Coaching Agency Management Software

Coaching businesses—whether life coaching, executive coaching, wellness coaching, or career coaching—require different tools than traditional tutoring. Your clients are adults with professional goals, you work with transformation rather than curriculum, and relationships are often 3-12 months of intensive work. Gigpie handles these unique coaching workflows.

What Makes Coaching Different

Client Relationships

Coaching vs. Tutoring:

Coaching Specializations

Types of coaching Gigpie supports:

Life Coaching

• Personal development
• Work-life balance
• Relationship coaching
• Confidence building
• Life transitions

Executive Coaching

• Leadership development
• Communication skills
• Strategic thinking
• Team management
• Career advancement

Business Coaching

• Entrepreneurship
• Scaling strategies
• Operations optimization
• Sales growth
• Financial management

Wellness Coaching

• Health and nutrition
• Fitness goals
• Stress management
• Habit formation
• Mindfulness

Career Coaching

• Job search strategy
• Resume and interview prep
• Career transitions
• Salary negotiation
• Professional branding

How Gigpie Supports Coaching Businesses

Client Intake & Onboarding

Discovery call workflow:

• Prospect inquires via website
• You schedule discovery call
• Assess fit and goals
• Present coaching package
• Collect payment and paperwork

Gigpie handles:

• Inquiry capture and response
• Discovery call scheduling
• Package selection and payment
• Agreement and forms collection
• Welcome sequence automation

Goal Setting & Tracking

Coaching is goal-oriented. Track what matters:

Initial goal setting:

• What do you want to achieve?
• What does success look like?
• Timeline for results
• Obstacles to overcome
• Support needed

Example goals:

• Executive client: "Get promoted to VP within 12 months"
• Life coaching client: "Launch my side business by June"
• Wellness client: "Lose 30 pounds and run a 5K"
• Career client: "Land a job making $120k+ in 90 days"

Progress tracking:

• Weekly check-ins on goal progress
• Milestones achieved
• Challenges encountered
• Adjustments to approach
• Celebration of wins

Gigpie features:

• Goal documentation in client profile
• Progress notes after each session
• Timeline view of achievements
• Before/after snapshots

Session Notes & Documentation

After each coaching session:

What was discussed:

• Main topics covered
• Breakthroughs or insights
• Challenges shared
• Emotions explored

Action items:

• What client commits to do before next session
• Homework or exercises assigned
• Resources shared (books, articles, tools)

Coach observations:

• Progress toward goals
• Patterns noticed
• Areas of resistance
• Next session focus

Client portal access:

• Clients can review past session notes
• See their action items
• Track completion
• Reference resources shared

Package & Pricing Models

Coaches typically sell packages, not hourly sessions:

Common Coaching Packages

Starter Package:

• 6 sessions over 3 months
• Bi-weekly 60-minute sessions
• Email support between sessions
• $1,500-2,500

Standard Package:

• 12 sessions over 6 months
• Weekly 60-minute sessions
• Unlimited email/text support
• Worksheets and resources
• $3,000-6,000

Intensive Package:

• 20 sessions over 6 months
• Weekly sessions + monthly deep-dives
• Priority access
• Custom action plans
• $6,000-12,000

VIP Day:

• One 4-6 hour intensive session
• Deep-dive on specific challenge
• Walk away with action plan
• $2,000-5,000

Gigpie handles:

• Multiple package tiers
• One-time payment or payment plans
• Session credit tracking
• Automatic expiration dates
• Upgrade paths (buy more sessions mid-engagement)

Scheduling Flexibility

Coaching schedules differ from tutoring:

Typical patterns:

• Weekly consistency: Same day/time each week (Tuesday 10am)
• Flexible scheduling: Book session-by-session based on availability
• Intensive bursts: Daily or bi-daily for 2 weeks, then weekly
• Maintenance phase: Monthly check-ins after main program

Gigpie features:

• Recurring weekly/bi-weekly scheduling
• One-off booking for flexible clients
• Easy rescheduling when life happens
• Timezone handling (for virtual coaching)
• Buffer time between sessions (coaches need breaks)

Communication Between Sessions

Coaching relationships extend beyond sessions:

Between-session support:

• Quick questions via email/text
• Accountability check-ins
• Resource sharing (articles, tools, exercises)
• Celebration of wins
• Crisis support (within boundaries)

Gigpie messaging:

• Secure client-coach messaging
• Push notifications for new messages
• File sharing (worksheets, resources)
• Message history preservation

Boundaries: Set clear expectations:

• Response time: within 24 hours on weekdays
• Emergency protocol: only for true emergencies
• Availability: not 24/7, work hours only

Progress Reports

Quarterly progress reports (for 6-12 month engagements):

Report includes:

• Original goals stated
• Progress made so far
• Milestones achieved
• Skills developed
• Challenges overcome
• Focus for next quarter
• Coach reflections

Benefit for clients:

• See tangible progress
• Celebrate transformation
• Stay motivated
• Justify investment

Gigpie export: Generate PDF report from:

• Session notes
• Goal tracking data
• Milestones logged
• Add coach commentary

For Coaching Agency Owners

Coach Management

If you have multiple coaches on your team:

Coach profiles:

• Specialties (executive, life, wellness, career)
• Industries served (tech, finance, nonprofit)
• Client types (entrepreneurs, corporate, career-changers)
• Availability and rates
• Bio and credentials

Smart matching:

• Client inquiry includes: What do you want help with?
• System suggests coaches based on specialty
• You assign or client chooses

Performance tracking:

• Client retention per coach
• Session completion rate
• Client satisfaction scores
• Revenue per coach
• Utilization rate (booked vs. available hours)

Revenue Management

Dashboard metrics:

Financial health:

• Are coaches fully utilized?
• Are clients renewing/upgrading?
• What's the average engagement length?
• Which coaches generate most revenue?

Marketing & Lead Generation

Coaching sales funnel:

1. Lead magnet: Free guide, quiz, webinar
2. Discovery call: 30-minute consultation
3. Proposal: Present package options
4. Close: Sign agreement, collect payment
5. Onboard: Welcome sequence, first session

Gigpie helps with:

• Inquiry capture (lead forms)
• Discovery call scheduling
• Package presentation (portal)
• Payment collection
• Onboarding automation

Conversion optimization:

• Track: Lead → Discovery call (goal: 40-60%)
• Track: Discovery call → Signed client (goal: 30-50%)
• Test: Different package structures, pricing, messaging

For Independent Coaches

Client Dashboard

See all your clients at a glance:

Active clients:

• Next session scheduled
• Sessions remaining in package
• Last session date
• Goal progress status
• Outstanding action items

Quick actions:

• Book next session
• Send message
• Review last session notes
• Update goals

Session Preparation

Before each session, review:

• Client's original goals
• Last session notes
• Action items assigned (were they completed?)
• Recent messages or check-ins
• Coaching plan/timeline

Gigpie mobile app: Pull up client info on phone or tablet during session for reference

Time Management

Scheduling best practices:

For focus: Block coaching days

• Monday/Wednesday: 6 sessions each (10am-6pm)
• Tuesday/Thursday: Admin, marketing
• Friday: Planning, self-care

For energy: Schedule intelligently

• Morning: Intensive coaching (executive, business)
• Afternoon: Lighter coaching (wellness, life)
• Don't book back-to-back for 8 hours (burnout)

Gigpie scheduling controls:

• Set available days/times
• Block buffer time between sessions
• Mark vacation/unavailable dates
• Control booking windows (min 24 hours notice)

Business Analytics

Track your coaching practice:

Client metrics:

• Retention rate (how many complete programs)
• Satisfaction scores (post-engagement surveys)
• Referral rate (word-of-mouth growth)

Financial metrics:

• Monthly income
• Average package size
• Client lifetime value
• Utilization rate (how booked are you)

Time metrics:

• Coaching hours per week
• Admin time per week
• Marketing/sales time per week

Goal: 60-70% coaching, 20-30% business development, 10% admin

For Coaching Clients

Client Portal Experience

Dashboard shows:

• Next session: Tuesday, Jan 15 at 2pm
• Sessions remaining: 7 of 12
• Last session notes: [summary]
• Action items to complete: [3 tasks]

Self-service actions:

• Book next session
• Reschedule upcoming session
• Message coach with questions
• Review past session notes
• Track goal progress

Resources section:

• Worksheets shared by coach
• Recommended books/articles
• Recorded exercises or meditations
• Templates and tools

Accountability Features

Action item tracking: After each session, coach assigns action items:

• "Update resume and send to 3 people for feedback"
• "Have difficult conversation with manager by Friday"
• "Journal 10 minutes daily for next 2 weeks"

Client portal:

• See all action items
• Check off when complete
• Coach sees completion rate
• Discuss in next session

Benefit: Clients stay accountable, see tangible progress

Mobile Access

Clients use portal on phone:

• Check next session time
• Send quick question to coach
• Review action items
• Read session notes on the go

Coaching Engagement Lifecycle

Phase 1: Discovery & Intake

Duration: 1-2 weeks

Client experience:

1. Completes inquiry form
2. Books discovery call
3. 30-minute conversation (fit assessment)
4. Receives package proposal
5. Signs agreement and pays
6. Receives welcome email with next steps

Gigpie automation:

• Inquiry → auto-response + discovery call link
• Post-call → proposal email
• Purchase → agreement + welcome sequence

Phase 2: Foundation Building

Duration: Sessions 1-3

Focus:

• Clarify goals
• Assess current state
• Identify obstacles
• Establish coaching relationship
• Create action plan

Gigpie tracking:

• Document goals in client profile
• Baseline metrics/assessments
• Initial session notes
• First action items assigned

Phase 3: Active Coaching

Duration: Sessions 4-10 (bulk of engagement)

Focus:

• Work through obstacles
• Build skills and mindsets
• Implement action plans
• Course-correct as needed
• Celebrate wins

Gigpie tracking:

• Consistent session notes
• Progress toward goals
• Milestones achieved
• Challenges addressed

Phase 4: Integration & Completion

Duration: Final 2-3 sessions

Focus:

• Review progress
• Solidify gains
• Plan for post-coaching sustainability
• Identify ongoing support needs
• Celebrate transformation

Gigpie tracking:

• Final progress report
• Before/after assessment
• Client testimonial request
• Upgrade/referral opportunity

Phase 5: Alumni Relationship

Post-engagement:

• Occasional check-ins
• Alumni community (optional)
• Referral source
• Potential re-engagement later

Gigpie features:

• Mark as "alumni" (not active)
• Periodic check-in reminders
• Track referrals from alumni
• Easy re-activation if they return

Pricing Strategies

Hourly vs. Package Debate

Hourly coaching:

• Client books 1 session at a time
• Typical rate: $150-500/hour
• Flexible but transactional

Package coaching:

• Client commits upfront to 6, 12, or 20 sessions
• Discount per session (e.g., $400/session vs. $500 hourly)
• Better outcomes (commitment drives results)
• Better cash flow (upfront payment)

Recommendation: Sell packages. Hourly feels transactional; coaching requires commitment.

Premium Positioning

Why coaches can charge premium rates:

• Transformation, not just information
• Adult professionals with budgets
• ROI is career advancement, life improvement
• Small client roster (personalized attention)

Typical rates by specialization:

• Life coaching: $150-300/hour, $2,000-5,000 per package
• Executive coaching: $300-600/hour, $6,000-15,000 per package
• Business coaching: $250-500/hour, $5,000-12,000 per package
• Wellness coaching: $150-300/hour, $2,000-6,000 per package
• Career coaching: $200-400/hour, $3,000-8,000 per package

Payment Plans

For high-ticket packages ($5,000+):

Option 1: Pay in full (5-10% discount) Option 2: 50% deposit, 50% at midpoint Option 3: Monthly installments (3-6 months)

Gigpie handles:

• Automatic recurring charges
• Failed payment retries
• Balance tracking
• Hold services if non-payment

Common Coaching Business Models

Model 1: Solo Coach

Structure:

• You coach 8-12 clients personally
• 60-70% utilization (15-20 hours/week coaching)
• Charge $250-500/hour equivalent

Annual revenue: $150k-350k

Gigpie use case:

• Manage your client roster
• Track goals and progress
• Handle billing and scheduling
• Professional client portal

Model 2: Coaching Agency

Structure:

• 3-10 coaches on your team
• You do some coaching + manage team
• Each coach handles 6-10 clients

Annual revenue: $500k-2M+

Gigpie use case:

• Multi-coach management
• Client-to-coach matching
• Team performance tracking
• Unified billing and scheduling

Model 3: Hybrid (Coaching + Courses/Group Programs)

Structure:

• 1-on-1 coaching (premium offering)
• Group coaching cohorts (4-8 people)
• Online courses (scalable income)

Gigpie use case:

• 1-on-1 client management
• Group session scheduling
• Mixed pricing (individual vs. group rates)

Model 4: Corporate Coaching

Structure:

• Corporations hire you to coach their executives
• Longer engagements (6-12 months)
• Higher fees ($10k-30k per client)

Gigpie use case:

• Track multiple clients from same company
• Corporate invoicing (bill company, not individual)
• Progress reporting for stakeholders

Frequently Asked Questions