June 15, 2024

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11 Software Recommendations For Client Scheduling And Tracking

The smooth operation of any business requires organization, especially where client scheduling and tracking is concerned. To really maximize productivity and efficiency, it’s crucial to use specialized software to help with these tasks.

Fortunately, there are a seemingly endless number of intuitive software programs that can help automate and organize the entire process. Below, 11 members of Forbes Coaches Council discuss their favorites.

1. Acuity/Squarespace

I use Acuity/Squarespace, as it integrates easily with Instagram, Facebook and other social media networks and is easy to use and customizable. Because most of my clients tend to find me through social media, it’s important that the scheduling software can integrate with the platforms they use. – Carlos Then, Mr Then Consulting LLC

2. iCal And Todoist

For me, the best type of organization comes through iCal and Todoist. They allow me to keep track of clients, meetings and everything that I need to accomplish. The two work well together, integrating smoothly and allowing me to manage my schedule instead of having it manage me. Scheduling calls and follow-ups with clients is easy and seamless. – Jon Dwoskin, The Jon Dwoskin Experience

3. Calendly

Calendly has been one of my biggest time- and energy-savers in my growing coaching practice! I just need to make sure to plan ahead so that my Calendly availability is up to date. – Katharina Schmidt, Inspiration & Discipline


Forbes Coaches Council is an invitation-only community for leading business and career coaches. Do I qualify?


4. Smartsheet

I love Smartsheet. It has a lot of flexibility, and you can build in forms, dashboards and reports, and quickly filter for what you are looking for. This is one of my must-have software tools. – Denise Russo, SAP

5. OnceHub

I utilize OnceHub. It is easy on the budget, easy to use and automated/integrated with various video conference programs, customer relationship management (CRM) software and payment processing tools. And along with all of the standard scheduling features, it also includes a chatbot that can be added to your webpage. – Luke Feldmeier, Online Leadership Training – Career and Leadership Accelerator for Engineers

6. Profi

I am currently using Profi.io and like that it’s a cost-effective, all-in-one solution for coaches. It allows you to stay organized and grow your coaching business in one place. It has booking software, forms, video conference capability, mobile text alerts and billing. You can start with a free 30-day trial to determine if this solution meets all of your needs. – Stacy Soria, Gladegy Consulting, LLC

7. vcita

I use vcita, but there are so many great options out there. I suggest signing up for a few of the free trials of different programs so that you can look around inside the program and choose the one that will work for you and your business. – Teri Holland, Teri Holland Co.

8. Zoho

Consider these points before choosing a software: size of clientele, functionality and software longevity. For an external coach, the best integrative software would be Zoho, which has an affordable and modular upgrade system that synchronizes your scheduling, invoicing, systems, other software and storage systems. Think about how much your software cost and its ability to integrate with your other apps – Jedidiah Alex Koh, Coaching Changes Lives

9. Slack

We use Slack. It keeps you focused on workflows, and revenue grows as you communicate with your own team members. We combine Slack and Salesforce to help us collect information and use data on processes and customers for faster revenue growth and relationship-building. I like the flexibility and the paperless work that we do because we littered our offices with Post-it notes before Slack. – John M. O’Connor, Career Pro Inc.

10. Vyte

For scheduling with my executive clients, I use Vyte.in to individually and efficiently set meetings. It can be branded, and settings are highly customizable. For keeping track of clients, I use Trello on all devices. During my executive coaching sessions, I love to work with reMarkable, a lightweight tablet for taking notes electronically like a real paper-notebook. – Cristian Hofmann, Empowering Executives | SUPERGROUP LTD

11. HubSpot

For scheduling, I prefer Calendly for ease of use and integration into other products I use, such as Office 365 and Google. From a CRM perspective, I have found HubSpot similarly easy to maneuver and integrate. Being able to extract reports on client interactions becomes quite useful as a reminder—even for clients—of the level of interaction that occurs between both parties. – Arthi Rabikrisson, Prerna Advisory