Best for Coaches?

Coaches juggle many tasks: managing clients, tracking progress, scheduling sessions, and organizing resources. Choosing the right tool to handle these responsibilities can make a big difference in productivity and client satisfaction. Three popular options are ClickUp, Notion, and Google Sheets. Each offers unique features that can support coaching workflows, but which one fits best depends on your specific needs.

ClickUp dashboard with task lists and timelines

How Coaches Use These Tools

Before comparing features, it helps to understand common coaching tasks that these tools support:

• Client management: Tracking client details, session notes, and progress.

• Scheduling: Organizing appointments and reminders.

• Content organization: Storing coaching materials, templates, and resources.

• Task tracking: Managing to-dos and follow-ups.

• Collaboration: Sharing information with clients or team members.

  
  

Each platform approaches these tasks differently, so let’s explore how they stack up.

What Are You Trying to Organise?

Before picking a tool, get clear on what you actually need to manage.

Most coaches need a system for:

• Client onboarding & delivery

• Content planning

• Launch tracking

• Task + team management

• Offer development

• Back-end admin & SOPs

Now let’s explore what each platform does well (and where it might fall short).

ClickUp: A Powerful All-in-One Platform

ClickUp is designed as a comprehensive project management tool. It offers a wide range of features that can help coaches stay organized and efficient.

Strengths for Coaches

• Task and project management: ClickUp lets you create tasks with due dates, priorities, and statuses. You can organize tasks into lists, boards, or timelines.

• Custom views: Choose from list, board, calendar, or Gantt chart views to visualize your work.

• Client tracking: Use custom fields to add client-specific information like goals, session dates, or progress metrics.

• Automation: Set up reminders and recurring tasks to keep coaching schedules on track.

• Collaboration: Share tasks and documents with clients or assistants, and communicate through comments.

  
  

Considerations

ClickUp’s extensive features come with a learning curve. It may feel overwhelming for coaches who want a simple, straightforward tool. The free plan is generous but limits some advanced features.

Notion: Flexible Workspace for Coaches

Notion is a flexible all-in-one workspace that combines notes, databases, and task management. It’s highly customizable, making it popular among coaches who want to tailor their system.

Strengths for Coaches

• Custom databases: Build client trackers, session logs, and resource libraries with relational databases.

• Rich content: Embed videos, images, and documents alongside text notes.

• Templates: Use or create templates for coaching plans, intake forms, and progress reports.

• Integration: Connect with calendars and other apps through third-party tools.

• Collaboration: Share pages with clients or team members with different permission levels.

  
  

Considerations

Notion’s flexibility means you need to invest time in setting up your workspace. It lacks built-in automation, so reminders and notifications depend on integrations or manual checks. Offline access is limited compared to other tools.

Notion page showing coaching notes and client database

Google Sheets: Simple and Familiar

Google Sheets is a spreadsheet tool that many coaches already use. It’s straightforward and accessible, making it a practical choice for tracking data.

Strengths for Coaches

• Easy data entry: Quickly log client information, session dates, and progress metrics.

• Custom formulas: Calculate totals, averages, or progress percentages automatically.

• Templates: Use existing templates for coaching schedules or habit trackers.

• Collaboration: Share sheets with clients or assistants for real-time updates.

• Integration: Connect with Google Calendar and other Google Workspace apps.

  
  

Considerations

Google Sheets lacks built-in task management or rich content features. It’s best suited for coaches comfortable with spreadsheets and who want a simple way to track data without extra bells and whistles.

Which Tool Fits Your Coaching Style?

Choosing the right tool depends on how you work and what you need.

When to Choose ClickUp

If you want a robust system that handles tasks, schedules, and client info in one place, ClickUp is a strong choice. It suits coaches managing many clients or working with teams.

When to Choose Notion

If you prefer a customizable workspace where you can combine notes, databases, and resources, Notion fits well. It works for coaches who want to build a tailored system and don’t mind spending time on setup.

When to Choose Google Sheets

If you want a simple, familiar tool to track client data and progress without extra features, Google Sheets is effective. It’s ideal for coaches comfortable with spreadsheets and who want quick access.

Tips for Getting Started

• Start small: Choose one tool and build a basic system before adding complexity.

• Use templates: Many free templates exist for coaching workflows in all three tools.

• Focus on your needs: Prioritize features that save you time and improve client experience.

• Test collaboration: Try sharing with a client or assistant to see how it works in practice.

  
  

Are You Using the Right Tool?

• Do you constantly forget what’s due?

• Are you managing tasks in your head?

• Is your content system all over the place?

• Are you trying to make one tool do everything?

You don’t need to overbuild, but you do need the right tool for the job.

Not sure which tool fits your business best, or how to use it properly?

I help coaches and service providers build calm, structured systems (with the tools you already have). Book a discovery call: www.virtuallybymo.com