16 Virtual Coaching Tools to Help You Run Your Coaching Business

An in-depth guide to the best virtual coaching tools based on use case, pricing, features, and rating.

by Nathan Vander Heyden
Updated Dec 5, 2022

Virtual coaching tools are the cornerstone of a well-oiled coaching business. 

After all, you want to maximize client success and build your revenue potential — without overloading yourself with too much work. 

And tried-and-tested tools can do so much of the heavy lifting for you. 

As a coach, you need online tools to stay in touch with clients, give them mentoring sessions, provide feedback, and work with them without filling up your calendar. 

But, before you sign-up for any virtual coaching software, let’s consider the features coaches need to successfully run a business.

Favorable Features for Virtual Coaching Software 

Here are a few things you should look out for when choosing your tools: 

  • Easy to use. Coaches want a platform that’s easy to use, not only for themselves but for their clients, too. Too much friction at the onboarding stage, when scheduling meetings, and with communications can make clients go elsewhere.
  • Client communications should be simple, effective, and seamless. Keep all of your client communications, messages, questions, and sessions in one thread. 
  • Asynchronous messaging. Coaches don’t always have time for a call. Neither do clients. With async messaging in between live calls, you can answer client questions when it’s convenient. 
  • Progress updates. See how your clients are progressing. Are they taking action on what you talked about between sessions? Give them an easy way to update you, giving you new things to discuss in your next live (one-on-one) coaching session.
  • Seamless integration. Clients use numerous messaging apps—Slack, Teams, Messenger, WhatsApp—and email. You need a virtual coaching tool that integrates with all of these and more. So that clients feel they can stay in contact without downloading and using another app. 
  • Pricing. You need a virtual coaching tool that’s affordable for coaches and clients. 

Which virtual coaching tools have made the cut? 

We have broken this list into four key sections based on what these tools do:

  • Communication, coaching sessions, and client management 
  • Create online courses 
  • Note-taking 
  • Business and admin 

Let’s dive right in.

Communications, Coaching Sessions, and Client Management

1. ZipMessage

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ZipMessage is all about asynchronous messaging. 

ZipMessage makes it easier for clients to ask questions or for feedback, and coaches reply and provide mentees support without scheduling more live calls than your diary can handle. 

Let’s look at the features coaches, and clients love.

Client conversations all in one place

ZipMessage async conversation

Clients or mentees are relying on you, a coach, to give them guidance, support, a sounding board, and a fresh perspective.

As a coach, that means replying with insight, much-needed support, and advice. 

Client messages are too important to get lost in noisy inboxes or chat apps.

With ZipMessage, coaches can give each client dedicated digital space for messages, questions, and live chat coaching sessions. 

Asynchronous messaging

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Asynchronous messaging is a valuable asset when coaches and clients are busy. Clients can ask questions or request feedback whenever they want. 

As a coach, you can support them without scheduling a live call—anytime, and anywhere. Everyone wins. 

Send and receive messages in the format that suits you best, whether that is video, audio, or text.

Numerous file types and integrations supported

Attach any file you need to conduct coaching sessions—images, spreadsheets, and other documents.

ZipMessage also integrates with all popular tools. Slack, Chrome, Zapier, WordPress, ConvertKit—you name it.

Clients can also upload videos. You can send them. Either of you can watch a video at 2x the speed, for when you’re in a hurry. 

Branded coaching platform

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Get a branded link for intake forms and client communications. Embed it on your website. 

After every session, coaches get automatic transcripts. No more wondering what a client said when writing notes. 

Pricing: Free 30-day trial, $19/month Basic plan, and $39/month Premium plan.

Ready to give ZipMessage a try? Sign up for free here.

2. Zoom

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Zoom is a video communication platform that needs no introduction. 

During the pandemic, Zoom use exploded as companies worldwide switched to working remotely and from home (WFH).

Zoom became so widely used for anything that was face-to-face that even the CEO of Zoom experienced “Zoom fatigue.” 

Zoom is a multi-faceted communications platform, encompassing everything from video calls to virtual spaces, webinars, contact center solutions, and other services for businesses of every size. 

Coaches can use Zoom to arrange and host meetings with clients. 

Pricing: Zoom One starts with a Free plan (with a 100-attendee/40-minute limit), up to $19.99/month per user plan. 

3. Loom

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Loom is an asynchronous communication platform for pre-recording your screen and feedback to share with colleagues and clients. 

Coaches can use Loom to record and share training sessions with clients. 

Your clients can watch these when they have time and provide time-stamped feedback within the recorded video.

Start with a free plan, download Loom for Mac, Windows, iOS, and Android devices, and share videos with your clients. 

Pricing: Free Plan (up to 50 users, 25 videos per person, 5 mins per video), or an unlimited plan for $8/month per user. 

4. Voxer

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Voxer is described as a “real-time Walkie Talkie app” for remote teams and individuals. 

Coaches can use Voxer to record voice notes and send to clients, or use instant voice, video, or image-based communications to talk to clients in real-time. 

Pricing: Free plan (basic features), $3.99/month, or $6 for businesses. 

5. WhatsApp

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WhatsApp is the Meta-owned messaging platform used by over 2 billion people worldwide. 

WhatsApp is another way for coaches to keep in contact and have live calls with clients for free.

However, unless you use WhatsApp Business and integrate it with other platforms—such as ZipMessage—it lacks numerous features that coaches need to run their businesses. 

Pricing: Free for personal use. WhatsApp Business accounts get 1,000 free messages per month, and then will pay a per-message rate.

Online Course Creation

One of the best ways a coach can scale is by creating and delivering online courses.

That way, your revenue isn’t limited to the amount of time you’ve got available for one-on-one sessions with clients.

Let’s look at a few tools that help with this.

6. Teachable

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Teachable is an online course creation platform used by over 100,000 creators and coaches worldwide.

With Teachable, you can create courses, customize them, and the platform handles client payments and gets that money to you while also taking care of tax and other payout allocations. 

Pricing: Free, with prices ranging from $39/month (basic) up to $299/month for larger businesses. 

7. Thinkific

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Thinkific is another popular online platform for creating and selling online courses. 

Thinkific has all of the tools coaches, and creators need to turn their knowledge into monetizable courses, including integrations with other software solutions, such as MailChimp and Salesforce. 

Pricing: Free, with $99/month (Start), $199/month (Grow), and a $499/month Expand option. 

8. TrueCoach

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TrueCoach is customized for personal trainers, gym owners, and fitness coaches. 

TrueCoach is the go-to software for health & fitness—while other coaches can use it, its features might not be relevant for business, life, and other types of coaching.

It’s a useful platform for engaging with clients, tracking client data, and creating branded coaching videos.

Pricing: From $25/month up to $119/month.

Note Taking

Taking notes and recording information is so important for coaches.

Outside of research and writing—recording client discussions, and noting next-actions increase accountability (for both coaches and clients!)

9. Evernote

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Evernote is one of the world’s most popular note-taking apps. 

With Evernote, you can create notes during and after coaching sessions, share them with clients, and even give mentees to-do lists so you know they’re taking action.

You can even scan documents and connect Evernote with other apps, such as calendars. 

Pricing: Free, $7.99/month (personal), or $9.99/month for professionals. 

10. Notion

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Notion is a digital workspace for individuals and teams. 

Coaches can use Notion to write notes, share with clients, and stay organized.

The tool comes with many templates to keep track of your work, as well as your client’s progress:

  • Calendars
  • Boards with individual cards
  • Simple text files for note sharing

Pricing: Free, with $4/month and $8/month (per user) options.

Business and Admin

Every coach has business and admin matters to take care of.

With the right apps and integrations, you can save time on this to spend more time focusing on clients. 

11. Nudge Coach

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Nudge Coach is a white-label app that’s designed for custom branding your coaching business.

Nudge Coach includes client chat, file sharing, messaging, automated program sequences, and goals features—all of which you can customize with your branding. 

The tool also offers a “Cards" feature for coaching content. They're perfect for creating videos, audio, or written material that can be sent out using automated program sequences.

Pricing: Free Plan (1-5 clients), $60/month Grow plan (up to 50 clients), $100/month Scale plan (up to 100 clients), and White label (available upon request).

12. Quenza

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Quenza is a platform designed for coaches, helping them increase engagement, scale, and automate service delivery. 

Quenza helps coaches: 

  • Increase client engagement, so they do the work between sessions 
  • Spend less time on paperwork, admin, invoicing, and sending agreements 
  • Scale a coaching practice beyond one-on-one sessions with your own programs and groups. 

Pricing: From $49/month (Lite), $89/month (standard), up to $149/month (unlimited) 

13. Satori

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Satori is a platform for creating and delivering coaching programs. 

Satori lets you design packages perfect to your needs, process payments, send questionnaires, and even sign agreements. It also integrates with Paypal, Zoom, Google Calendar, and Apple Calendar.

The platform comes with a handy timezone conversion feature that makes it easier to manage international coaching sessions. 

Pricing: Explorer (Free) Plan, $19/month Pioneer plan, and $39/month Trailblazer plan.

14. Paperbell

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Paperbell makes it easier to do admin for your business—so that you can focus on coaching.

Paperbell handles scheduling, payments, contract signing, and client management. 

The tool also provides a digital hub for your clients, where they can download resources that you've created for them.

Paperbell integrates with Stripe, Zoom, and Google Meet, for quick communications.

Pricing: $40/month.

15. DocuSign

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DocuSign is a cloud-based tool for sending agreements and contracts for clients to sign. 

Over 1 billion users and 1 million customers use DocuSign to send, amend, and sign contracts.

Coaches can use this too, making it easier to get clients to sign on the dotted line before formal coaching sessions start.

Pricing: $15 per month (up to 5 eSignature documents), with $45 and $65/month options available. 

16. Calendly

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Calendly is a simple scheduling tool for individuals, businesses, and coaches. 

Over 10 million people and businesses use Calendly to schedule meetings and calls. 

Get set up, create a calendar to show your availability, and either send links to clients, or embed the Calendly tool on your website so current and potential clients can see when they can book appointments.

Pricing: Free (basic plan), with $8/mo and $12/month options.

FAQ: Virtual Coaching Tools

What is virtual coaching software?

Coaches need software to run a successful business or consultancy.

Regardless of the coaching services you offer— business, executive leadership, sales, marketing, life, weight loss, spiritual, or something else— coaches need a toolkit to succeed.

Coaches need tools that will make it easy to communicate with clients, set up meetings, have live video calls, do group sessions, and run your complete end-to-end coaching program from one app.

What features do coaches look for in virtual coaching tools?

The features you need depend on your coaching program, how services are structured, and client preferences.

Generally speaking, it’s useful to have the following features:&

  • Communications: Multi-channel (integrate with other messaging apps and emails), async, and live calls, so you can have sessions with clients, and they can ask questions whenever they need.
  • Calendar: Set up live calls with clients, and have coaching sessions within the app.
  • A mobile app or website so that clients (and coaches) can keep working, communicate, and have sessions on-the-go.
  • Features to track a client’s progress between live calls.
  • Create group sessions and keep in contact with every attendee from those sessions.
  • A way to invoice clients and get paid.

How much does virtual coaching software cost?

Virtual coaching software can cost anything from Free to $200 per month.

With ZipMessage, we have a free tier, a basic tier for $19/mo, and a premium tier for $39/mo.

You can also work with other coaches or advisors for $8 per month for every additional user (up to 5 team members).

Wrapping up…

We hope you enjoyed this list of the best virtual coaching tools as much as we’ve enjoyed putting it together.

Questions or feedback? Let us know on Twitter or via e-mail!

Want to add more value to your coaching packages (without more live calls)? Interact with clients using ZipMessage. Grab your free account here.


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