Without a flexible scheduling software, keeping up with client appointments can be a disaster of forgotten appointments, unexpected no-shows, double bookings, and countless other appointment scheduling woes.
If you expect to scale your online coaching business, having a seamless scheduling system is a top priority both for your own efficiency and for an intuitive client experience.
How to Choose The Best Scheduling Tool for My Coaching Business
When choosing the right standalone scheduler for your business, weigh these four key features: pricing, automation, integrations, and payment processing. Pro tip: Download the free comparison guide for an at-a-glance view how each tool stacks up against the other.
1. Pricing
During your search for a scheduling tool, pricing will be a significant factor in choosing the right one for your business. If you’re a new coach, you may not need specialized features, so you’ll want to aim for a lower-cost tool that allows you to upgrade as you scale. For experienced coaches, things like Customer Relations Management tasks or intake forms are necessary to manage complex processes, so finding the best value will take priority over cost.
The takeaway here is making sure the cost of the tool fits within your budget while still getting the value you desire. Some scheduling tools offer a free version with limited features, while others require a monthly or annual subscription with more advanced features and customization options.
2. Automation Tools
The whole point of having a scheduling system is to make your load lighter so you can focus on providing the best services to your clients. At a minimum, a good scheduling tool will send automated meeting reminders, allow clients to initiate cancellations/rebookings, and provide access to a mobile app with notifications for convenience.
3. Integrations
The best scheduling software has integrations that will benefit your business and your clients. It should easily connect with the other apps you use, like Zoom video conferencing, to improve client experience and streamline your workflow.
Connecting your software to another app should also be as simple. Completing your integrations should take at most a few minutes and not require complicated codes or third party subscriptions.
4. Payment Transactions
Accepting payments directly from your booking page provides convenience for your clients and smooth income generation for you. Allowing credit card payments, for example through PayPal or Stripe, is another added perk for both you and client.
Calendly: The Most Popular Scheduling Software for Coaches
According to Enlyft, a market research firm, more than 112,000 companies worldwide use Calendly as a scheduling solution. It’s obviously a top choice for keeping track of bookings!
So, what makes Calendly the top online booking choice for coaches?
- Instead of operating in a silo, separate from the other tools and software you use, Calendly easily integrates into your personal calendar or client management platform like Hubspot.
- Calendly’s automations save you time by allowing you to schedule notification emails and sms messages to clients.
- When you have new bookings, video calls are added for you, so you won’t need to log into a separate account.
- Regarding pricing, Calendly has a range of options for coaches at any stage from new to well established. The cost ranges from a free subscription with basic features to $20 a month per seat.
4 Alternatives to Calendly Booking Software
While Calendly is without question a popular software that offers a broad range of features, other scheduling tools make great alternatives. Remember, the right tool is the one that aligns best with your workflow, fits your budget, enhances your client’s coaching experience, and ultimately contributes to the growth of your business.
1. Acuity Scheduling
Acuity Scheduling is known for its advanced customization. This scheduling platform allows coaches to personalize their booking pages and, in some cases, it doubles as a website, which is excellent for branding.
Acuity features include automated time zone adjustments for clients, intake forms to collect client information, and the ability to accept payments through platforms like Stripe, PayPal, and Square.
Pricing starts from a basic free version and scales up, based on additional features.
2. CalendarHero
CalendarHero excels in the area of automation. This platform is known for its AI-driven scheduling assistant, which helps coordinate meetings and reduce the back-and-forth of booking appointments. It integrates with various tools, including CRM systems, video conferencing, and other communication platforms.
This scheduling tool is an excellent option for tech-savvy coaches, looking for a more automated, hands-off approach.
CalendarHero offers a free version with basic features and premium plans for more advanced needs.
3. Doodle
Doodle is perfect for coaches who host group coaching sessions or workshops. Doodle’s integration with personal and business calendars helps you avoid common issues like double bookings.
Although it’s user-friendly, Doodle lacks some of the more advanced features other scheduling software offers. But its simplicity and efficiency make it a solid choice, especially for coaches who conduct frequent group sessions.
4. Google Calendar
Google Calendar is a simple and effective tool for coaches who need to track only their appointment times. It’s free and integrates seamlessly with other Google services, making it a convenient choice for those already using Google’s ecosystem such as Hangouts video conferencing.
While Google Calendar may not have advanced features like payment processing, its simplicity and ease of use fits the needs of new coaches or those who prefer to keep things straightforward. The best part — it’s free.
Upgrading Your Tech Stack
Many coaching content/customer management systems (CMS) have scheduling integrated as a feature within the larger tool. So you may find it simpler — and even cheaper in the long run — to opt for Coaching Genie, Paperbell, or Honeybook instead of subscribing to a standalone scheduler.
