6 Best Coaching Scheduling Software Tools

If you’re constantly missing appointments, manually sending reminder emails, and tracking sessions on a spreadsheet, it’s time to upgrade to better scheduling software.

As a coach, your focus should be on your clients and programs—whether it’s one-on-one sessions or group meetings.

Managing your time efficiently while making it easy for clients to connect with you is essential for success—and this is precisely why you need effective coaching scheduling software.

In this guide, you’ll learn: 

  • How to keep track of coaching hours
  • How to create a coaching calendar
  • Top 6 coaching scheduling software tools
  • How to choose the best scheduling software for your coaching business
  • FAQs about coaching scheduling software

How to Keep Track of Coaching Hours

Tracking coaching hours helps you improve your process and evaluate how much of your availability you dedicate to clients. Here are proven strategies to track coaching hours:

Use Coaching Software Tools

There are coaching software tools like Paperbell that combine the key tools you need to run your business—from booking appointments to getting paid, onboarding clients, and tracking coaching hours.  

These software tools can:

  • Sync with your calendars
  • Automatically calculate total coaching hours
  • Generate invoicing reports
  • Provide visual dashboards of your coaching activity

Digital Time Tracking Tools

Several time management software tools can log your coaching hours, and show you real-time insights into your workload and billable time. 

Tools like Toggl Track and Clockify are good time management apps that offer:

  • Automatic hour tracking
  • Detailed session logs
  • Easy reporting capabilities

Create a Standardized Logging System

While this is less effective than using coaching software tools and time management apps, it’s still useful. 

It involves developing a consistent method for recording your coaching hours such as:

  • Using a timer to track the time for your coaching sessions
  • Logging start and end times immediately after each session in a spreadsheet or business journal

You can color-code or categorize sessions using details like client name, session type, and notes for easier review.

Tracking coaching hours isn’t just administrative work. Doing this teaches you more about your practice’s rhythm, how to value your time, and how to provide better services to your coaching clients.

How to Create a Coaching Calendar

Here are the steps to create an effective calendar system for your coaching practice:

Define Your Availability

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Look at your plan for the quarter, month, and week, and note when you won’t be available to avoid scheduling conflicts or double bookings. 

When opening up slots for coaching calls, identify your peak energy periods and focus hours. This ensures you create consistent coaching windows that align with your natural rhythm. 

Moreover, consider other peoples’ time zones if you work with international clients.

Implement Smart Booking Rules

In your scheduling tool, establish clear cancellation and rescheduling policies, as well as booking rules the software should abide by. 

For instance, you can:

  • Set minimum notice periods for bookings
  • Block out days you have no availability 
  • Create buffer times between sessions
  • Define session duration options (30/60/90 minutes)

Create Different Calendars for Different Coaching Types

Depending on the coaching services you offer, you can create different calendars for each offer.

Your offers can range from quick individual coaching sessions to group workshops, free consultations, and private coaching clients.

Integrate with Essential Tools

Coaching platforms like Paperbell excel at simplifying calendar management for coaches. 

Find a calendar tool that addresses coaching-specific scheduling issues such as:

  • Automatic time zone conversion
  • Integrated payment processing
  • Customizable booking pages
  • Reminder and follow-up automation
  • Calendar synchronization of your personal and professional calendars

Pro tip: You can leave some slots open for urgent client needs or create a waitlist mechanism so no client or lead ever feels stranded. 

Moreover, it’s good practice to review and optimize your calendar availability and settings on a quarterly basis. 

Top 6 Coaching Scheduling Software

Looking for a scheduling software tool to elevate your coaching business? Here are the six best coaching scheduling software to choose from:

1. Paperbell

Paperbell

Designed specifically for coaches, Paperbell goes beyond its straightforward appointment booking feature. It’s an all-in-one solution for your entire business including managing client interactions, payments, and administrative tasks. 

Features of Paperbell: 

  • Custom intake forms and contracts
  • Client management system (e.g., contact details and appointment history features)
  • Integrated payments (Stripe and PayPal)
  • Session tracking
  • Analytics reporting tool

Pros of Paperbell: 

  • Intuitive interface
  • Multiple coaching packages (such as one-on-one calls, group sessions, and tiered offers)
  • Coaching business management features
  • Marketing integration features with your calendar and payment systems
  • Seamless project management features including content delivery and contracts

Cons of Paperbell: 

  • Might be over-comprehensive for non-coaching businesses
  • Since it does more than scheduling, it has a higher price point compared to basic appointment tools

Price: It costs $47.50 per month when billed annually. 

2. Acuity Scheduling

Acuity Scheduling

Acuity Scheduling offers a user-friendly appointment platform that works for various professional service needs including coaching. It stands out for its extensive integration capabilities and customizable booking experiences.

Features of Acuity Scheduling:

  • Multiple calendar sync
  • Online booking
  • Payment processing
  • Customer reminders
  • Basic CRM functionality

Pros of Acuity Scheduling:

  • User-friendly interface
  • Seamless integration options
  • Flexible customization options to match your brand vibe and colors
  • Automated reminders

Cons of Acuity Scheduling:

  • Less coach-specific features. It’s hard to create group offerings and custom events
  • Some advanced features require higher-tier plans (for example, their text message feature is on a higher plan)

Price: Plans start at $16 per month when billed annually.

3. Calendly

calendly

Calendly is a no-frills alternative scheduling solution that integrates with multiple platforms. It’s a straightforward option for many companies and small businesses. 

Features of Calendly:

  • Intake form and customization
  • Multiple appointment types
  • Buffer time management
  • Time zone detection
  • Integration with video conferencing tools like Zoom and Google Meet

Pros of Calendly:

  • Intuitive user interface
  • Minimal setup required
  • Free tier available
  • Seamless calendar integration

Cons of Calendly:

  • Less features for coaching-specific businesses
  • No client management features

Price: It offers a free tier with limited essential scheduling features. Paid plans start at $10 per user per month.

4. Setmore

Setmore

Setmore provides a well-rounded scheduling system for businesses running multiple service offerings. While it’s not specifically designed for coaches, it has reliable client management and marketing integrations.

Features of Setmore:

  • Multiple service booking page
  • Client database management
  • SMS and email reminders
  • Time zone detection
  • Payment processing

Pros of Setmore:

  • Good for solo and group sessions
  • Visual back-end scheduler
  • Smooth integration system
  • Customer communication tools like Zoom and social media platforms

Cons of Setmore:

  • Can be complex for beginners
  • Less specialized for coaching

Price: It has a free plan that supports up to 4 users per account. Paid plans start at $5 per user per month when billed annually.  

5. Tidy Cal

Tidy Cal

Tidy Cal is a budget-friendly appointment scheduling software for business owners who prioritize minimalist design and simplified workflow systems.

Features of Tidy Cal:

  • Simple integration system
  • Automated booking links
  • Customization availability
  • Reminder systems

Pros of Tidy Cal:

  • Super affordable
  • Allows for different booking types (like one-on-one sessions and group meetings)
  • Minimal learning curve
  • Date polls to vote on meeting dates

Cons of Tidy Cal:

  • No client management system
  • Limited customization options (for instance, it lacks features to make your calendar look on-brand)

Price: It has a free tier with limited features. Paid plans start at a lifetime deal of only $39.

6. SimplyBook.me

SimplyBook.me

SimplyBook.me provides a robust booking solution for any service-based business. Its focus is on extensive customization and smooth client experience.

Features of SimplyBook.me:

  • Multi-service booking
  • Online payment integration
  • Customer management system
  • Marketing and reminder tools

Pros of SimplyBook.me:

  • Highly customizable booking forms
  • Supports multiple service offerings (such as one-on-one sessions and membership bookings)
  • Strong international language support
  • Comprehensive reporting tools to monitor booking details, manage client details, and track analytics

Cons of SimplyBook:

  • It has a robust and less intuitive interface
  • Steeper learning curve compared to other scheduling tools

Price: It offers a free plan with limited features. Paid plans start at $8.72 when billed annually.

How to Choose the Best Coaching Scheduling Software

Selecting the right client scheduling software isn’t one-size-fits-all. Here are some factors to consider when choosing: 

Business Type & Scale

Do a thorough review of your business—current needs, and future potential. 

For solo coaches just starting out, a simple, cost-effective solution might suffice. However, established life coaches and those looking to diversify their coaching offerings will need a more robust platform that can scale alongside their ambitions. 

So, consider platforms that offer the flexibility your business needs to scale. That is those that can handle coaching packages such as:

Technical Comfort

If you’re not tech-savvy or a fan of navigating complex interfaces with multiple features, it’s best to choose a straightforward and intuitive platform.

This allows you to focus more on coaching and less on technical complexity.

Additionally, check out if they have onboarding tutorials to help you navigate the platform.

Essential Features

Coaching goes beyond scheduling appointments, you still need a business management tool. So, it’s a more effective approach to go for platforms that offer more than just scheduling capabilities. 

Key features to consider when choosing a coaching platform include:

  • Client management system
  • Payment processing
  • Onboarding workflow 
  • Session tracking
  • Client communication tools
  • Easy website builder

Budget Considerations

While it might be tempting to opt for the cheapest solution, consider the potential return on investment. 

A slightly more expensive platform that saves you hours of administrative work, reduces no-shows through automated reminders, and provides professional booking experiences could ultimately be more cost-effective. 

Evaluate the scheduling software pricing tiers and what features are included. Consider the long-term value rather than just the immediate cost.

Client Experience

Your choice platform should offer a seamless, intuitive booking process that reflects the professionalism of your coaching practice. 

The scheduling app should make it effortless for clients to find and book appropriate time slots, send automated reminders, and update their calendars to prevent conflicting client schedules. 

Ask yourself if the software tool creates a positive first impression. A complicated or clunky booking process can deter potential clients, so prioritize platforms that offer a smooth, user-friendly experience.

To find the coaching scheduling software that is best for you, you can take advantage of free trials and read reviews of real-life users and coaches like you online.

coaching scheduling software

FAQs

How do I create a coaching calendar?

Define your availability, use scheduling software, set boundaries, and create separate calendars for different session types. Regularly review and adjust your calendar to ensure it meets your needs and aligns with your goals.

What is the most used scheduling software?

Calendly is widely used for its simplicity and versatility, serving over 20 million users since its launch in 2013. It’s ideal for scheduling meetings, sessions, and events effortlessly.

How do you keep track of coaching hours?

Track coaching hours using software, digital tools, or a standardized logging system. These methods help ensure accuracy and simplify record-keeping for your sessions.

How do you organize a coaching session?

Define clear objectives, prepare session materials, follow a consistent structure, and gather client feedback post-session. These steps keep your coaching organized and impactful.

Ready to Design Your Coaching Scheduling System?

As a coach whose expertise is always in demand by clients, time is your most valuable asset. With Paperbell, you can scale your practice without getting lost in scheduling tasks and other administrative chaos. You can seamlessly handle your client appointments, set up your website, receive payments, and manage client information. Try Paperbell for FREE today.

coaching scheduling software pin

By Sally Ofuonyebi
Sally Ofuonyebi is a Copywriter & SEO Content Strategist for Coaches. She's been writing for over 4 years on topics such as marketing, business, and sales. Her work is featured in publications like Moz, AllBusiness, and Sprout Social.
December 3, 2024

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