CoachFlow: A Booking and Lead Management Platform for Personal Coaches

Personal coaches spend a surprising amount of their week on admin: arranging discovery calls, chasing replies, keeping track of who is on which programme and following up with people who downloaded a freebie or took a quiz. Usually that's spread across a booking tool, an email inbox, a spreadsheet and a payment app.

CoachFlow is a platform we designed and built to bring all of that into one place, so coaches can spend less time on admin and more time coaching.

CoachFlow is a Devketers product. The screenshots use sample data.

The problem we set out to solve

A coach's business runs on a simple loop: someone discovers them, books a call, becomes a client and joins a programme. Each step tends to live in a different tool, so leads go cold, bookings get missed and it's hard to see which programmes actually bring in revenue.

What CoachFlow does

Online booking

Clients book through a public booking page: they pick a session type (such as a free discovery session), choose a date and time in their own time zone, and get a video call link when the booking is confirmed. The coach creates available slots by date range, time and session length, and sees everything on a bookings calendar.

Session management

Every booking shows the client, the time and any notes they left. The coach can confirm, complete or cancel sessions in one click.

Leads captured from email

CoachFlow brings leads together from different sources, such as quizzes, freebies, newsletter sign-ups and bookings, into one inbox, so no enquiry gets lost. Coaches can filter by source and date, and reply from there.

Lead board

A visual pipeline moves each lead from new to outreached, reply received and completed, with the package they're interested in and their notes. Leads can be filtered by package and exported.

Clients and revenue

• Client management, with personal details, joined dates and growth over the month, plus CSV export
• Revenue by programme, for example a 12-week transformation programme, single sessions or a group mastermind, so the coach can see which offers perform best

Technology

• Next.js for the public booking pages and the coach portal in one codebase

The result

CoachFlow gives a coach one place to take bookings, capture and follow up leads, manage clients and see revenue, which means less time on admin and more time coaching.

Want something like this for your business?

CoachFlow's approach works for any appointment-based service business, such as consultants, therapists, tutors or trainers. Tell us about your business and we'll get back to you with a free design.