What is the Best Calendar Booking Tool for Coaches?

Finding the Right Appointment Booking Tool for Efficient Scheduling

If you’re a coach, managing your schedule smoothly is essential to giving your clients the best experience possible.

But choosing the right appointment booking tool isn’t always straightforward.

You want a tool that lets clients book effortlessly, saves you time, and works well with your current calendar and online meeting tool — if you have meetings online.

For many coaches, Acuity Scheduling stands out as the top choice, thanks to its robust feature set, including payment collection, automated reminders, and calendar syncing.

But depending on your setup and needs, other tools might also be worth considering.

The Challenge of Manual Scheduling

Do you often find yourself caught in a back-and-forth with clients just to pin down one appointment?

Manual scheduling can quickly turn into a time-consuming headache, especially with clashing schedules or time zone mix-ups.

With an online booking tool, clients choose a time that works for them and you — without the need of the usual back-and-forth.

Automated reminders, rescheduling options, and integrated calendars mean the tool handles much of the admin, freeing you up to focus on what you do best — coaching!

Do You Really Need an Appointment Booking Tool?

Are you using Microsoft 365 for Business or Google Workspace?

If you’re currently using Microsoft 365 for Business or Google Workspace, you might already have access to a built-in booking tool.

Microsoft Bookings is included in Microsoft 365 for Business plans and works seamlessly with your Outlook calendar and Microsoft Teams right out of the box.

Google Appointment Scheduler comes as part of Google Workspace Business Standard or higher and is designed to work perfectly with Google Calendar and Google Meet.

Using either of these tools could save you the cost of a separate booking service.

Not sure if you have Microsoft 365 for Business or Google Workspace?

We offer a free service where we can check whether you’re using Microsoft 365 for Business or Google Workspace. You can find out more here.

Would a Customer Relationship Management System (CRM) Offer Better Value?

Many CRMs include appointment booking features, along with tools to manage client relationships, track progress, and automate regular communication.

While a dedicated booking tool is great for simplifying booking your client appointments, a CRM can handle multiple aspects of your coaching business — from appointments to communication and marketing.

If this sounds useful, check out our blog on choosing the right CRM to find one that best fits your needs.

Key Features to Consider for Appointment Booking Tools

When evaluating appointment booking tools, consider the following features to enhance your coaching practice:

1. Integration with Zoom, Google Meet, or Microsoft Teams

For virtual sessions, ensure the tool connects directly to your preferred video conferencing platform, automatically generating meeting links for each appointment.

2. Automated Reminders

Automated email and text message reminders can decrease no-shows and help clients prepare for sessions.

3. Payment Collection at the Time of Booking

If you charge per session, a tool that processes payments during booking streamlines transactions and secures your income.

4. Rescheduling Options for Clients

Allowing clients to reschedule within your guidelines offers flexibility and maintains professionalism.

5. Calendar Sync to Prevent Double-Booking

Integration with your existing calendar prevents scheduling conflicts and ensures accurate availability.

6. Customisable Booking Forms and Reminder Messages

Tailoring booking forms and reminders enables you to gather necessary information and personalise client communication.

7. Buffer Time Between Appointments

Setting buffer periods between sessions allows for preparation and prevents back-to-back scheduling.

8. Recurring Appointments for Regular Clients

For ongoing regular sessions, the ability to set up recurring appointments saves time and keeps schedules consistent.

Comparison of Top Appointment Booking Tools for Coaches

Here’s how popular booking tools compare based on these essential features:

All pricing accurate at the time of publication. Always refer to the provider’s website for current pricing.

Why We Recommend Acuity Scheduling

For most coaches, Acuity Scheduling is the most comprehensive option, offering all the essential features while remaining easy to use.

Here’s are some of the benefits:

• Acuity’s automated SMS reminders help cut down on no-shows, keeping your schedule running smoothly.

• By collecting payments when clients book, Acuity saves time and secures your income.

• With support for recurring appointments, Acuity makes it easy to maintain ongoing client schedules without needing constant rebooking.

Conclusion

Finding the best booking tool for your coaching practice is about understanding what features matter most to you. Acuity Scheduling comes highly recommended for its flexibility and range of features, but if your needs differ, tools like Calendly, Microsoft Bookings, or Google Appointment Scheduler could also suit you well.

Ready to Simplify Your Booking Process?

Start with a free trial of Acuity Scheduling or explore other options based on what best fits your setup and budget.

Still Unsure What’s Right for You?

If you can’t see the wood for the trees and need help being guided to the right solution for you, we can help. Find out more about our Tech Guide service.