coach scheduling software by Paperbell
The Client Scheduling Software Made For Coaches
100% Free, No Credit Card Required
Paperbell is the coaching scheduling software that runs your entire business: client management, billing, online contract signing & more.
Getting your next session booked seems simple enough, but we know how painful it can be. We’re talking alllll of those emails back and forth as your schedule keeps changing. Or setting a date on a call then forgetting to write it down. Or discovering that your client meant pacific time, when were talking eastern.
We saw that the system is broken, so we created something much better, designed specifically for coaches. Here’s how it works . . .
First, Time-Block Your Ideal Coaching Schedule
We’re big fans of time blocking – deciding in advance when you’ll do certain activities in your business. That’s why it’s the first step in scheduling with Paperbell.
You have total control over your schedule and get to decide what blocks of time to set aside to work with clients.
For example, you could have “client time” every weekday morning, or every Tuesday and Thursday afternoon.
Or, you allow clients to book any time during your normal workday (i.e. Monday – Friday, 9-5) and Paperbell will make sure you’re never double booked with other appointments made outside of Paperbell. (More on that soon!)
Unlike other scheduling tools, you can even create A/B schedules for those who like to work “on” their business one week, then “in” their business the next.
All of this is done via repeating time blocks so that you don’t have to manually choose the right times every single day.
Tell Paperbell what times of the day and week you’d like to reserve for client appointments.
You can even block off different days or times for different types of sessions. For example, discovery calls on Mondays or afternoon reserved only for your weekly clients.
Paperbell automatically syncs ALL of your calendars. (Even that Fall Football Schedule one if you like!) This ensures that you’re never double booked.
We integrate natively with Google Calendar, or third-party with iCal & Outlook.
Next, sync your Google Calendar to ensure you’re never double-booked.
We know that you already keep your life in Google Calendar: team meetings, your kid’s activities, doctor’s appointments, you name it! That’s why Paperbell is proud to partner with Google Calendar to make sure that clients can only book time when you are actually available. Here’s how it works:
You grant Paperbell permission to access your google calendars. Any time that’s booked on Google calendar will automatically become unavailable in Paperbell, even if you had already blocked that time as “available” to clients.
This means that you never need to update your availability in Paperbell – as long as the appointment is in GCal, it will be done automatically.
For example: you blocked 2-5pm in Paperbell for client meetings, but then you made a doctor’s appointment at 3pm that’s on your GCal. As soon as this happens, 3pm disappears from your Paperbell availability.
You don’t need to go into Paperbell and change your availability for that day, it’s already done.
Your Google Calendar is still command central for your life – you just use Paperbell to control when clients can book with you. This eliminates the “two calendar problem” of other scheduling tools you may have tried.
Let your clients self-schedule for a time that works for both of you.
Clients book their own appointment, complete payment, and sign their contract all in one smooth checkout flow. Here’s an example of an embedded Paperbell booking calendar.
When clients purchase a multi-session package, they can schedule the appointments all at once or over time. It’s just like buying a package from a fitness studio.
Clients can also use their login to change or cancel appointments, as long as they are within your cancellation/change window.
Too many coaches waste time “chasing invoices” after they’ve already provided the service, and unfortunately sometimes end up not getting paid at all.
When you use Paperbell, the appointment is never final until payment has been made. So no more chasing down payment!
You can embed your booking calendar right onto your website like this (works with wordpress, squarespace, wix or any other other site builder). Or, send a link to your package page or booking calendar.
Clients self-book at their convenience. (Or, book on your clients behalf for them.) Paperbell automatically detects their time zone and does all of the “time zone math” for you!
Your calendar event includes everything you need to know like the client’s email address and meeting URL. No more digging through your inbox to find the relevant info!
Finally, the appointment appears in both of your Google calendars automatically.
When you integrate Paperbell with Google Calendar, you’ll choose a calendar to publish to. This allows Paperbell to create appointments on your google calendar the instant that someone books. (You’ll also receive an email to give you a heads up.)
You can decide if you’d like to let people book right away, or if you’d like a window of time between now and the appointment. (This ensures you won’t be surprised by a client booking 5 minutes from now!)
You can also log into your Paperbell account for an agenda view of all of your upcoming and past sessions. Or, click on a client’s name to see an overview of only their sessions.
Your client will receive an email with a link to a Google Calendar event so that they can ensure the appointment is on their calendar as well. This calendar event contains all of the information you both need including the details of how you’ll meet (like your zoom meeting URL).
Appointment Scheduing Features Designed For Coaches
Automatic Time Zone Detection
Set Different Availability For Different Types of Coaching Sessions
Designed For Online Sessions
Full Zoom Integration
Works with Any Audio or Video Platform
Clients Can Book Themselves
Full Integration with Google Calendar
A/B Week Scheduling
Decide How Far In The Future Clients Can Book
Set a Minimum Appointment Notice Period
OR Schedule On Your Client's Behalf
Calendar Invite Includes Meeting Link
Connect to Multiple Calendars
Set Automatic Buffers Between Calls
Set Your Ideal Availability
Your Common Scheduling Issues for Coaches . . . Solved!
What about time zones?
Not having to navigate time zones is one of our favourite things about Paperbell!! Paperbell always shows you your time zone, and always shows your client their time zone.
We handle all of the time zone math for you automatically. Just tell Paperbell your availability in your time zone, and your clients will see it in their time zone. We also account for any daylight savings time changes.
And what if someone books an appointment a year from now? I don’t like having stuff on my calendar that far out!
With Paperbell you can decide how many months out you’d like appointments. We don’t like to have random appointments booked next year messing up our family holidays, so we figured you don’t either. You’re in total control of how far in the future your clients can book.
Can I set different availability for different offerings?
Of course! Let’s say you like to do all of your discovery calls on Monday, or save Fridays for longer deep-dive sessions. Just tell Paperbell how you like to work, and it will all be reflected for your clients automatically.
Can I use iCal or Outlook Calendar instead?
Yes! We can also sync with iCal or Microsoft Outlook. You will just need to do a one-time sync with a google calendar during set-up.
How do I make sure clients don’t book 5 minutes from now?
No one wants a client call to pop up unexpectedly with no notice! That’s why Paperbell’s “appointment notice” feature lets you choose the minimum number of days from now that a client can book. You can choose anywhere from zero notice up to one week. We recommend one to three days so that you have enough notice, but your clients aren’t frustrated by waiting too long to speak with you.
I don’t want to get booked up back to back with no breaks in between!
Yup, we thought of that too! Paperbell’s “appointment gap” feature allows you to automatically decide how long you’d like between appointments. We like to do 10 minutes, but you can choose whatever you like. Then Paperbell will automatically take care of making sure you have a small break between appointments.
How can I make sure I'm never double booked?
Paperbell syncs with your Google Calendar to make sure that your client availability reflects your whole life. No need to continually tweak your client availability, if you’re booked on your Google Calendar, that time will not show to clients.
Can clients reschedule themselves?
Yes, clients have a Paperbell client portal where they can reschedule appointments as well as access other materials like surveys and shared files.
Frequently Asked Questions
What If I don't want clients to be able to book themselves?
No problem! Not all of our customers use self-booking. You can also easily book appointments for your clients, right inside Paperbell.
Do my clients have their own login?
Yes, Paperbell also includes a complete login portal for your client to access all of their information. Your clients can see every package they have purchased, appointments, survey answers, etc.
Where can I see everything that Paperbell does?
Paperbell manages everything you need to run your coaching business from top to bottom. You can see the full list here.
How much does it cost?
Every Paperbell subscription includes every coaching client management feature you see here as well as full access to all of our other features! See our pricing page for details.
Do you have a free plan?
Yes we do, you can get a completely free Paperbell account, no credit card required, right here.
Does this integrate with my other tools?
Yes, our super-robust Zapier integration means you can automatically share data from Paperbell to all of your other tools.
We also integrate with Zoom, Google Meet, and Google Calendar.
What else can Paperbell take off my plate?
What about Taking Payments?
Payment and booking is one seamless process for your clients. Plus, you can create subscription, group coaching, and multi-session packages. Even sell digital downloads!
What about Group Coaching?
Paperbell handles scheduling and communicate with groups. You can even create custom packages that include both group and 1:1 sessions.
What about Contracts?
Cancel your contract-signing expense because HelloSign is included right in your Paperbell subscription! E-signatures are integrated right into the booking process.
What about Client Management?
Yup, Paperbell does that too! See your notes, purchase history, signed contracts, completed surveys, appointment history and more for each client at a glance.
Your First Client's On Us
Get a fully-featured Paperbell account for free, no credit card required. Only pay when you add more clients.