15 Best Coaching Management Software to Scale Client Onboarding in 2023

Did you know that every month, people and companies conduct over 1.5 million searches for business, life, and executive coaches? That's a huge opportunity waiting for you to scale your coaching business!

But there's more to success in coaching and training than just having top-notch skills. Building strong client-coach relationships is key, and it all starts with developing essential soft skills like trust-building and creating a safe space where clients can be their imperfect selves.

On top of that, you'll want to get really good at crafting first-class coaching services, products, and training courses that bring in a steady income. This stability will let you focus on growing as a person and a coach, spend quality time with your loved ones, travel, and live a more balanced, healthy life.

You see, being a great coach is just one piece of the puzzle. To truly stand out as both a coach and a business, you'll need a reliable coaching platform and a business model that fits your coaching team like a glove. And of course, none of this matters if you don't have a smooth client onboarding process and practice built right into your business.

The Importance of client onboarding

Landing a new client is exciting. But here’s the big secret: new clients cost! 

It’s 7x more expensive to land a new client than to keep an existing one, and existing clients are more likely to purchase additional services, products, and courses, refer friends and family, and spend more money with you over the course of your relationship.

In other words, your existing clients are your bread-and-butter. Sure, you’ll need new clients to grow and scale your coaching team. But your existing clients are the pillars of your coaching business.

This is why effective customer onboarding is essential. It sets the tone for your client relationship and influences long-term client retention and client churn.

Top 15 coaching management software for effective client onboarding

Coaching and training are both client-facing ventures, and offering a great client onboarding experience is especially important for brand building and market differentiation. If customers are unsure of the kind of support they'll receive, they may hesitate to trust your coaching sessions.

To help you choose the best coaching management software for your unique needs, we've compiled a list of the top 15 platforms:

1. Rocketlane


Rocketlane is an ideal customer onboarding platform for product and project-based businesses. It’s suitable for teams of all sizes running customer-facing projects. The solution is specially primed for SaaS businesses, marketing agencies, system integrators, and IT services. 

So, let’s leave a word of caution here: Rocketlane is not built for coaches. You can use it as a coach or trainer, but it’s not going to have coach or trainer-centric features.

💡Ideal for: Product and project-based businesses

⭐Key features:

  • Project management
  • Communication capabilities
  • Live document collaboration
  • Streamlined project implementation

💰Pricing: Starting at $19 per team monthly with a 14-day trial

2. ChurnZero


ChurnZero is uniquely designed to help subscription businesses reduce churn. Along with automating and personalizing the customer experience, ChurnZero helps companies understand how clients interact with products and assess the likelihood of renewing subscriptions.

💡Ideal for: Online coaching businesses with subscription models

⭐Key features:

  • Content creation
  • Customer segmentation
  • Knowledge management
  • Customer health scoring
  • Seamless CRM system integration

💰Pricing: Custom pricing (contact ChurnZero for details)

3. Planhat


In a data-centric business ecosystem, the more information you can gather on clients, the better you can serve them - and this is exactly what Planhat offers. It's a business coaching software built to improve customer experience and manage workflows.

Planhat also offers key client insights and helps unify your client data to help maximize customer lifetime value and make your coaching business more profitable in the long run.

💡Ideal for: Improving customer experience and managing day-to-day workflows

⭐Key features:

  • Unify client data
  • Maximize customer lifetime value
  • Improve profitability

💰Pricing: Custom pricing (contact Planhat for details)

4. GuideCX


The key to successful client onboarding is getting the simple things right. GuideCX helps companies achieve this by making it easier to manage projects and to invite, guide, and engage customers and employees.

💡Ideal for: Engaging onboarding process management

⭐Key features:

  • Transparent project views
  • Task automation
  • Easy-to-access task and project updates
  • Customizable templates
  • Milestone tracking
  • Cost-to-completion tracking
  • Idea management

💰Pricing: Custom pricing (contact GuideCX for details)

5. Process Street

Process Street

Process Street is a modern process management platform designed to help teams build and share core processes in a streamlined manner.

💡Ideal for: Simplifying employee onboarding and streamlining workflows

⭐Key features:

  • Powerful no-code workflows
  • Content approvals
  • Tenant screening
  • Customer implementation

💰Pricing: Starting at $25 per user, per month with a 14-day free trial (no credit card required)

6. Practice


Practice is a professional client management platform tailored for solo entrepreneurs who need an all-in-one solution to manage their clients and business operations.

💡Ideal for: Solo entrepreneurs looking for an all-in-one client management platform

⭐Key features:

  • Dedicated client records
  • Central hub for client communication
  • Integration with Google Calendar for appointment scheduling
  • Customizable availability for coaching sessions
  • Automatic reminders

💰Pricing: Practice offers a Basic plan at $35/month and a Pro plan at $50/month

7. FitSW


FitSW is a specialized application development platform for personal fitness coaching and training, offering a fully integrated solution to grow and manage your coaching business.

💡Ideal for: Personal fitness coaching and training

⭐Key features:

  • Workout content creation with templates
  • Comprehensive nutrition service planning
  • Habit coaching
  • Automatic payments and gym management
  • Available in English, Portuguese, Swedish, Hebrew, and Italian

💰Pricing: FitSW offers a free plan and multiple pricing tiers beyond that depending on your business size and needs.

8. Upper Hand


Upper Hand is a scheduling application that provides a top-notch experience in sports training and facility management, helping teams become more productive by automating time-consuming manual tasks.

💡Ideal for: Sports training and facility management

⭐Key features:

  • Smooth scheduling and seamless data access
  • Flexible registration and scheduling for fitness and sports businesses
  • Customizable availability
  • Transaction tracking and revenue reports

💰Pricing: Upper Hand offers just one plan at $135/month.

9. Book Like A Boss

Book Like A Boss

Book Like A Boss is a platform designed for booking-based coaching businesses, making it easy to create professional booking pages that convert leads into sales and streamline the booking process.

💡Ideal for: Booking-based coaching businesses

⭐Key features:

  • Create professional and customizable booking pages
  • Booking calendar feature for easy scheduling
  • Online and offline payment options for clients

💰Pricing: Book Like A Boss offers multiple plans for solopreneurs starting at $9/month, and custom pricing for companies.

10. Profi

Profi is an end-to-end solution for coaches and trainers, offering a dynamic, secure, and feature-rich platform to build a scalable and sustainable service business.

Profi ​​is probably the most comprehensive software for coaches, consultants, and trainers on this list, especially given half of the solutions available aren’t even catered towards their unique pain points.

💡Ideal for: Coaches and trainers looking for an all-in-one solution

⭐Key features:

  • Lead generation & course creation
  • Client activation & booking
  • Client onboarding & management
  • Online course creation & management
  • Secure, HIPAA compliant video conferencing & messaging
  • Appointment scheduling for individual & group sessions
  • Automated billing & invoicing
  • Intake form templates
  • Customizable client portal
  • Integration with third-party tools

💰Pricing: Profi offers a Solo plan for individual professionals starting at $99/month, and custom pricing for companies. Profi also offers a 30-day free trial (no credit card required!)

11. Userlane


Userlane helps online business coaching services optimize their software by offering real-time guidance and support to users, increasing product adoption and engagement.

💡Ideal for: Enhancing software efficiency and content delivery

⭐Key features:

  • Reporting & statistics
  • Data import/export
  • Collaboration tools
  • Communication management
  • Third-party integrations
  • Surveys and feedback

💰Pricing: Custom pricing (contact Userlane for details)

12. ClientSuccess


ClientSuccess focuses on SaaS executives, helping them grow and retain their customer base with rich customer analytics and actionable insights for personalized customer success management.

💡Ideal for: SaaS executives aiming for better customer outcomes

⭐Key features:

  • Customer engagement
  • Communication management
  • Reporting & statistics
  • Revenue management
  • Health score
  • Email management
  • Document management
  • Usage tracking/analytics

💰Pricing: Custom pricing (contact ClientSuccess for details)

13. Clustdoc


Clustdoc offers an efficient alternative to email for collecting and reviewing documents, making it ideal for client onboarding.

💡Ideal for: Streamlining client onboarding and document management

⭐Key features:

  • Activity dashboard
  • Audit trail
  • Access controls
  • Business process automation
  • Archiving and retention
  • Client management
  • Customizable branding
  • Collaboration tools
  • Client portal
  • Compliance tracking

💰Pricing: Clustdoc has a free version and two plans: Silver and Gold. Pricing starts at $100/month, depending on your selected plan. There's also a 14-day trial period to test the plan that interests you.

14. Pipefy


Pipefy is a workflow management tool that simplifies tasks like onboarding, purchasing, and recruiting, even for teams without IT experience.

💡Ideal for: Enhancing workflow management and efficiency

⭐Key features:

  • Collaboration tools
  • Billing and invoicing
  • Communication management
  • Contact management
  • Discussions/forums
  • Conditional logic
  • Calendar management
  • Customizable reports

💰Pricing: Pipefy has a free Starter plan suitable for freelancers, startups, students, and small teams that want better organization. When your needs increase, you can upgrade to the paid plans, which range from $18-$30/month.  

15. Moovila


Moovila is a project management software that automates and streamlines workflows, reducing involvement and offering 24/7 risk monitoring.

💡Ideal for: Automating and improving onboarding processes

⭐Key features:

  • Billing and invoicing
  • Access controls
  • Activity tracking
  • Budget management
  • Client portal
  • Calendar management
  • Customizable templates
  • Drag and Drop
  • Idea management

💰Pricing: Custom pricing with a trial period available to test the platform

How to choose the right client onboarding software for your coaching & training team

Making an informed decision for your coaching or training business can be challenging, especially with a wide variety of client onboarding and management solutions available. 

However, it's essential to choose software that caters specifically to the needs of coaches and trainers.

  1. Focus on the right features: The best software isn't necessarily the one with the most features. Instead, prioritize a solution that aligns well with your coaching or training team structure and coaching goals.
  1. Consider your business needs: Evaluate the software based on its compatibility with your business model, growth plans, and budget. Avoiding common mistakes made by coaches during the selection process will help improve your overall business outcomes.
  1. Understand the unique nature of coaching & training: Coaching and training are distinct industries where clients not only invest in your product and brand but also in you as a coach. An efficient and personalized onboarding process is crucial for retaining clients and growing your business.
  1. Try a demo: Experience the potential benefits firsthand by booking a demo with one of our product coaches by clicking the corresponding button on the top right corner of this page. Discover how our coaching management software can help you scale client onboarding, impress your clients, and expand your team and business.
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