Top 7 Scheduling Tools For Online Coaches 

 Updated: November 8, 2023

online scheduling tools for online coaches

One of the most recurring things for online coaches to manage to run their program is to book clients into their calendars.

And rather than the endless email back and forth to find a time that suits everyone, it’s a lot easier to use a scheduling software!

This is also useful for prospective clients that you want to qualify and then book on a free consultation call.

Dedicated or Integrated Platform

In this article we’ll cover both specialist scheduling tools but also coaching platforms that already have an integrated scheduler.

Specialist platforms are focused entirely on giving you the most features around scheduling including more bells and whistles.

Integrated platforms, in this case, are platforms that help online coaches more broadly for a range of things such as funnel building, marketing, email,etc… and also have a scheduling tool.

kajabi home

Depending on your needs, either type can be a good option but it’s good to understand how both can complement your tech stack.

Specialist Platforms

1. Calendly

Pros of Calendly
  • Simple & Easy To Use
  • Setup in minutes
  • Integrates with other platforms
Cons of Calendly
  • Not advanced for team booking
  • No group booking

Pricing: from $9/mo

Trial: Free plan

Calendly is one of the most recognized scheduling platforms, mainly because of its simplicity.

The platform is very intuitive, all you have to do is create a new Event Type.

From there you’ll set up a few such as your availability, setting up rules for when and how people can book a time.

You can add questions invitees will have to fill out before or after booking a call.

The timezone will automatically adapt to the user’s one so there is no confusion.

Calendly does support payments if you want to charge for your session directly through the platform, you will just have to connect your Stripe or Paypal account.

One of the most appealing things for Calendly users is the fact that you can get started with a free account and 1 Event type and unlimited meetings.

If you want to include payment or multiple event types (say one for clients and one for prospect), you’ll get started on one of their affordable plans:

This is still very fairly priced and a great tool for coaches to manage their calls easily.

2. ScheduleOnce (OnceHub)

Pros of OnceHub
  • Simple set of feature
  • Customizable and Flexible
  • Ideal for teams
Cons of OnceHub
  • Can get pricey for teams
  • Not always intuitive

Pricing: from $10/mo

Trial: Free plan

OnceHub (formerly ScheduleOnce) is also a pioneer in the online scheduling space.

The platform is very comprehensive with different event type and easy ways to manage your different contact building up in your calendar:

You can set up a payment page, redirection rules and reminders for people going through your calendar.

There are also many ways to make this work for your team and make multiple team members availabilities to work together.

If you’re also interested in turning your consulting session into a lead magnet, you can use the chatbots tools that can then be integrated into your website:

You can get started on the free plan which will get you the basic features of OnceHub.

But if you want to add more team members or get access to advanced tools such as the payment integration, you’ll need to get started on a paid plan:

This is relatively competitively priced, but beware of the fact that you need to pay for each extra member to add to your team.

3. Acuity

Pros of Acuity
  • Upsell and tip features
  • Advanced scheduling
  • API options
Cons of Acuity
  • Not free plan
  • Can be overwhelming

Pricing: from $16mo

Trial: 7 Day

Acuity Scheduling is a bit more advanced than the platforms we’ve seen so far.

It caters to bigger businesses and coaching practices with features specifically tailored to both in person and online booking.

More specifically, Acuity has more payment features than most other scheduling tools.

So if you want to allow clients to tip or show them upsells, this would be a great option to consider.

You can integrate it with Stripe, Paypal or Square.

All of this does come at a higher price than your standard scheduling system.

There is no free plan but you can get started with a 7 days free trial.

The first paid plan comes with 1 seat and all the basic feature Acuity offers:

It’s still somewhat affordable and coaches that really want to be able to charge directly as clients book their call will appreciate the better payment flow.

4. HubSpot

Pros of HubSpot
  • Integrated CRM
  • Very advanced tools
  • Scales for bigger coaching companies
Cons of HubSpot
  • Can be overkill for individual coaches
  • Not cheap

Pricing: from $19/mo

Trial: Free plan

Hubspot, although not a specialist scheduling platform, still deserves a mention here seeing how it helps with CRM in general.

This is one of the most advanced platforms in the industry and is usually more catered to big businesses but some online coaching practices may still want to use it.

The scheduler has all the bells and whistles a specialist tool has:

And because it integrates with all of the CRM and sales flow the platform offers, the value you get from using it is exponential.

This is suitable for prospect call booking but also internal meeting with the choice to set up both Group Availability and Round Robin Availability:

Now, this meeting scheduler tool is free on its own, but if you want to take full advantage of what Hubspot has to offer to integrate it to other tools, you’ll have to pick a paid plan:

These are very diverse and on a wide spectrum of pricing…

Again this may only make sense if you’re planning on using Hubspot for other parts of your coaching business.

5. Kajabi


Pros of Kajabi
  • The Apple of online course platform: you can't really go wrong
  • Outstanding UX and course delivery/design
  • Probably the best community and support in the industry
Cons of Kajabi
  • Page builder lacks a bit of flexibility and easy-to-use templates
  • Small premium on pricing

Pricing: from $119/mo

Trial: 30 Days

Kajabi is becoming increasingly popular for online coaches as it has been for course creators.

Over the past few years, the platform has added a lot more features to support coaches and that includes a dedicated Coaching product which has a native scheduling system.

kajabi home

Something to note here is that this calendar system is mostly used for scheduling paid client calls.

It’s not a great fit to plan prospect discovery calls.

That being said, the scheduler allows for the basic functionality you would look for: set some availability, add some notes, send a Google calendar invite and Zoom link.

kajabi coaching sessions

The value of this tool is not how advanced it is but how it integrates with the full suite of features Kajabi offers.

This is also to take into account when looking at Kajabi’s pricing:

You can get started with a 30 days free trial.

6. Kartra


Pros of Kartra
  • Most advanced and well-rounded features for an all-in-one
  • Amazing support/community
  • Mature and stable platform
Cons of Kartra
  • Sometime a little clunky and unintuitive
  • Steep learning curve

Pricing: from $99/mo

Trial: 30 Days

Kartra also has a lot to offer for online coaches that also want to get a full suite of online tools.

That includes a full CRM system and a scheduling system.

But this is no basic tool! You have an advanced suite of features to set this up in Kartra:

kartra drag and drop

This is suitable for prospect consultation calls as well as group coaching and recurring live calls.

You’ll also be able to integrate all of this with the advanced CRM automation Kartra offers which includes lead points and granular interaction tracking.

kartra crm

But also everything else Kartra has to offer:

  • Course hosting and design
  • Advanced Emails/Automations
  • Calendar capabilities
  • Advanced Cart + Affiliate Program
  • Advanced Page/Funnel Builder
  • A/B Testing
  • CRM: Help Desk, ticket system, live chat, lead points
  • File hosting
  • Code access

Kartra has a 30 days free trial:

Pricing is on par with other all-in-one platforms after that.

7. HighLevel

Pros of HighLevel
  • #1 Most extensive feature stack in the industry
  • Fairly cost effective compared to other platforms
  • Top-tier support and community of users
Cons of HighLevel
  • Need to spend extra money for email marketing
  • Lack of learning tools

Pricing: from $97/mo

Trial: 14 Days

HighLevel has a lot to offer for online coaches in general with extensive sales tools such as funnel building and an advanced CRM.

And this includes a Calendar, or appointment scheduling feature.

This is fairly simple but should do the job for coaches to make appointments for both prospects and clients.

You can set up your availability and connect your Zoom and Google calendar as well as other calendar systems.

This can work for several types of appointments from simple to Round Robin, class booking or collective booking:

And of course this integrate perfectly with the many other features HighLevel offer:

  • Advanced Funnel & Site Building
  • Blogging
  • Advanced Emails, Text & Automations
  • Unlimited File Hosting
  • Online Course Builder
  • Community Feature
  • Payment, Invoicing & Tax
  • CRM & Pipelines Management
  • Scheduler & Appointment Booking
  • Reputation Management
  • White Label mobile app (extra cost)

In terms of pricing for this and all the features the platform offer, we’re talking about something relatively fair:

highlevel pricing

HighLevel is available on a 14 days free trial.

Joey Mazars

Online Course Platform Expert

Hi, there! I've literally spent thousands of hours helping clients build their online courses on these platforms through my marketing services.

I've become obsessed with helping them find the right fit for their needs and decided to guide other creators through their decision process with these detailed reviews.

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