How Catalyst Executive Coaching Scaled to 100+ Clients Without Hiring Admin Staff
About Catalyst Executive Coaching
Catalyst Executive Coaching provides executive coaching and leadership development for C-suite executives and emerging leaders. Founded by Nathan Prescott, a former Fortune 500 executive, the practice helps leaders unlock their potential through one-on-one coaching, 360-degree assessments, and leadership development programs.
The Challenge
Administrative Burden Was Limiting Growth
Nathan's coaching practice was growing, but administrative work was consuming 15+ hours weekly. Every new client required intake forms, coaching agreements, assessment scheduling, and session coordination — all handled manually through back-and-forth emails.
The personal nature of executive coaching made this especially challenging. Clients expected high-touch service, but Nathan was spending more time on logistics than actual coaching. Without admin support, growth meant sacrificing either quality or his sanity.
- 15+ hours weekly on administrative tasks
- Client onboarding taking 2-3 weeks
- Session scheduling via email back-and-forth
- Coaching agreements requiring multiple follow-ups
- No system for tracking client progress
The Solution
Automated Intake and Self-Service Scheduling
Catalyst Executive Coaching implemented Formfy to automate the entire client journey. New clients complete a comprehensive intake assessment online, sign their coaching agreement electronically, and book their first session — all before their initial meeting.
Ongoing session scheduling is self-service. Clients see Nathan's real-time availability and book directly. Automated reminders reduce no-shows, and session notes forms capture insights after each meeting.
Features Used
The Results
3x Client Capacity Without Additional Staff
The automation has been transformational. Nathan has grown from 35 clients to over 100 without hiring administrative staff. Client onboarding happens in 24 hours instead of weeks, and the professional digital experience has actually enhanced the perception of the practice.
Most importantly, Nathan reclaimed 15+ hours weekly for high-value activities — coaching, content creation, and business development. The practice revenue has tripled while maintaining the personal touch clients expect.
- Scaled from 35 to 100+ active clients
- Client onboarding reduced from weeks to 24 hours
- 15+ hours weekly reclaimed for coaching
- Zero administrative staff needed
- Practice revenue tripled
I was spending more time on paperwork than coaching. Now clients onboard themselves in a day, book their own sessions, and show up prepared. I've tripled my client base without hiring a single admin. The automation handles the logistics so I can focus entirely on transforming leaders.
Nathan Prescott
Founder & Executive Coach at Catalyst Executive Coaching
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