Client PortalManaged IT for coaching businesses
IT Support for Coaching and Advisory Practices
A coach is told things the board is not told. What the owner is actually worried about, which partner is not pulling their weight, whether the business is for sale, how bad last quarter really was.
Every practice we work with across Melbourne and the Peninsula writes it down somewhere, because you take notes. Those notes are the most sensitive material in your business and they usually live in whatever app you happened to start using.
Want the number first? Our pricing is published: AgileCORE from $85 and AgileCOMPLETE from $130 per user per month ex GST, plus the AgileSECURE add-on at $44. Estimate your monthly figure in two minutes, or book a conversation.
Worth saying out loud
What you are actually holding
Coaching practices tend to think of themselves as small and therefore uninteresting. The size is right. The conclusion is not, because the value of what you hold has nothing to do with how many people you employ.
Session notes on named executives at named businesses.
Recordings and transcripts, if you record.
Financial positions that were shared with you and not with the market.
Succession plans, and who is not in them.
Your own frameworks and materials, which are the thing you sell.
A calendar that shows exactly who you are working with.
A client does not need a breach to lose confidence in you. They need one moment of doubt about where their words are kept.
The question we now ask every coaching client
If you run a session through an AI notetaker, where does it go?
Automatic transcription and summary tools are useful in this work, and most coaches we talk to have started using one. The question is not whether to. It is whether you can answer three things about the one you picked: where the recording is stored, who can read it, and whether it is used to train somebody else's model.
Most people cannot answer those, because the tool was chosen in a hurry and the terms were accepted at the time. We will go and find out, tell you plainly what the tool you are using actually does, and where it is not acceptable we will set up one inside your own Microsoft 365 tenancy instead, so the recording never leaves a place you control. Our AgileAI work is built around exactly this question: use it deliberately, and know where the data went.
The other half is not technical. If you are recording a client, they should have agreed to it, and the agreement should say what happens to the recording afterwards.
The risk nobody budgets for
You are the business, which makes a laptop a single point of failure
In a coaching practice the work, the relationships and usually the intellectual property sit with one or two people. That is the model, and it is not a problem until everything those people rely on also sits in one place: a laptop in a bag, a notes app that syncs to a personal account, a calendar nobody else can see.
The fix is not dramatic and it is not expensive. Material moves into a governed location in Microsoft 365, mail and documents are backed up and restorable, devices are managed so a stolen laptop is an inconvenience rather than a disclosure, and a second person can be given access without handing over a password. If you took three weeks off, or could not work for a month, the practice should not stop knowing what it knows.
Scope
What we take responsibility for
Agreed in writing on day one in a Responsibility and Accountability Matrix, however small the practice is.
The record of the work
Notes, documents and mail in one governed place in Microsoft 365 rather than spread across apps and personal accounts, retained as you decide, backed up, and restored as a test rather than as a theory.
The devices that travel
Managed laptops and phones, encrypted, with company material removable remotely, so a bag left behind in a cafe is a bad afternoon and not a disclosure you have to make to a client.
Confidentiality you can evidence
Multi-factor authentication, access that is deliberate, monitoring for the mailbox changes that precede impersonation, and controls aligned to the SMB1001 maturity framework through AgileSECURE.
Published pricing
AgileMANAGED: structured IT from $85 per user / month
We publish our pricing because a practice that charges by the engagement deserves to know the number before the first meeting, not after the third.
AgileCORE
Remote support, monitoring, security baselines and Microsoft 365 management. The usual fit for a coaching practice, which rarely needs anybody onsite.
View AgileCORE →AgileCOMPLETE
Everything in CORE, plus onsite support, managed servers with 24/7 monitoring, and quarterly business reviews. Worth it once there is an office and a team in it.
View AgileCOMPLETE →Where we work
Based in Mornington, working with practices around the bay
Agile IT Solutions has been based in Mornington since 2007.
A good number of the advisory practices we look after work out of Mt Eliza and the surrounding bay, which has a long association with executive education and with the people who do this work. Most issues are resolved remotely, which suits a practice that is rarely in one place, and onsite support across our service area is included with AgileCOMPLETE.
If you would rather see how we work before talking about your own practice, our case studies set out what we actually did and what changed.
Questions
IT questions from coaching practices
There are three of us. Are we too small for this?
Possibly, and we would rather say so than sell you something. We work best with businesses of roughly 5 to 50 staff, and with smaller teams growing into that range. If there are three of you, everything works and nobody is worried, you may not need a managed service yet. What usually changes the answer is not headcount, it is the moment you realise how much client confidence is riding on one laptop. If you are not there yet, our AgileASSURE page covers the self-managed route, and Are we the right fit? is written to let you rule us out as easily as rule us in.
Should we be recording and transcribing sessions at all?
That is your call and your client's, not ours. Where we can help is the part most people skip: knowing what the tool you chose actually does with the recording, and having an alternative that keeps it inside your own Microsoft 365 tenancy if the answer is not good enough. If you do record, the client should have agreed to it and the agreement should say what happens to the recording afterwards.
My notes are in a personal account I have used for years. Is that bad?
It is the most common thing we find and the easiest to put right. The problems are that the practice does not own the account, nobody else can reach the material if you cannot, there is usually no backup you could restore from, and if the account is compromised the exposure is every client you have ever worked with. Moving it into a governed location is a short piece of work and it is usually the first thing we do.
Clients are starting to ask how we store their information. What do we tell them?
Something specific, which is the point. Larger clients increasingly ask their advisers about multi-factor authentication, where data is held, who can reach it and what happens if you are compromised. We give you factual answers because we hold the evidence, and where a control is not in place we say so and put a date against it. Our compliance obligations page sets out what applies to Victorian businesses.
What happens if my laptop is stolen between sessions?
On a managed device, the answer is that you tell us and we remove the company material remotely, the disk was encrypted anyway, and you work from another machine that afternoon because nothing important only existed on that one. On an unmanaged device the honest answer is that you do not know what was on it, which is a far worse conversation to have with a client.
How do we get started?
A discovery conversation. We look at what the practice runs on today, where client material actually sits, and what would happen if a device or an account were lost, then set out what a structured managed service would look like. No obligation and no quote pushed at you in the first meeting.