Coaching scheduling software

You define the session types you run and the weekly working hours you want to hold, and Exantur builds the slot picker from those hours. A coachee, or a prospect without an account, opens your public booking link, picks an open slot and confirms, and the session lands in the agenda already tied to their client record. Because availability is calculated from your real calendar, a slot is only offered when you are genuinely free.

Every session and every booking sits in a single agenda instead of two disconnected tools. From the Starter plan up, that agenda syncs both directions with Google Calendar and Outlook: sessions created in Exantur appear in your external calendar, and external events block those times so a coachee can never book over them. The sync reads only busy and free time, never the titles or details of your personal appointments, so your outside calendar stays private while your availability stays accurate.

Automatic session reminders go out ahead of each session on every plan, so fewer clients forget and fewer slots are wasted. Each session can carry its own Zoom, Teams or Google Meet link, so a coachee joins from their portal rather than digging through email, and when someone does not show it is recorded against the client record instead of left as a gap you have to remember.

Coaching is not one kind of appointment. A free discovery call, a standard one-to-one, a longer intensive and a group session each have their own length and purpose, and Exantur lets you define them as distinct session types with their own duration and availability. The slot picker then offers the right options for what a client is booking, so a discovery call does not accidentally consume a full coaching hour and a group session opens the right window.

Defining session types once also keeps your agenda legible. Every entry carries what kind of session it is, which makes a week’s calendar readable at a glance and makes any later reporting on how your time is split, across prospecting, delivery and groups, accurate rather than guessed.

Because the agenda shares a workspace with the coaching record, a scheduled session is a hook the rest of the work hangs on. Open a session and last time’s notes, the client’s goals and their recent check-ins are right there, so preparing for a call is a matter of reading rather than reconstructing. After the session, notes attach to that same entry, and for paid engagements the invoicing runs through the same system, so the loop from booking to delivery to payment stays inside one place instead of spanning a calendar app, a notes doc and a billing tool.