Getting Started
✦ Claude Setup Guide for Health & Wellness Founders

Get Claude working for
your business in 30 mins

This guide is brought to you by Flow States Collective. We'll walk you through setting up Claude properly — not just creating an account, but configuring it so it becomes a genuine second brain for your coaching practice, clinic, or wellness business.

💬
Client Comms
Proposals, follow-ups & onboarding emails in minutes
🧠
Research & Strategy
Competitor analysis, market research & business planning
⚙️
Systems & Processes
SOPs, workflows & automations to scale your time
✍️
Content Creation
Newsletters, social posts & blog content — fast
Step 1 of 7

Create your Claude account

Head to claude.ai and sign up. Tick each step off as you go.

Account setup checklist
Check each item as you complete it
  • Visit claude.ai in your browserWorks on Chrome, Safari, Firefox — or download the mobile app
  • Sign up with Google or emailGoogle sign-in is quickest if you use Google Workspace for your business
  • Verify your email addressCheck your inbox — it arrives within 2 minutes
  • Accept the terms and complete your profileJust your name and basic info — takes 30 seconds
Free vs Pro — which is right for you?
For business owners and coaches, Pro is a clear yes. Here's why:
Basic
Free
$0 / month
  • Limited messages per day
  • Access to Claude Sonnet
  • No Projects feature
  • Good for trying it out
⭐ Recommended
Pro
~$20 / month
  • 5× more usage
  • Access to all models
  • Projects (game changer!)
  • File uploads & memory
  • Priority access
💡 Our recommendation

At $20/month, Pro pays for itself the first time you use it to write a client proposal or create a month of content. Start with Pro.

Step 2 of 7

Tell Claude who you are

Custom instructions are the single most powerful thing you can set up. They mean Claude always knows your business, your voice, and how you want to work — without you having to explain yourself every time.

How to set it up
It takes 5 minutes and saves you hours
  • Click your profile icon (top right) → SettingsThen go to "Profile" in the left menu
  • Fill in "What would you like Claude to know about you?"Use the template below as your starting point
  • Fill in "How would you like Claude to respond?"Tell it your preferred tone, format, and level of detail
Your starter template
Copy this and fill in the highlighted fields — make it yours
I run a [your business type, e.g. "business coaching practice / marketing consultancy / virtual assistant agency"] called [Business Name]. I work with [your ideal client, e.g. "small business owners in the retail sector"]. My main services are: [list 2–3 services] My tone of voice is: [e.g. "warm, direct, and practical — not corporate or overly formal"] Key things to know: - I'm based in [location] - I prefer [bullet points / prose / short answers] - When writing for clients, always match my tone: [friendly/professional/conversational] - I use [any tools, e.g. Notion, Google Workspace, HubSpot] in my business
✅ What good looks like

The more specific you are, the better Claude performs. "I'm a coach" is OK. "I'm a life coach for women returning to work after a career break, and I communicate warmly but professionally" is gold.

Step 3 of 7

Set up your first Projects

Projects are like dedicated workspaces inside Claude — each one remembers context, holds your files, and keeps work organised. Think of them as hiring different "versions" of Claude for different jobs.

How Projects work
From the sidebar, click "New Project" to create one
  • Click "+ New Project" in the left sidebarGive it a clear name so you know exactly what it's for
  • Add a Project instruction (custom prompt for this workspace)e.g. "This project is for writing client proposals. Always use formal language and include a pricing section."
  • Upload any relevant filese.g. your services brochure, brand guide, or a previous proposal as a template
Projects to create for your business
Start with 2–3, you can always add more
📋
Client Proposals & Comms
Upload your services doc, pricing, and a past proposal. Claude will match your format every time.
✍️
Content Creation
Upload your brand voice guide or 3 pieces of your best existing content so Claude learns your style.
⚙️
Systems & Operations
For writing SOPs, process docs, onboarding templates and anything that runs your business.
🔍
Research & Strategy
Deep dives, competitor research, market analysis and business planning all in one place.
⚡ Pro tip

The magic happens when you upload a file. Add your services list to the proposals project and Claude will automatically reference your actual offers, prices, and language — no copy-pasting needed.

Step 4 of 7

Your business prompt toolkit

These are ready-to-use prompts tailored for coaches, consultants, and small business owners. Click any box to copy it — then paste straight into Claude.

Client Communication
Save hours on proposals, follow-ups, and onboarding
📄 Proposal Writer
Write a professional proposal for a new client. The client is [name/type], their problem is [brief description], and I'm proposing [service/solution]. Include an overview, what's included, timeline, and a section for investment/pricing. Match my business tone.
📧 Follow-Up Email
Write a warm follow-up email to a prospective client I met [time period] ago. We discussed [topic]. I want to check in, add value by sharing [brief insight or resource], and invite them to book a call. Keep it short — under 120 words.
Content Creation
Posts, newsletters, and ideas — on demand
📱 LinkedIn Post
Write a LinkedIn post about [topic/lesson/story from my business]. The post should feel personal and genuine, start with a hook line that stops the scroll, share a real insight, and end with a question or soft call to action. 150–200 words. My tone is [warm/direct/etc].
📰 Newsletter Section
Write a 200-word section for my email newsletter on the topic of [subject]. It should feel like I'm talking directly to my reader ([target client description]), be practical and specific, and end with one clear action they can take this week.
Systems & Operations
Build the processes that run your business
⚙️ SOP Creator
Create a step-by-step Standard Operating Procedure (SOP) for [task, e.g. "onboarding a new client"]. Include: overview, who is responsible, step-by-step instructions, any tools or templates needed, and what success looks like. Format it so a new team member could follow it.
🔍 Strategy Researcher
I need a competitive analysis for my business. I offer [your services] to [your audience]. My main competitors appear to be [list 2–3 if you know them]. Analyse what they offer, how they position themselves, and identify 3 gaps or opportunities I could take advantage of.
Step 5 of 7

Build Claude into your day

The business owners who get the most from Claude use it little and often — not just for big tasks. Here's how to weave it into your daily and weekly rhythm.

Morning workflow (10 mins)
Start each day with clarity
📬
Triage your inbox with Claude
Paste tricky emails in and ask "How should I respond to this?" or "Draft a professional reply that says X."
📋
Plan your day
Share your task list and ask Claude to help you prioritise, break down complex tasks, or spot anything you've missed.
Weekly tasks to automate
Things you can stop doing manually
✍️
Content batch day
Set aside 1 hour per week. Give Claude your content themes and let it draft 5–7 social posts, a newsletter intro, and 2 email ideas in one go.
📊
Weekly review & planning
Paste your notes from the week and ask Claude to summarise key wins, blockers, and help you draft next week's priorities.
💼
Client prep
Before any client call, paste in their brief or past notes. Ask Claude to generate smart questions, a session outline, or key points to cover.
📁
Meeting notes → action items
After a meeting, paste your rough notes and ask Claude to clean them up, pull out action items, and draft any follow-up emails needed.
🚀 Level up: Claude in your other tools

Claude also works inside Chrome (as a browsing assistant), Google Sheets, PowerPoint, and via integrations with Slack and Zapier. Check claude.ai/integrations once you're comfortable with the basics.

Step 6 of 7

Connect Claude to your tools

This is where Claude stops being a chatbot and starts running parts of your business. Connectors link Claude directly to the apps you already use — so it can read your emails, update your calendar, search your files, and take actions without you switching tabs.

How to connect your first app
Takes less than 2 minutes per connector
  • Click the "+" button in the bottom-left of any chatOr type "/" to open the quick menu
  • Click "Connectors" to browse the directory50+ apps available — from Gmail to Notion to Zapier
  • Click "Connect" next to your chosen toolClaude redirects you to sign in — you approve exactly what it can access
  • Test it with a simple requeste.g. "Show me my latest Gmail messages" or "List my Notion pages from this week"
🔒 Is it safe?

Yes — Claude uses secure OAuth authentication. You always see exactly what Claude can access before approving, and you can disconnect any app at any time from Settings → Connectors.

Essential connectors for your business
Start with whichever tools you use most — connect one at a time
📧
Gmail + Google Calendar
Claude can search emails, summarise threads, draft replies, and check your calendar — all in one conversation. Ask: "Find all emails from [client] this month and summarise what they've asked for."
📁
Google Drive
Access, search, and work with your actual docs and files. Ask: "Find my Q4 proposal template in Drive and update it for a new client in the retail sector."
📓
Notion
Read and write to your Notion workspace. Ask: "Look at my client notes in Notion and draft a session agenda for tomorrow's call."
💬
Slack
Draft messages, summarise busy channels, and catch up on threads you missed. Ask: "Summarise the #clients channel from the last 2 days and flag anything urgent."
⚡
Zapier POWER MOVE
Connects Claude to 8,000+ apps. If there's no direct connector for a tool you use, Zapier bridges the gap. Build automations like: "When a new form is submitted → Claude writes a personalised reply → sends via Gmail."
5 workflows you can run today
Once your connectors are live, try these power combos
🌅 Morning Briefing (Gmail + Calendar)
Check my Gmail for anything urgent from the last 24 hours, then look at my calendar for today and tomorrow. Give me a summary of what needs my attention and suggest how to prioritise my morning.
📋 Client Prep (Notion + Calendar)
I have a call with [client name] at [time]. Find my notes about them in Notion, review what we last discussed, and create a short session agenda with 3 smart questions I should ask.
✉️ Inbox Zero Helper (Gmail)
Go through my last 20 unread emails. For each one, tell me: what it's about, whether it needs a reply, and if yes — draft a short response I can approve and send.
📊 Weekly Review (Notion + Gmail)
Look at my notes in Notion and any key emails from this week. Summarise: what I accomplished, what's still open, and help me write a clear plan for next week.
🗂️ Meeting Notes → Actions (Google Drive)
I've just finished a meeting. Here are my rough notes: [paste notes]. Clean these up, extract all action items with owners and deadlines, and save a tidy version to my Google Drive in the [folder name] folder.
💡 Note on connectors

Connectors are available on Pro, Max, Team, and Enterprise plans. Desktop-only connectors (for controlling apps on your computer) require the Claude desktop app. Web connectors work in your browser straightaway.

🎉

You're all set up!

You now have everything you need to make Claude a genuine asset inside your wellness business — not just another tool you signed up for and forgot about.

Your setup checklist
Everything you've covered in this guide
✅
Account created
✅
Custom instructions set
✅
Projects created
✅
Prompt toolkit ready
✅
Daily workflow planned
✅
Integrations connected
Want to go deeper?
Ready to get Claude turbocharged for your business?

This guide gives you the foundations — but working with us means we get your entire AI setup dialled in, your automations flowing, and your systems running so you can step into your CEO role for good.

⚡
Automate to Elevate
A focused 1:1 strategy session to build your funnels, AI systems, and workflows — so your business runs on autopilot.
Book Session →
🤖
AI PT Session
Your personal AI training session — we'll build your prompt library, connect your tools, and get Claude working hard for your niche.
Book Session →

Used by 100+ purpose-driven founders across Australia and beyond · Flow States Collective

💡 One last thing

The biggest mistake people make with Claude is treating it like a search engine. The magic happens when you work with it — share context, have a conversation, iterate on the output. Think of it like briefing a talented team member who never sleeps.

Open Claude → flowstatescollective.com