Software for coaches that keeps every client supported between sessions

How do you track coaching clients between sessions?

To track coaching clients, you need one place where the program, exercises and conversations live together. A coach’s real work happens between sessions, and that’s exactly where everything scatters. Exercises go out by email, session notes sleep in a notebook, questions land on WhatsApp at 10 p.m. The client no longer knows where they are in their journey, and neither do you.

The second problem is perceived value. A client who can’t see progress wonders what they’re paying for. A space where they find their program, past sessions and what’s left to do makes the coaching tangible.

Organizing a coaching practice means giving each client a personal space under your name, where the journey is visible from the first appointment to the last.

If you are a trainer, the same problem plays out at cohort scale: a WhatsApp group for the session, materials by email, end-of-course feedback in a spreadsheet. One project per session brings it all together.

How do you organize a coaching program step by step?

To organize a coaching program, create one project per client (or per group, for a training program) and break your program into steps. Example for a three-month engagement:

• Kickoff: onboarding form, goals, starting assessment, first appointment.
• Module 1, Clarify: sessions 1 and 2, goal-setting exercises.
• Module 2, Build: sessions 3 to 5, setting up habits or the action plan.
• Module 3, Anchor: sessions 6 and 7, mid-point review, adjustments.
• Final review: closing session, summary, plan for what comes next.
• Post-program follow-up: a check-in at 1 month, useful for offering the next step.

What does a coaching client see in their client portal?

In their client portal, each client sees their own project, with your practice’s logo and colors. They never see the notes you keep for yourself.

• Steps: the program, with dates and progress. The client sees their journey at a glance (steps).
• Schedule: your sessions show up as events. The client finds the date of their next appointment (schedule).
• Tasks: the exercises between sessions (“write your ideal day”, “keep the energy journal for 7 days”) with a due date. They’re notified by email (tasks).
• Files: your materials, worksheets, PDFs, session recordings. The client finds everything there (files).
• Discussion: a channel for questions between sessions, in the same place as your WhatsApp conversations linked to the project (discussion).
• Deliverable approval: an action plan, a summary or a handout your client approves in one click (deliverable approval).
• Onboarding form: a starting questionnaire with text, choices, files, dates. Answers land in the project (forms, client onboarding).

Which tools and apps can you connect to XTablo as a coach?

Available now. Calendly and Cal.com: you add your booking link to the client portal and the client books their next session without leaving their space. XTablo also offers a built-in slot engine if you prefer to keep everything in one place. Google Calendar, Apple Calendar and Outlook: you subscribe to your XTablo events through iCal, and your sessions show up in your usual calendar.

For your materials, paste a Loom, YouTube or Vimeo link (one explainer video per exercise), a Google Doc, Sheets or Slides (a tracking sheet, a self-assessment grid) or a Typeform. The client opens them in their portal. Notion shows a public resources page inside the project. Claude and ChatGPT can create the steps and tasks of an entire program in one request.

In beta. WhatsApp connects from the Agency plan up: see the next section. On Freelance, use the project discussion in place of the WhatsApp group.

How do you connect your WhatsApp and find your client or cohort groups there?

Your clients text you on WhatsApp, and your client or cohort groups already live there. In settings, open “Connected tools”, read the warning and scan the QR code with the phone that holds your business number. Then, in a client’s or cohort’s project, click “Link a WhatsApp conversation” and pick the conversation or the group. The messages land in the project discussion, and your team replies there: text, photo, file or voice note.

What to know first: it is in beta, from the Agency plan up (not Freelance), and one project links one conversation. XTablo never sends anything on its own. The connection goes through a provider, Unipile, and is not official: WhatsApp may restrict a number linked this way, so link your business number. You can disconnect at any time, and what XTablo kept is erased. Details on the WhatsApp page.

The same principle applies to Instagram (beta), from the same card: you can link an Instagram conversation or group to a project. XTablo does not post to Instagram.

What software works for a fitness coach, nutrition coach, life coach or trainer?

The same software fits all of them: the base is the same (project, steps, tasks, files, discussion). Here is how it adapts:

• Trainer, group sessions: one project per cohort, participants invited by link. Days or modules are steps, materials go in files, and the cohort’s WhatsApp group links to the project.
• Training-quality audits (Qualiopi in France): if you are preparing an audit, you find in one place, project by project, the program, the materials handed out, the session notes and the exchanges. XTablo is not an attendance-sheet tool and certifies nothing: keep your usual tool for attendance and evaluation, or collect an end-of-session questionnaire with a form.
• Fitness or nutrition coach: a cycle or a month becomes a step, each workout a task with a due date, movement videos and progress photos go in Files. XTablo does not calculate loads or meal plans.
• Life or wellness coach: a journey in steps, exercises as tasks, audio or video materials by link. Only collect what you need: XTablo is not a medical record.
• Business coach: one project per founder, deliverables (action plan, dashboard, summary) approved in one click, a Google Sheets or Loom link for materials, and quotes and invoices to propose the engagement.

Which tools should you keep alongside XTablo, and how do you combine them?

XTablo is not a video conferencing platform, a course payment tool, or an LMS with graded quizzes. Keep Zoom or Google Meet for online sessions, Stripe or your billing tool to get paid for coaching packages, and an LMS if you sell video courses at scale.

Combine them like this: your session happens in Zoom, and the video link is in the XTablo event. After the session, you drop the notes and recording in Files, create the exercise tasks and check off the step. The client finds everything in one place and your inbox stays empty.

For quotes and invoices for your coaching packages, check the quotes and invoices page before deciding what to keep in your billing tool.

How much does coaching software cost?

XTablo costs €49/month (about $55) on the Freelance plan (1 user), which fits most independent coaches: clients never pay and portal access is free for them (10 on Freelance, 30 on Agency, unlimited on Business). Past 10 clients, move to Agency. Move to Agency (€79/month, about $89, 3 users) if you work with co-coaches or an assistant, and to connect your WhatsApp, get Slack and a custom domain. Full comparison on the pricing page. Prices exclude taxes.

The portal installs on the client’s phone from their browser, without going through the App Store, which is handy for clients who check their exercises on the go (mobile app).

What does a typical week with a coaching client look like?

• Before the session: the client has completed their exercise. You open the project and read their answers and files.
• Session: you run the video call. You note the client’s decisions directly.
• Within the hour after: you drop the session notes, create 2 or 3 tasks with due dates, and advance the program step.
• Between sessions: the client asks questions in the discussion, and you reply in a fixed window (say Wednesday and Friday) to protect your rhythm.
• The day before the next session: you follow up in the discussion if an exercise is still pending.

What mistakes should you avoid when managing coaching clients with software?

• Leaving WhatsApp and Instagram out of the file. You mix personal and professional, and lose the history. Link the conversation to the project (Agency plan) or offer the project discussion from the first session.
• Too many exercises at once. Two or three tasks per session is enough. More, and the client drops off.
• A different program every time. Save your coaching engagement as a template: you save half a day per new client (project templates).
• Skipping the starting form. It sets the frame and saves you the first session.
• Thinking XTablo grades exercises. It organizes, it doesn’t grade. The feedback stays yours.