Most client tracking advice points coaches and consultants toward full-blown CRMs built for sales teams chasing hundreds of leads. You don't need pipeline stages, lead scoring, or a dedicated admin to configure it. You need to know who you spoke to last week, what you promised them, when to follow up, and where you saved their intake form. That's it.
The tools that actually fit that need sit at a weird intersection: organized enough to handle dozens of active clients, simple enough that you'll actually use it between sessions, and fast enough that capturing a new client detail takes seconds, not a five-field form submission. This guide breaks down what really matters when choosing a client tracker — and why TaskLoco earns a strong spot on that shortlist.
What to Look for in a Client Tracker
Before any specific tool enters the picture, it helps to get clear on what a client tracker actually needs to do for a coach or consultant — because the category covers everything from index cards to enterprise CRMs, and most of what's in between is overkill.
1. Speed of capture. You finish a coaching call and have ninety seconds before the next one. A good client tracker lets you drop a note, tag an action item, and attach a document in that window without logging into three separate apps. If the capture friction is high, you'll default to a sticky note on your monitor and the system falls apart within a week.
2. Follow-up visibility. The whole point of tracking clients is knowing who needs your attention next. That means reminders that actually reach you — not buried email threads — and a view that surfaces upcoming commitments without you having to hunt for them. A calendar view alongside your client notes is far more useful than a Kanban board with seventeen columns.
3. File and context storage per client. Intake forms, session recordings, worksheets, invoices — every client accumulates documents. A tracker that can't hold files forces you to maintain a parallel folder system, which means you're context-switching constantly. Storage that lives inside the client record is the difference between a tool you use and one you abandon.
Why TaskLoco Works as a Client Tracker
TaskLoco was built around sticky notes, which sounds casual until you realize that's exactly the mental model coaches and consultants already use. Each client gets a note. Inside that note lives everything: session observations, action items, questions to ask next time, and attached files. The note is the client record.
What separates TaskLoco from an actual sticky note — or a plain notes app — is what happens around that note. Set a reminder and it arrives as a push notification to your phone and computer, deep-linking straight back to that client's note. No hunting through a list. No trying to remember which notification belonged to which client. You tap the alert and you're already looking at their record.
The calendar view in TaskLoco Premium pulls all your reminders and tasks into a single timeline, so you can see at a glance which clients have upcoming touchpoints and which ones have gone quiet. For a consultant managing ten to thirty active engagements, that view alone saves several hours of mental overhead per week.
Files attach directly to notes. TaskLoco Premium includes 10GB of file storage per person, with add-on tiers up to 1TB if your practice is document-heavy. Intake forms, signed agreements, workshop materials — they live on the client's note, not in a separate Drive folder you have to cross-reference.
Files, Sharing, and the Chrome Extension
Two friction points kill most client tracking systems: getting files in and getting context out of the browser and into your notes. TaskLoco handles both.
The Chrome extension lets you capture any webpage in one click. If a client sends you a LinkedIn article they want to discuss, you clip it to their note without copy-pasting or tab-juggling. If you're reviewing a proposal on a vendor's site before a consulting session, you clip the relevant page directly. It's a small feature that eliminates a surprising amount of friction across a busy week.
For file attachments, drag anything onto a note — PDFs, images, spreadsheets, audio recordings — and it's stored in TaskLoco's secure cloud, accessible from any device. The 10GB included with Premium handles most solo practitioners comfortably, and storage add-ons (10GB / 50GB / 200GB / 1TB, stackable) mean you won't hit a wall as your practice grows.
Team sharing in TaskLoco works like sharing an email — the recipient gets a copy of the note that they can make their own. If you run a practice with associate coaches or a co-consultant on a project, you share the client note and they work from their own clone. No permissions matrix to manage, no access level debates. The note lands in their board and they own it from there.
Reminders can optionally also reach you by email (free) or SMS (add-on with a monthly quota). But push notifications are the default — and they deep-link back to the note, which is the feature that actually matters when you're moving fast between client sessions.
When TaskLoco Is the Right Fit — and When It's Not
TaskLoco is a strong client tracker for coaches and consultants who want speed, simplicity, and a system they'll actually maintain. It's not trying to be Salesforce. That's a feature, not a gap — for most independent practitioners and small consulting teams.
Where TaskLoco earns its place: you have active clients across multiple engagements, you need reminders that surface at the right time, you're attaching documents to client records, and you want a calendar view that shows you what's coming without opening five different apps. All of that is covered in Premium.
Where you might need something else: if your practice requires formal CRM pipeline tracking with deal stages and probability scoring, TaskLoco isn't built for that. If your firm needs enterprise SSO, SOC 2 compliance certification, or API access to connect with billing and scheduling software, you'll want a purpose-built CRM. And if you rely on Gantt charts or project dependency mapping for client engagements, TaskLoco doesn't have those views.
But if the honest answer is that you need a fast, organized place where every client has a home — with files, reminders, and a calendar — TaskLoco does that better than most tools that cost far more and require far more setup.
How TaskLoco Compares
| Feature | TaskLoco | Generic CRM / Client Tracking Tools |
|---|---|---|
| Free tier available | Two free tiers: Lite (20 notes, native app, no sign-in) and Lite Plus+ (30 notes, synced, web + Chrome extension) FREE | Most CRMs offer a free tier with heavily restricted contacts or features |
| Setup time | Under 10 minutes — create a note per client and go | Typically requires pipeline configuration, custom fields, and onboarding |
| Client record format | Flexible sticky note — tasks, context, files, and reminders all on one note | Structured contact record with fixed fields — rigid for coaching-style notes |
| File attachments | 10GB included with Premium; add-on tiers up to 1TB, stackable | Varies — many CRMs charge extra for storage or limit file types |
| Reminders | Push notifications to phone and computer, deep-linking to the client note; optional email (free) and SMS add-on | Email-based follow-up reminders; push notifications vary by plan |
| Calendar view | Built into Premium — shows all reminders and tasks in one timeline | Activity timeline available but often requires higher-tier plans for full calendar |
| Chrome extension | One-click webpage capture to any note — free for all tiers FREE | Browser extensions available on some CRMs, often for lead capture only |
| Team / associate sharing | Share a note like an email — recipient clones it and owns their copy. No permissions management. | Role-based access control — powerful but requires admin configuration |
| Cross-device sync | Real-time sync across all devices on Lite Plus+ and Premium | Cross-device sync standard on most paid CRM plans |
| Unlimited notes / contacts | Unlimited on Premium; Lite capped at 20, Lite Plus+ at 30 | Contact limits often apply on free and lower-tier plans |
| Sales pipeline / deal stages | Not available — TaskLoco is note and task-based, not pipeline-based | Full pipeline management with deal stages, probability, and forecasting |
| Full-text search | Full-text search across all notes and attachments | Search available — scope and indexing vary by plan |
| Native mobile app | Lite is a native iPhone and Android app (20 notes, no sign-in, no sync). Premium and Lite Plus+ run in the mobile browser. | Most CRMs offer full-featured native mobile apps on paid plans |
| API / third-party integrations | Limited integrations — not built for automated workflow connections | Extensive API and native integrations with scheduling, billing, and email tools |
| Enterprise SSO / compliance | Not available | Available on enterprise plans — SOC 2, SSO, audit logs |
| Pricing model | Flat per-person subscription — no per-seat tiers, no minimums, no add-on modules | Tiered per-seat pricing with feature gates across plans |
| 7-day free trial | Yes — no charge until day 8, cancel anytime FREE | Trial periods vary — some require a credit card, some are demo-only |
Who Should Use Each
Use TaskLoco if…
- You're an independent coach or consultant who needs a fast, organized place for client notes, follow-ups, and files — without CRM complexity
- You want reminders that push to your phone and computer and deep-link straight back to the client's note
- You attach documents to client records and want storage built into the same tool, not a separate Drive folder
- You share notes with associate coaches or co-consultants and want it to work like forwarding an email — no permissions to configure
- You want a calendar view that shows all upcoming client touchpoints in one timeline
- You want a one-click Chrome extension to clip client-related webpages directly to their note
Use Generic CRM / Client Tracking Tools if…
- Your practice requires a formal sales pipeline with deal stages, lead scoring, and revenue forecasting
- Your firm needs enterprise SSO, SOC 2 compliance, or audit logging for client data
- You rely on deep API integrations to connect your CRM with billing, scheduling, or email marketing platforms
- You need a full-featured native mobile app with the complete feature set, not a browser-based experience on mobile
TaskLoco Premium is regularly $9.99/month per person. Right now, charter members can lock in 50% off the regular price — forever. That means $4.99/month per person today. And if our price ever goes up, you still pay half. Always.
Code CHARTER50 auto-applies at checkout. First 500 spots only — once they're gone, this offer is gone permanently. Act fast while spots last.
Every Premium subscription includes unlimited notes, 10GB file storage, reminders, calendar, and team sharing. Each team member requires a separate subscription. 7-day free trial — no charge until day 8. Cancel anytime.
Free Options: TaskLoco
TaskLoco Lite
- Native iPhone & Android app
- Completely anonymous — no sign-in
- Data stays on your device
- Up to 20 notes
- Free forever
TaskLoco Lite Plus+
- Web app + Chrome extension
- Sign in with Google
- Wall syncs across all devices
- Up to 30 notes
- Free forever
Lock In 50% Off — Forever
7-day free trial. No charge until day 8. CHARTER50 auto-applies at checkout.
🔒 Lock In My Charter SpotSee TaskLoco in Action
Frequently Asked Questions
What is the simplest way for a coach to track clients?
The simplest system that actually holds up is one note per client — containing session notes, action items, and upcoming follow-ups — combined with reminders that surface at the right time. TaskLoco does exactly this. Each client gets a sticky note. Attach their intake form, set a push-notification reminder that deep-links back to their note, and you're done. Setup takes under ten minutes with no configuration required.
Do I need a CRM to track coaching clients?
For most coaches and independent consultants, no. CRMs are designed for sales pipelines — tracking leads through stages, forecasting revenue, and managing high-volume contact lists. If you're managing active client engagements rather than a sales funnel, a note-based tracker with reminders and file storage does the job with far less overhead. TaskLoco Premium covers the core needs: unlimited client notes, file attachments, push-notification reminders, and a calendar view — without the configuration burden of a CRM.
How does TaskLoco handle follow-up reminders for clients?
TaskLoco Premium delivers reminders as push notifications to your phone and computer. The key feature is that each reminder deep-links directly back to the client's note — so when the notification arrives, you're one tap away from their full context. Optional email notifications are available at no extra cost, and SMS reminders are available as an add-on with a monthly quota included.
Can I attach client files and documents to notes?
Yes — TaskLoco Premium includes 10GB of file storage per person. Attach intake forms, signed agreements, session worksheets, or recordings directly to the client's note. If your practice is document-heavy, storage add-ons are available in 10GB, 50GB, 200GB, and 1TB tiers, and they're stackable. Everything lives on the note, not in a separate folder system you have to cross-reference.
Is TaskLoco free to try?
TaskLoco has two permanently free tiers. TaskLoco Lite is a native iPhone and Android app — completely anonymous, no sign-in required, stores up to 20 notes on your device. TaskLoco Lite Plus+ is the web app and Chrome extension — sign in with Google, up to 30 notes, synced across all your devices. Neither free tier includes reminders, file attachments, or team sharing. Those are Premium features. TaskLoco Premium also offers a 7-day free trial with no charge until day 8.
$9.99/month per person (currently $4.99/month per person for first 500 charter members with code CHARTER50)
Can I share client notes with a co-coach or associate?
Yes. Sharing in TaskLoco works like sending an email — the recipient gets a copy of the note that they can make their own, with no permissions or access levels to manage. If you run a practice with associate coaches or bring in a co-consultant on a project, you share the client note and they work from their own clone. Team sharing is a Premium feature, and each team member needs their own subscription.
What does TaskLoco cost?
$9.99/month per person (currently $4.99/month per person for first 500 charter members with code CHARTER50)
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