If you’re a coach, your schedule is everything.

From managing your client sessions to figuring out when you’re going to squeeze in lunch, a clear-cut calendar makes for a streamlined business.

But let’s be honest: it doesn’t take much for that ever-so-perfect schedule to fall apart.

Last-minute cancellations. Scheduling conflicts. That appointment you totally forgot about.

The takeaway? Taking command of your schedule should be your top priority as an up-and-coming coach.

Doing so not only keeps you from losing your mind but also ensures that booking with you is quick and painless for clients.

Which means more money in your pocket.

Don’t panic if your current scheduling process is a hot mess; we put together this list of the best scheduling software for coaches that can help.

So… Do I Really Need Scheduling Software?

The short answer?

Yes. A thousand times “yes.”

Scheduling software makes your life easier—and your client’s too. It’s well-documented that clients prefer digital scheduling for the sake of convenience. Offering that solution and a client calendar is an expectation, not an exception to the rule.

Perhaps the most overlooked benefit of these tools for coaches is the potential to increase your earning potential.

How so? Well, consider the phenomenon of overlapping schedules, no-shows, and last-minute cancellations. 

A scheduling tool can help prevent all of the above which means more paying clients and appointments on your calendar. Having a bird’s-eye view of your calendar also keeps a pulse on your revenue goals week-to-week.

Also, consider that allowing clients to schedule their own appointments means you don’t have to settle on a time that works for them. They’ve already made the decision for you. Avoiding that back-and-forth results in more time working with clients (and making money).

If nothing else, scheduling software is a huge stress reducer.

Jumping between endless email chains and playing phone tag is a recipe for burnout. Not only that, but scheduling your clients manually is a poor use of your time. Treat yourself like a coach, not a receptionist!

7 Scheduling Software for Coaches

Many scheduling solutions are out there, but not all of them make sense for coaches. 

Here are eight tools for your quest to wrangle your schedule once and for all.

Paperbell

Paperbell is designed specifically to help coaches win back their schedules, plain and simple.

It lets you customize your calendar based on your availability. Rather than present your schedule as a free-for-all for perspectives, you make the rules.

Want to take Fridays off? Need to free up some personal time mid-week? 

No problem. 

If you don’t work a traditional nine-to-five and want to offer extended (or reduced!) hours, Paperbell has you covered.

This approach to scheduling is a win-win as you set your own hours while also empowering clients to book the times online that make sense for them. The ability to see various appointment options gives your clients a sense of freedom and flexibility.

Another added bonus of Paperbell is that your clients can schedule multiple sessions at once. Rather than force clients to manually schedule or email you for a follow-up appointment, they can choose their respective dates over the course of weeks or months. This means they can schedule ongoing weekly or monthly appointments.

Whether you’re on a super-consistent schedule or have hours that vary month-to-month, you can customize time-blocking in Paperbell and edit it week-to-week as needed. 

For example, you might have an “A” schedule for weeks dedicated to one-on-ones with clients and a “B” schedule that allows for some “me” time to work on your own business and marketing. Paperbell lets you save and repeat those schedules without re-entering them every week. That alone saves you a ton of time on data entry.

Beyond time-saving, Paperbell’s solution encourages a sense of organization in your personal and professional life.

How so? Paperbell bookings automatically sync with your and your clients’ Google Calendar.

With Google Calendar as your command center, your professional tasks and day-to-day errands are all in the same place. This lets you stop worrying about your business time competing with your personal time. 

Paperbell gives you a much-needed sense of control over your business.

For example, our tool automatically blocks out any existing items in your calendar to prevent double bookings and overlapping events in your personal schedule. To prevent back-to-back bookings, time blocks are also available to spread out appointments by five or ten minutes.

You can also adjust your calendar to prevent clients from booking too far in advance. Automatic syncing of time zones makes scheduling international clients a breeze.

Another key feature of this tool is the ability to send automated reminders with Zoom links to clients so they have everything they need to start their session on time.

Perhaps Paperbell’s biggest upside is that its features go beyond scheduling. It also takes care of billing upfront to save you from having to chase invoices.

When a client schedules via Paperbell, they’re committing to their appointment. That’s because your billing and scheduling are integrated into a single platform so your invoices and sessions are tied together. This means that clients will always be prompted to pay for a session prior to scheduling.

Nice, right?

[ Read more: The Client Scheduling Software Made for Coaches and Consultants ]

Calendly

Calendly is a straightforward scheduling tool that requires minimal effort from someone to set up an appointment. With a clean interface that clearly highlights availability, navigating Calendly’s scheduler is simple enough. Easy to integrate on-site and with tools like Outlook, Office 365, and Google Calendar, it doesn’t require you to ditch your existing personal email calendar to get started.

Features built for those working as a part of a team are also included. For example, Calendly can auto-assign appointments based on availability to a colleague or coworker whose calendar isn’t filled up yet. 

That said, these features aren’t really necessary for coaches who are flying solo. Also, customization and payment options are relatively limited unless you upgrade to the platform’s Pro plan.

Acuity

Like most scheduling software for coaches, Acuity offers a basic calendar view and scheduling page for clients to see your availability in real time. Features such as notes and intake forms upon booking are a nice touch for gathering essential information and avoiding needless back and forth before your initial appointment. 

Acuity does have somewhat of a learning curve for those looking to set up client scheduling ASAP, though.

ScheduleOnce

ScheduleOnce is a Chrome extension that works with your Google Calendar. Its features are ideal for teams that manage a variety of appointment types.

In fact, ScheduleOnce might offer a bit too much for a single coach. Based on its pricing and range of upgrades, the platform isn’t really intended for individuals and is best suited for larger teams.

Doodle

Doodle is perhaps best known as an internal meeting solution. It allows companies to organize meetings via polls rather than emailing back-and-forth to fight over the best time to get together. 

Even so, the platform also doubles as potential scheduling software for coaches and other individual businesses. 

Scheduling one-on-one meetings is straightforward as Doodle’s interface clearly indicates available times and grays out anything that’s no good. Like many tools noted on our list, however, Doodle is another tool that seems better suited for teams based on its pricing, integrations, and features.

Schedulista

Schedulista is a sleek scheduling solution that’s arguably better suited for brick-and-mortar business owners (think: salons, medical practices) versus coaches.

That said, the platform’s calendar integration is solid and looks fantastic via mobile.

Appointly

Appoint.ly is yet another scheduling tool that integrates with your email calendar and offers shared scheduling links for clients. 

The gray, list-heavy interface might look a bit old-school and isn’t exactly eye-popping. However, Appoint.ly is a decent solution for coaches on a tight budget.

Honorable Mentions

Here are a few other tools to complete the list. Although they aren’t specifically made for coaches, many service providers use them.

• SimplyBook.me: A flexible scheduling platform with custom booking pages, integrations, and analytics.
• Book Like A Boss: Professional booking pages with options for packages, services, and automated reminders. It also integrates with various payment systems.
• Setmore: A straightforward scheduling tool with video meeting integrations and automated notifications.
• Timely: A scheduling platform with reminders, calendar sync, and reporting tools.

What Else Should You Look for in Coaching Software?

We get it: shopping around for business tools can be overwhelming. To help hone your search, let’s wrap up with some finer details to consider.

Ease of Use 

Between juggling appointments and marketing yourself to new clients, you probably already have limited time on your hands as-is.

[ Read: The Overwhelmed Life Coach’s Guide to Marketing]

That’s exactly why your business software should be simple. You need something you can set up and master in minutes, not weeks or months.

If you’re working with a tool that’s a bit too bloated for your needs, the learning curve tends to ramp up. That’s why Paperbell is designed to be sleek and a cinch to set up.

Integrations with Your Current Software Stack

Piggybacking on the tip above, all your business tools should work seamlessly together.

Paperbell integrates with Google Calendar, PayPal, and Zoom, the tools you already rely on as a coach. This means you can start booking coaching sessions and accepting client payments with your scheduling tool without lifting a finger.

Features Made for Coaches

Many of the tools above can be used by coaches, but they aren’t actually made for coaching businesses.

For example, features such as time-blocking, saved weekly calendars, and multi-session scheduling are must-haves for coaches. Oh, and don’t forget the ability to schedule coaching packages rather than just one-off appointments.

These features, all of which are key to generating repeat business, are all baked into Paperbell. It serves as an all-in-one solution for billing, contracts, in-take forms, client notes, scheduling, and other client management needs. 

Between its ease of use and integrations, Paperbell can transform your coaching business without totally transforming the way you do business. 

Which Scheduling Software for Coaches Have You Considered?

If you’re eager to get your schedule under control, your head is in the right place.

Making it happen starts by choosing the right software. By investing in a tool that does the heavy lifting of handling your calendar, you can free up so much of your time.

And that’s what Paperbell is all about! If you haven’t already, make sure to check it out for yourself with a free account today.

Editor’s Note: This post was originally published in October 2021 and has since been updated for accuracy.