Software for coaches: discovery calls, paid sessions and agreements

Most coaching clients come through the same door: a post or a podcast, a link in your bio, then a free 30-minute call. The sale happens on that call, and what happens in the next hour decides whether it sticks. SoloWOS keeps that path short, and holds the paperwork that follows once someone says yes to a 3-month package.

From discovery call to signed package

1. Your Link in Bio page points at a free "Discovery call" meeting type and an email signup for your newsletter. Signups become contacts and can start an automation.
2. The booking form asks up to 10 questions, such as what they want to change in the next 90 days. With your Google or Outlook calendar connected, client calls never land on top of a family event.
3. Right after the call, send a proposal with the package as line items: 6 sessions, email support between them, a final review. If they haven't answered in 3 days, the follow-up automation emails them, and skips it if they already accepted.
4. On acceptance, the coaching agreement goes out for e-signature: scope, cancellation policy and the line that coaching isn't therapy.
5. Invoice the package from the accepted proposal, in full or with a deposit, and the client pays by card into your Stripe account.
6. For each session, send a single-use booking link so the client books exactly one slot, or let returning clients book a paid meeting type at your hourly rate.

Between sessions

Send a short intake form before session one and a check-in form before each review, and every answer lands on the client's contact. Record a 5-minute Screen Recording that walks through the worksheet you built together; the client can leave a comment at the exact second they have a question, and you see whether they watched it. Keep your session notes on a page in Notes & Boards attached to the client's project.

A typical week

• Monday: three discovery calls booked themselves over the weekend from your bio link. One no-show gets an automatic email with a link to pick a new time.
• Tuesday: two calls turn into proposals sent within the hour. One is accepted that evening and the agreement is signed before bed.
• Wednesday: five client sessions. Before each one you reread the client's check-in answers on their contact.
• Thursday: you record two walkthrough videos instead of booking extra calls, and invoice a package renewal from the proposal you sent last week.
• Friday: the pipeline board shows who's in a conversation, who has a proposal open and whose package ends this month.

All 13 tools, one by one

Scheduling, Proposals and E-Signatures carry most of a coaching practice. This is what every tool does for a coach, including the ones you can skip:

• Link in Bio: a page you can mention on a podcast ("it's the link in my bio") with buttons for the discovery call, your newsletter and your free workbook, plus click stats per button.
• Short Links: a short, readable link you can say out loud at the end of an interview or a workshop, with a QR code for the last slide and a click count for each appearance.
• Forms: an application form for your premium package, with conditional questions that only ask about team size if they manage people, so you read the answers before you offer a call.
• Scheduling: a free 30-minute discovery call and a paid 60-minute single session at your hourly rate, with a 1-hour reminder on top of the 24-hour one so nobody forgets the call.
• Proposals: one template per package tier (3 months, 6 months, a VIP day), so the right offer goes out minutes after the call ends.
• E-Signatures: beyond the coaching agreement, use it for a corporate workshop contract or an NDA when a company pays for an executive's sessions.
• Document Tracking: share your welcome packet or the program outline as a tracked PDF and see whether the new client read it before session one.
• Screen Recording: record a short welcome video for each new client explaining how sessions, rescheduling and email support work; the view count tells you whether they watched it.
• Notes & Boards: a board with each client's package end date, so renewals don't sneak up, and a page per client for goals. Keep anything health-related out of it.
• Time Tracking: most coaches bill per session or package and won't need it. It helps when a company pays you by the hour for team coaching and asks for a report of the hours.
• Invoicing: the package invoice from the proposal, a recurring invoice for clients on a monthly fee and a one-off invoice for a VIP day, each emailed with a pay link.
• Expenses: certification and mentor-coaching fees, your video-call subscription and ads, with receipts, so the monthly profit figure accounts for them.
• Automations: when a client accepts a 3-month package, an automation can create a "Renewal conversation" task due 10 weeks later, alongside the no-show and proposal follow-ups.

Start with these three

Scheduling with one free and one paid meeting type, Proposals with your main package saved as a template, and E-Signatures for your agreement. Add Automations for the no-show and proposal follow-ups after your first week.

Free tools for coaches

• Time zone meeting planner for clients in other countries.
• Customer lifetime value calculator to see what a client is worth over several renewals.
• Engagement rate calculator for the posts that bring in discovery calls.
• Freelance rate calculator to price a session from the income you need.
• Client intake form template to adapt into your pre-session questions.

What SoloWOS won't do for a coach

• No session packages that count down, no memberships or subscriptions charged to a saved card, and no payment plans on one invoice. A monthly coaching fee can repeat as an invoice on the same date each month, sent with the pay link; the client pays each one.
• No group sessions: each slot takes one invitee, so cohort calls and workshops need another tool.
• No built-in video calls. Add your Zoom or Google Meet link to the meeting type's location.
• Reminders by email only, not SMS or WhatsApp.
• Not HIPAA compliant (see the question below).