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Coaching software with API and webhooks: the best choice in 2026

Coaching software with API and webhooks: the best choice in 2026

Coach configuring API integrations on his laptop

Are you looking for coaching software with an API? Then choose software that is first good at coaching and then good at connecting. For professional solo coaches and small practices in the Netherlands, that is Exantur: a workspace for the entire coaching journey, with APIs and webhooks for larger practices and organisations, hosting in Frankfurt and a data processing agreement. An integration only truly helps you when the foundation is right. Your notes, goals, check-ins and appointments are then already in one place, and you only forward what another system really needs.

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Exantur brings coaching journeys together and offers larger practices and organisations APIs and webhooks, with hosting in Frankfurt and a data processing agreement.
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In brief

  • An API is a fixed way in which two programs exchange data. A webhook is an automatic signal that software sends as soon as something happens.
  • For many solo coaches, the built-in integrations with calendar, Zoom and payments are the most important. Your own API becomes useful as soon as you work with a team, clients or your own systems.
  • Exantur offers both: integrations with Google Calendar, Outlook, Zoom and Stripe for day-to-day practice, and APIs with webhooks for larger practices and organisations.
  • Only connect what is necessary. Substantive coaching notes do not belong in an HR system or company report.
  • If a service processes personal data on your behalf, you need a written data processing agreement.

Table of contents

What an API and webhooks do for you as a coach

API stands for Application Programming Interface. In plain language: an agreed entry point through which another program can retrieve or supply data. Think of an HR system that registers a new coachee, or a reporting tool that retrieves the number of completed sessions. No one has to retype anything.

A webhook works the other way around. You do not wait until another program asks whether there is something new. The software sends a message itself as soon as something happens. A coachee completes a programme, a new appointment comes in, or an invoice is paid. The other system is notified immediately and can take the next step.

What do you notice from this in your practice?

  • Less duplicate work. You enter data once in your coaching software and the rest follows.
  • Fewer errors. No incorrectly retyped names, dates or amounts.
  • More overview for clients. An employer or sponsor sees the progress you want to share, without separate emails and spreadsheets.

Do you always need this as a solo coach? No. If you work with a program in which your calendar, notes, goals, check-ins and invoices are already together, there is little to connect. An API becomes valuable when you work with multiple coaches, run programmes for companies or have your own systems, such as a website, a membership area or a reporting tool.

Which integrations make sense in a coaching journey

The best integration starts with a question: which task do you now do by hand, while a system could do it too? Four types of integration come up most often in practice.

Scheduling and appointments

Your calendar is the place where things go wrong fastest. An appointment is in your coaching software, but not in your own calendar, or the other way around. That is why two-way synchronisation is so handy: a change on one side immediately appears on the other side too. Exantur does this with Google Calendar and Outlook, alongside online booking, automatic session reminders and Zoom integration.

Registration and intake

A registration can set off a whole series of steps. In a Dutch case with n8n and Virtuagym, a registration automatically led to a new member, periodic questionnaires, answers in the right profile and a first substantive piece of advice. For coaches, the same idea works at the intake stage. Anyone who sets up a structured intake process knows which information needs to come in at which moment and can automate that in a targeted way. If you want such a series of steps built between programs, custom automation with n8n and Make is one way to arrange this without your own programming work.

Steps from registration to first advice

In Exantur, intake forms for coaches are already linked to the right coachee and the right journey. As a result, for the intake itself you often do not need to connect anything extra.

Sharing status with a client

If you work for companies, the client often wants to know whether a programme is running. That is something different from knowing what is being discussed. A good example is Coachloket. The integration with HR and absence systems handles invitations and bundle usage. Only after the employee's active consent does the integration share the status of started, ongoing or completed. Substantive information from the programme is not included. That is precisely the line you want to guard as a coach.

Reporting and your own metrics

Sometimes you want to enrich data from your software. A Dutch agency, for example, added context, notes and its own metrics to Trainerize data, so that the platform took on a more active role in the coaching. For coaching practices it usually concerns reports for sponsors: how many sessions, which goals, what progress. With Exantur's reporting software you create those reports without confidential content becoming visible.

The options side by side

In English-language comparisons you keep coming across the same names. Below are the options that best suit solo coaches and practices with 1 to 6 coaches, and what they excel at.

Software Who it's for Strong in Good to know
Exantur Solo coaches, practices up to 6 coaches and organisations in Europe The entire coaching journey: notes, goals, check-ins, accountability, assessments, coachee portal, calendar (Google and Outlook), Zoom and Stripe APIs with webhooks for larger practices and organisations; Mini €19, Starter €49, Growth €99, Practice €199 per month
CoachAccountable Results-oriented one-on-one coaches Action plans, metrics and progress graphs, worksheets, session notes The Starter package stops at 2 clients
Satori Solo coaches and small practices with fixed packages Discovery calls, onboarding, scheduling, agreements, invoices, session notes No standard Zoom links; $39 to $149 per month (October 2026)

Exantur: built around the coaching relationship

Exantur was developed from the ground up around the coaching relationship and the entire coaching process. So it is not a general CRM package (software for keeping track of client contacts and sales) adapted for coaches. You record session notes for coaches as observations, insights, breakthroughs and action points, and you can search through them. Goals, progress and check-ins between sessions are kept with the right coachee. Accountability, that is, tracking whether someone does what they agreed to, is visible to you and to your coachee.

Coachees get their own portal. There they view goals and progress, complete check-ins, prepare for sessions and open shared documents, assignments and courses. Assessments such as DISC and the Wheel of Life are in the same system.

For day-to-day practice, Exantur handles online booking, automatic reminders, calendar synchronisation with Google Calendar and Outlook, Zoom and invoicing through your own Stripe account. Exantur takes no commission on this. For larger practices and organisations, teams and roles, 360° feedback, sponsor ROI, audit logs (a record of who did what), white-label and APIs with webhooks are added. You can read more about that on the Exantur for organisations page.

The monthly prices: Mini €19, Starter €49, Growth €99 and Practice €199. Per year you pay €190, €490, €990 or €1,990. An extra coach costs €25 per month.

CoachAccountable: strong in action plans

According to a test of online coaching tools from April 2026, CoachAccountable suits one-on-one coaches who want to track results. It offers action plans, metrics and progress graphs, interactive worksheets and session notes. The reviewer mentions two drawbacks: the Starter package stops at 2 clients and the design feels older than that of newer packages.

Satori: strong in administration

An extensive Satori review from October 2026 describes Satori as practice software for solo coaches and small practices. It handles discovery calls, onboarding, scheduling, agreements, invoices, session notes and ICF coaching logs. The prices in October 2026: Essentials $39 per month ($33 with annual payment, 10 active clients), Pro $59 ($49, 50 active clients) and Leader $149 ($124, 150 active clients). There is also a free Scholar package for coaches in training. According to the review, Satori is a poorer fit if you want standard Zoom links or have more than 150 active clients.

Do you come across other names, such as Paperbell, Practice Better, Simply.Coach or Delenta? Then run them past the questions in the next section.

What to look for in a coaching platform with an API

An API is not an end in itself. These questions help you choose.

  1. Is the coaching work itself well organised? An integration moves data, but it does not make your notes, goals and check-ins better. First choose software that supports your journey well.
  2. What exactly do you want to connect? Write down which tasks you now do by hand: transferring appointments, emailing statuses, checking invoices. Those are your integrations.
  3. Which signals do you need? With webhooks you determine which event triggers a message to another system. Keep it small and concrete, for example when a programme is completed.
  4. Who gets access? Every integration gets access to part of your data. Protect your own account with MFA (logging in with an extra step, such as a code on your phone) and do not give integrations more access than necessary.
  5. Does data stay separate? If you work with multiple coaches or clients, you want each organisation's data to be strictly separate. Exantur separates data per organisation.
  6. Can you see what happens? An audit log shows who did what. This helps with questions from a client and with a possible data breach.
  7. Where is the data stored? Hosting within the EU makes the agreements with your clients and clients easier. Exantur hosts in Frankfurt.

Do you first want to know where your time currently goes? With the coaching admin time audit you see which tasks cost the most time and therefore pay off most when you automate them.

GDPR and integrations: how to keep data safe

The GDPR is the European privacy law: the General Data Protection Regulation. As a coach you process confidential personal data. Every integration is an extra place through which that data passes. That is why it pays to know the rules well.

You remain responsible. The Dutch Data Protection Authority states that the controller, that is, you as the practice owner, remains responsible. If a service provider processes personal data on your behalf, a written data processing agreement is required. Among other things, it sets out the purpose and duration of the processing, the types of personal data, security, sub-processors, privacy rights, data breaches, the deletion or return of data and audits.

Health data requires extra care. If topics such as stress, burnout or absence come up in your programmes, you may be dealing with health data. For health data in the cloud, the Data Protection Authority provides a step-by-step plan with points of attention. Carry out a risk analysis beforehand and then regularly. Check where data is stored and whether countries outside the EEA are involved. Ask for transparency about sub-processors and pay attention to audits, encryption, continuity, backups and the ability to switch providers. Not sure whether your data falls under this? Discuss it with a privacy lawyer or your client's data protection officer before you switch on an integration.

Share as little as possible. The Coachloket example shows how this works: for administration and scheduling, connect only the necessary fields and keep substantive coaching notes out of HR reports.

GDPR and integrations: how to keep data safe

Exantur helps you with this through EU hosting in Frankfurt, separated data per organisation, MFA and a data processing agreement. Software alone does not make a practice fully GDPR-proof. Your agreements and way of working make the difference, and that is where we support you. On our page about GDPR coaching software you can read how that works. With the free GDPR checklist for coaches you run through the 14 obligations.

Our view: start with the journey, not with the integration

Many coaches ask us about the API first. We understand that. Anyone who has worked for years with spreadsheets, separate documents, email and chat apps mainly wants everything to talk to each other.

Yet we see that the biggest gain lies elsewhere. If your notes, goals, check-ins, assignments and appointments are already in one place, most of the retyping disappears by itself. That is why we built Exantur around the coaching relationship, and not around a list of integrations.

The API and webhooks are there for the moment your practice grows. That is when you work with multiple coaches, with sponsors who want to see results, or with a client's systems. Even then the same applies: forward status and scheduling, and keep the content of the conversation between you and your coachee.

The same idea is behind our AI assistant. It creates session summaries, session preparations and final reports from your own notes. This happens on your own Anthropic key, and no data that could identify a coachee is sent to the model.

Martijn

Try Exantur

Want to see how it works in your own practice? Exantur has a free trial period. Solo coaches start with Mini at €19 per month. If your practice grows, you move up to Starter, Growth or Practice, or you add an extra coach for €25 per month. For organisations with APIs, webhooks, teams and white-label there is Enterprise. View all packages and prices or read why we built the coaching practice management software for Dutch coaches.

Frequently asked questions

Do I need an API as a solo coach?

Usually not right away. If your calendar, notes, goals, check-ins and invoices are already in one system, there is little to connect. An API becomes useful when you work with multiple coaches, run programmes for companies or want to connect your own systems.

What is the difference between an API and a webhook?

Through an API, another program retrieves data or makes data available. A webhook is a signal that the software itself sends as soon as something happens, such as a new appointment. You often use them together: the webhook reports the event and through the API you retrieve the details.

May I share information with an employer through an integration?

Only share what is necessary and what the coachee agrees to. A status such as started, ongoing or completed is something different from the content of conversations. Record the agreements in your coaching agreement and ask a privacy lawyer for advice if you are unsure.

What does Exantur cost?

Mini costs €19 per month, Starter €49, Growth €99 and Practice €199. With annual payment that is €190, €490, €990 or €1,990. Enterprise has no fixed price. An extra coach costs €25 per month.

Is Exantur suitable for a practice with multiple coaches?

Yes. Exantur is made for solo coaches and practices with 1 to 6 coaches, and for larger organisations. They get teams and roles, 360° feedback, sponsor ROI, audit logs, white-label and APIs with webhooks.

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