Coaching client capacity calculator
More clients should still mean thoughtful coaching. Map the time you have, set aside your business hours, and see the roster your service model can support.
Use the calculatorMake it your own
Change the numbers. Your estimate updates as you go.
The weekly time you want to devote to your coaching business.
Reserve time for sales, admin, marketing and team work.
Include sessions, programming, check-ins, messages and preparation.
No signup. Your calculator inputs stay in this page.
A planning limit, not a target to fill every minute.
- Hours for client work
- 22.5
- Hours allocated
- 22.5
- Minutes still available
- 0
- Minutes / client / week
- 45
Count the work clients do not see.
Subtract weekly business and admin hours from your total working hours. Convert the remaining hours to minutes, then divide by the weekly time each client needs. Capacity rounds down to a whole client.
Floor[(weekly working hours − business hours) × 60 ÷ weekly minutes per client]Leave room for a week that does not go to plan.
Count program updates, messages, check-ins, session delivery and preparation in your per-client time. Use an average that reflects your actual service. This is a time budget, not a recommendation to fill every available minute.
A few things worth knowing.
What goes into time per client?
Include every recurring part of delivering your service: live sessions, programming, reviewing logs, check-ins, messages and preparation. For mixed packages, use a weighted average or run the calculator separately for each service model.
Does this include business administration?
Yes, through the business-hours field. Reserve time there for sales, bookkeeping, marketing, team meetings and other work that is not attached to a specific client. Do not count that time again per client.
Is a larger client roster always better?
No. This tool only estimates a time-based limit under your assumptions. Client needs, quality of service, personal workload and unexpected work can lower a sustainable roster. Leave a buffer and review your actual week.