Session Roadmap

This article is to provide some ideas for how to structure your calls as a coach with MyBudgetCoach. Although the client is sharing what they would like to work on at the start of the call, you as the coach need to lead overall. If the client was originally not planning to schedule another session, what are one or two topics you can highlight for a future conversation?


Ad-Hoc coaching with MyBudgetCoach requires the coach to remain flexible and open minded during sessions. Unlike Traditional coaching, the coach does not create an agenda beforehand. During an Ad-Hoc coaching session, it is the coach's responsibility to ensure the client's questions are answered while also analyzing the accounts and budget screens to determine if there are any recommendations for software use or the cash flow methodology being used.


The following are some recommendations to consider during each stage of completing a session with a client.

Notification of a Booked Session

Congratulations! A MyBudgetCoach user has booked a call with you. Let's talk through some actions to complete within 1-2 business days after receiving notification.

  1. SEND A MESSAGE - Leverage the Messages functionality to create a personal connection so the client knows you are getting ready for their future session. Include a positive affirmation of their progress and your excitement to meet with them. This is a secure method of communicating with them, while also nudging them back to use the software.
  2. GET PAID - If your scheduling page didn't already request upfront payment, send an invoice with contract conditions attached. Consider having their payment as acceptance of the conditions, versus requiring an e-signature or requiring the client to print, sign, scan, and then send back. Set a due date for the invoice anytime that you determine best, as long as it is prior to the scheduled session.
  3. ASK FOR TOPICS - Once the invoice is paid, return to Messages and send a message requesting any specific topics or software functionality they would like to discuss. This gives you the opportunity to learn more about what they are looking to accomplish prior to the start of the call.

Before the Session

Using the Messages, review how much of your Introduction conversation the user has completed. Review the answers to inputs that may be included in your conversation to learn more about the client. Use the level of completion to help drive your nomenclature and what you review and don't review during the session.

  1. CONVERSATION MOSTLY COMPLETED - Plan on critically analyzing the account set-up and use of the budget table. If part of your conversations, plan to reference additional conversations to support them in their software use after the Introduction conversation.
  2. CONVERSATION NOT STARTED OR MINIMAL COMPLETED - Review the type of screen they are accessing MyBudgetCoach on.
    1. If the Messages state "User visited budget on small screen" you know the user hasn't yet logged in via a computer or tablet. They have only used a cell phone. The conversation is not available on a cell phone, so that is an important talking point early in the discussion.
    2. If the Messages state "User visited budget on large screen" but the client didn't complete much of the conversation, plan to reference sections of your conversation. Some users may close out of the conversation upon software launch because they believe they can set it up on their own. Feel free to weave in references to your conversation so they are aware of what is available to them with no additional cost.

First 5 Minutes

  1. OVERVIEW - Share an overview about you so the client feels they are speaking with an expert to set the stage for the session they have paid for.
  2. CLIENT GOALS - Ask the client what they are looking to accomplish. Try to not launch into a traditional discovery call series of questions. They are looking for you to give them value for the session they paid for, so time management is key.
  3. SCREEN SHARE - Request the client open up MyBudgetCoach and share their screen. Consider mentioning to the client to test out the video sharing platform prior to the session.

Client Led Topics

  1. FOLLOW THEIR LEAD - Based on the topics the client wants to review, start off on the Accounts or the Budget. While the client is explaining their questions, take notes of areas that should be discussed further.
  2. RED FLAGS - Based on the client's walk-through, determine if there are any "red flags" that require discussion, which the client may not have identified themselves. Make note of these along the way, and then determine which of those areas are feasible to address in the remaining session time and begin working through those.
  3. ACCOUNT AREAS TO ANALYZE
    1. Number of accounts, account link status, total balances
    2. Types of accounts; especially if credit card or savings
    3. Date of most recent transaction
    4. Status of categorizing transactions
    5. Use of cleared vs uncleared transactions
    6. Last time reconciled
    7. Starting Balance dates - Keep in mind the client doesn't need to budget a full month if they started using the software in the middle of the month.
    8. Longevity of Use - Does the length of transaction history span over multiple months?
    9. Credit Card Account Starting Balance transaction categories - This will let you know if the Budget table has been set-up correctly for credit cards.
  4. BUDGET AREAS TO ANALYZE
    1. To Budget number - Positive / Negative / $0
    2. Budget Categories listed - Complete list of categories / Partial list of categories / Working with the template ones.
    3. Budgeted column - Has it been populated for some categories? If so, does it seem to be a reasonable prioritization? For example, if middle of month, does Groceries have a full month's worth where as car payment hasn't been funded?
    4. Balance column - Positive / Negative / $0
    5. Have they rolled over overspending for any category? This is easily identified if there is a small arrow pointing to the right of a negative red number in the Balance column.
    6. If Credit Card Account(s) - Separate categories created? If not, dedicate some time to set this up and change over the Starting Balance transaction category(ies).
    7. If Savings Account(s) - Separate categories created? If not, dedicate some time to set this up and change over the Starting Balance transaction category(ies).
    8. Verify appropriate use of Income category

Keep Progressing

  1. CLIENT ENGAGEMENT - Take notice of the client's level of engagement. Recreating a financial infrastructure across multiple accounts with every transaction is a complex process. The Accounts overview and discussion may lead to the client feeling overwhelmed. If this is the case, take a break and ask some non-software specific questions. What is the reason they signed up, what are some goals they have, have they budgeted before? These can help step away from the intricacies of the software to assist in a reset of the client's engagement and tone of the discussion.
  2. DON'T GET BOGGED DOWN - Areas that could take up much time: credit cards; reconciliation; starting balances; let the client know they can be reviewed in a future session. Refocus to what their questions were so they feel heard and see value in the time with you.

10 Minutes Left

  1. IF NEEDED, SWITCH FOCUS - If you have focused on Accounts, switch focus to the Budget, or vice versa. Keep in mind that the Accounts work is the "boring" part of the software use. The conclusions and revelations happen on the Budget. Of course it is important to have the accounts correct, otherwise the Budget isn't reflecting the reality of the dollars. Before the session time is up, take note to point out transparency and celebrate progress.
  2. POSITIVE PROGRESS - Highlight positive things the client has achieved. Some areas to consider:
    1. Categorizing transactions
    2. Budgeting Dollars
    3. The adjustment from reactive money management, reviewing statements, to proactive money management, how should the client use the dollars they have today.
    4. Category set-ups
    5. Completion of conversation (if applicable)
  3. SESSION SUMMARY - Highlight what was accomplished that they asked for. This reinforces the value you provided and increases the chance they will want to meet with you again.
  4. RED FLAG TOPICS - Review topics identified that were not completed due to time. It is important the client knows you tailored your summary of additional topics based on what you observed, and not just a standard list.
  5. ACTION ITEMS - Review action items the client agreed upon throughout the session. Mention any additional conversations accessible by the client to assist in their questions outside of session.
  6. SCHEDULING NEXT SESSION - Explore scheduling the next session, or agree to a time for you to reach out to follow-up.
  7. WRAP-UP - End on a positive note! The session could be difficult for the client, so strive for bringing it to a close with future topics and positive affirmations.

After the Session

The following are some optional steps to consider completing after the session.

  1. SAVE MEETING MINUTES - Preserve meeting minutes in preferred format and organization methodology.
  2. REVIEW FOR PROGRESS - Review the Messages to see if there was progress with frequency of use and completing conversations 1-2 weeks after session.
  3. CHECK-IN - If no follow-up session booked, nor agreed upon timing for reaching out again, send a check-in message 2-3 weeks after session to gauge interest on a follow-up discussion.

Should you have any additional questions, please contact Nick Smith, Head of Coach Success. Feel free to book a discussion with Nick using the following link: https://tidycal.com/nick-smith-mybudgetcoach.

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