Управление расписанием и клиентами для коучей

I do interview coaching and it’s going remarkably well. Our review has doubled every quarter this year and last month we did $50k, which practically all of it is profit. I do about 80% of the coaching, have 1 associate who does 20%, just got another, and have a 3rd who we are onboarding now. I am in talks with a company to develop CRM software that integrates into our site. My biggest problem today is scheduling - once a client is assigned we do everything via text all manually. This is tough as I can’t see what my associates are doing and I have had a very hard time limiting how much work I’ve been doing. I think the two easiest options are either Calendly or similar scheduling software, or a PA (probably from abroad) who does it all for us. What scheduling programs have people used?…

The scheduling tool is the easy question u/ILikeFlyingAlot. The harder one you've buried in the middle: you can't see what your associates are doing, and you're still doing 80% of the coaching yourself while onboarding a third person. That's the actual bottleneck, not the calendar. Fix visibility before you fix booking. A scheduling tool or a PA solves logistics, but neither tells you whether your associates are delivering consistently, or gives you a way to check without personally being in every thread. Get that structure first, even something simple like a shared tracker showing client, associate, stage, outcome. Bolt the scheduling tool on after. On the 80% you're personally doing: that's the real constraint on growth, not admin. If the CRM build and everything else depends on your t…

Scheduling software should probably come before a PA because the current problem is visibility and rules, not just typing messages. Define who can deliver each coaching service, session length, buffers, weekly capacity, reassignment rules, and what happens when client and coach availability do not match. Then test a system with one associate: client books, associate sees it, you see total capacity, reminders go out, and a reschedule does not require you to coordinate manually. A PA can handle exceptions later, but if every booking needs judgment, the PA becomes another person asking you what to do. Give the process clear rules first. Track your own coaching hours, associate utilization, time-to-first-session, reschedules, and assignments that return to you.

I actually think you might have a bigger systems problem hiding behind the scheduling problem. You’re adding coaches now, so I’d want one clear flow from client comes in → gets assigned → books with the right coach → sessions happen → you can see where every client is without checking texts or asking the coach. Calendly could solve the booking part and a PA could manually coordinate it, but neither necessarily gives you that visibility. I’d map that whole flow before building the CRM too, especially if you’re considering custom software. You may find you don’t actually need something custom once you know exactly what the system needs to do. The part that stood out to me most was that you’re still doing 80% of the coaching. If the goal is to get some of that time back, I’d build around …