Discord server template
Coaching Clients Discord template
For fitness, business, life and career coaches running client work on Discord. Designed for up to roughly 60 active clients; above that, use threads instead of channels.
- 1:1 coaching with 5 to 60 clients
- Small group programs with private check-ins
- Coaches replacing WhatsApp groups
Channels and categories
START HERE
- # welcome text
How coaching works here: response times, call schedule, check-in day.
Access: Everyone can read; only Staff can post
- 📣 announcements announcement
Schedule changes and new resources.
Access: Everyone can read; only Staff can post
- # how-to-check-in text
The weekly check-in format, pinned.
Access: Everyone can read; only Staff can post
CLIENT HUB
- 💬 weekly-check-ins forum
One post per client, renamed '{Client name} check-ins'. Clients reply every week; coach answers in the post.
Access: Client roles; every client can read every post (see permission notes)
- # group-chat text
Shared chat for all current clients.
Access: Client role
- # wins text
Client wins. Great social proof (ask before sharing outside).
Access: Client role
- 💬 resources forum
Workouts, worksheets, scripts. Tags by topic.
Access: Clients read; Coach posts
PRIVATE CLIENT ROOMS
- # client-firstname text
One private channel per 1:1 client (duplicate this). Only that client and Coach can see it.
Access: One client + Coach
CALLS
- 🔊 Group call voice
Weekly group call; use Scheduled Events.
Access: Client role
- 🔊 1on1 room voice
Private calls. Limit 2.
Access: Coach moves clients in
COACH
- # coach-notes text
Your private notes and to-dos.
Access: Hidden from everyone except Staff
- # mod-log text
Logs.
Access: Hidden from everyone except Staff
Roles and permissions
| Role (highest first) | Purpose | Key permissions | Assigned by |
|---|---|---|---|
| Coach | You (and assistant coaches) | Manage Channels, Manage Roles, Manage Threads, Move Members | Owner |
| Assistant | VA or assistant coach | Manage Messages, Manage Threads | Coach |
| Client: 1:1 | Active 1:1 clients | View CLIENT HUB, Their own private room (member override) | Coach after payment |
| Client: Group | Group program clients | View CLIENT HUB | Coach after payment |
| Alumni | Finished clients; keep #wins and #group-chat read-only | Read History in #wins | Coach at offboarding |
- Private client rooms: deny View Channel for @everyone on the category; on each room add a member override for that one client. Do not sync the room back to the category or the override is lost.
- If you have more than about 50 clients, switch to private threads in one #client-rooms channel: fewer channels, same privacy.
- Forum posts in #weekly-check-ins are visible to every client by default. If check-ins must be private, use the private rooms instead.
- Offboarding: remove the Client role, add Alumni, archive the private room (move it to an ARCHIVE category with View Channel denied).
Onboarding questions
Which program are you in? (required, pick one)
- • 1:1 coaching → Shows #how-to-check-in; Coach adds the Client: 1:1 role after checking payment
- • Group program → Shows #how-to-check-in; Coach adds the Client: Group role after checking payment
What do you want to work on first? (optional, pick any)
- • {Goal area 1} → Tag for coach context only
- • {Goal area 2} → Tag for coach context only
Onboarding needs Community enabled. Never grant paid, holder or client roles from an onboarding answer: anyone can pick any answer. See Discord's Onboarding help.
AutoMod rules
| Rule | Setting | Response |
|---|---|---|
| Block Mention Spam | On, with a low mention limit per message and raid protection enabled. | Block message + alert #mod-log + timeout member |
| Block Suspected Spam Content | On for all channels. | Block message + alert #mod-log |
| Custom keyword rule: scams | Keywords such as *free nitro*, *steam gift*, *dm me for*, *investment opportunity*. Exempt Staff. | Block message + alert #mod-log + timeout member |
| Custom keyword rule: invite links | Block *discord.gg/* and *discord.com/invite* outside Coach. | Block message + alert #mod-log |
Configure in Server Settings > Safety Setup > AutoMod. See scam and raid protection.
Recommended bots and why
Sesh optional
Events and reminders
Timezone-aware event times and reminders on top of Discord's native Scheduled Events.
Carl-bot recommended
Role menus, logging, tags
Button and reaction role menus for anything Onboarding doesn't cover, plus detailed mod logs and saved answers (tags).
Craig optional
Call recording
Records voice channels for clients who miss a call. Always announce it and get consent first.
Bot features and premium plans change; check each bot's site. Grant only the permissions a bot asks for, never Administrator.
Welcome messages
#welcome
Welcome to coaching with {Coach name} 👋
How it works:
• Check-in day: every {day}. Use the format in #how-to-check-in.
• I reply within {X} business hours, Monday to Friday.
• Group call: {day/time, timezone}. It's in the Events tab.
• Your private room is only visible to you and me.#how-to-check-in (pinned)
**This week I did:**
**Numbers:** (weight / revenue / hours / whatever we track)
**What got in the way:**
**Next week I will:**
**Question for {Coach}:**Setup checklist
Structure
- ☐ Create roles
- ☐ Create the PRIVATE CLIENT ROOMS category with @everyone denied
- ☐ Create one room per client with a member override
Routine
- ☐ Pin the check-in format
- ☐ Create the weekly group call as a recurring Scheduled Event
- ☐ Decide your reply hours and post them in #welcome
Offboarding
- ☐ Create an ARCHIVE category hidden from everyone
- ☐ Write your offboarding steps in #coach-notes
Guides for this setup
Get the Coaching Clients template
Import it in one click for $49, one-time. Includes the template link, JSON, checklist, welcome copy, AutoMod lists and bot notes.