Growth Catalyst CRM · Information Hub

Automations · Workflows

Coach Catalyst

Last Updated: March 04, 2026

You can add clients to Coach Catalyst automatically from Growth Catalyst CRM using the Coach Catalyst workflow action. This allows you to add a client to your account, to a program, to communities, and to resource folders.

Workflow Action

Coach Catalyst Workflow Action

  1. Click on Automation > Workflows and either create a new workflow or open an existing workflow.
  2. Open the workflow trigger in the white box at the top of the workflow.
    • For paid programs, choose Order Form Submission as the workflow trigger. In Filters, choose the required funnel/website and set the submission type to Sale.
    • For free programs, choose Form Submission as the workflow trigger. In Filters, select Form Is and choose the correct form.
  3. Click on the + icon to add a workflow action and search for Coach Catalyst. Select Add/Update client.

You can also clone one of our template workflows, which has everything set up and ready to go! In Workflows, open the Template Workflows folder and go to Program Delivery. Click on the ellipsis menu (three vertical dots) and select Duplicate Workflow. Once cloned, move the workflow out of the templates folder.

Add Client to Coach Catalyst

To add a client to Coach Catalyst, the only required fields are First Name, Last Name, and Email. This allows you to add someone to the system without assigning them to a program (for example, if you want to add them so you can message them or include them in the general community).

The remaining optional fields allow you to assign a program, add them to a resource folder, add them to a specific community, or assign them to a specific coach.

Add Client to Coach Catalyst

  1. In the Client Information section, use the tag icon on the right-hand side of each box to select the custom values for First Name, Last Name, and Email.
  2. Select your Time Zone from the drop-down list. You can only assign one time zone for all clients, but they can adjust this later in their own settings, so choose the time zone that most of your clients will use.

Program Assignment

  1. If you want to assign a client to a program, select the Program from the drop-down list in the Program Assignment section.
  2. Next, choose when the program should start. There are four options: Today, Tomorrow, on a Set Date, or on a specific Day of the week. You must only select ONE of these options. If you are selecting a set date, the format must be YYYY-MM-DD, as indicated in the instructions above the box.

Additional Options

Additional Options

5. In the Additional Options section, you then have the option to add a Tag, assign the client to a Community, add them to a Resource Folder, or assign the client to a Coach. All four fields are optional.

You do not need to add clients to the General Community or to Auto-Assign Folders, as these are automatically applied to all new clients. If a client is not assigned to a specific coach, they will automatically be assigned to the Primary Admin.

Click here for more information on using Tags in Coach Catalyst, click here for Communities, click here for Resources, and click here for Team Management.

Send a Program Invite?

Program Invite

6. Finally, select whether you want the system to send the Program Invite. This invite gives the client access to the specific program you are adding them to. All new clients will automatically receive the Coach Catalyst welcome invite regardless of this setting. If you are already sending a confirmation email within this workflow, we recommend selecting No to avoid duplicate messages.

Edit Welcome Email and Text

You have the ability to edit the email and text message a client is sent. In Coach Catalyst, click on your initials/photo in the bottom left corner of the sidebar, and go to Settings > Notifications. In the Email or Text tab, select the Notification Type (welcome email, program email, or welcome text). Make the required changes, being careful not to change any of the dynamic fields, and press Save to finish.

Click here for more information on managing clients in Coach Catalyst and click here for more information about the MyCoach client app.

Important Notes

Test Names

When creating test contacts, always include both a first and last name. Coach Catalyst anchors clients by email rather than name, so if you enter a real email address with a test name, the system will keep the original contact details. This is expected behavior, not an error.

Welcome Email/Text

Coach Catalyst does not send the welcome text to clients who are already in the system. This is intentional and not an error. The purpose of the welcome text is to prompt a new client to create their login details. If the client has already been added before, they will already have their login details, so sending the message again isn't necessary.

Program Check

If you want to confirm whether a client has been added to a program, open their contact in Coach Catalyst, go to the client page, click the program tab, and then select Future Programs. If the program is showing there, they've been added successfully.

UK Phone Numbers

UK Accounts

If you are based in the UK, you will need to add an additional step to your workflow.

  1. Click on the + icon above the Coach Catalyst step to add a workflow action and add Text Formatter.
  2. For Action Type, choose Split Text and select Phone (raw format) as the Field.
  3. Enter 44 as the Separator and Second for the Segment.
  4. Press Save Action.
  5. Open the Coach Catalyst action step. In Phone Country Code, add 44.
  6. For Phone Number, delete the existing field and then click on the tag icon and select Text Formatter > Split Text > Result.

Troubleshooting Errors

1. What Does the Confirmation Email Say?

Every time a client is added, Coach Catalyst always sends a confirmation email to show whether the client was successfully added or not. Checking this message will usually point you straight to the fix.

  • Does the email say successful? Then the client was added correctly. If they didn't receive a welcome text, that's expected behavior. Coach Catalyst does not send the welcome text to clients who are already in the system.
  • Does the email say unsuccessful? The email will explain why, for example if required information was missing such as last name.
  • No email? That means the workflow didn't run. Go to steps 2 to 5 below to check the workflow status, trigger, and errors.

2. Is the Workflow Published?

Go to Automations > Workflows and check the workflow is published. If the workflow is still in test mode, click on the ellipsis menu (three vertical dots) and select Publish Workflow. Complete a second test.

3. Did the Workflow Fire?

Go to the workflow and click on the Enrollment History tab to see if that contact was added to the workflow. If not, then there is an error with your workflow trigger.

4. Were There Any Workflow Errors?

Next, click on the Execution Logs tab and check if the Coach Catalyst action step was successful. If it has failed or been skipped, click on More Details to learn more.

5. Is the Coach Catalyst App Connection Active

Go to App Marketplace > Installed Apps, click on Coach Catalyst and check the status is Active.

Coach Catalyst Support

Support

After working through steps 1 to 5, run a second test to check whether the issue has been resolved.
If the client is still not being added to Coach Catalyst, contact the Coach Catalyst support team either by emailing support@coachcatalyst.com or by clicking on the question mark icon in the left hand menu bar of the Coach Catalyst desktop app.