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Coaching scheduling software for one-on-one coaches

Calenday is coaching scheduling software that lets clients book a free discovery call or a paid session from one link. It reads your Google Calendar or Outlook live, adds a Zoom link and collects payment through Stripe before confirming, with the money going straight to your account. The free plan is unlimited; paid features cost $99 once.

The problem

What slows coaches down when booking clients?

Coaches lose time to back-and-forth emails, unpaid sessions and clients who forget their call. A coaching practice needs one link for discovery calls, another for paid sessions, payment collected before the slot is locked in, and a reminder the day before. Calenday handles each of these steps.

  • Email ping-pong

    Finding a time across time zones can take four or five messages per client. A booking link shows open slots in the client’s own time zone.

  • Sessions that go unpaid

    Chasing payment after a session is awkward. Requiring payment at booking settles it before the call happens.

  • No-shows

    A client who forgets a 60-minute session costs you the hour. An email reminder 24 hours before lowers the risk.

  • Back-to-back calls

    Without a break between sessions, notes and preparation get squeezed. Buffers keep time free before and after each call.

Setup

How should a coach set up Calenday?

A typical coaching setup uses three event types: a free 20-minute discovery call, a paid 60-minute coaching session and single-use links for follow-ups. Connect your calendar, add Zoom and Stripe with the $99 license, and turn on a 24-hour email reminder. The whole setup fits in one sitting.

  • 01

    Connect your calendar

    Sign in with Google or Microsoft. Calenday reads your calendar live, so personal appointments block those slots automatically.

  • 02

    Create “Discovery call” (20 min, free)

    Add a 10-minute buffer after it and a 12-hour minimum notice so nobody books you an hour ahead.

  • 03

    Create “Coaching session” (60 min, paid)

    Turn on Stripe payment in USD and Zoom. The slot is held for 30 minutes while the client pays, and the Zoom link goes into the confirmation email.

  • 04

    Add a reminder and single-use links

    Use the preset workflow that emails the client 24 hours before. For a returning client, send a single-use link that works for one booking only.

Features

Which Calenday features help coaches most?

The Calenday features that matter most to coaches are live calendar sync, Zoom links created on confirmation, Stripe or PayPal payment before the session is confirmed, and automated email reminders. Calendar sync is free; Zoom, payments and reminders come with the Lifetime license at $99 once.

  • Calendar sync — free

    Google Calendar and Microsoft 365 are checked live each time a client opens your page. Confirmed sessions appear in your calendar with the client as a guest.

  • Zoom meetings — Lifetime

    Calenday creates a Zoom meeting on your account when a session is confirmed, even if no calendar is connected. The link is in the email and the .ics file.

  • Stripe and PayPal — Lifetime

    Clients pay before the booking is confirmed. The money lands in your own Stripe or PayPal account, and Calenday takes no commission.

  • Email reminders — Lifetime

    Send a reminder up to 28 days before, a thank-you note after the session, or a notice when a booking is canceled.

Cost

How much does coaching scheduling software cost?

Calenday costs nothing for the scheduling core and $99 once for the paid features. A solo coach can run discovery calls on the free plan indefinitely, then buy the Lifetime license to add Zoom, Stripe or PayPal payments and email reminders. There is no monthly fee and no per-user charge.

The free plan has no time limit. It includes unlimited event types and bookings, Google and Microsoft calendar sync, meeting polls and single-use links. Many coaches start there with a free discovery call.

The Lifetime license is a single $99 payment. It unlocks Zoom, Google Meet and Teams links, Stripe and PayPal payments, email workflows and analytics for every user in your account. If you later bring in an associate coach, the price stays the same. For other tools’ prices, see our comparison pages.

Limits

What doesn’t Calenday do for coaches?

Calenday is a scheduling tool, not a coaching platform. It keeps no client notes, goals or session history, sells no packages or memberships, and lets only the coach reschedule or cancel a booking. Coaches who need a client portal or program delivery should pair Calenday with another tool.

  • No client records or notes

    Calenday stores what clients enter when booking (name, email, reason and notes) but no coaching history, goals or files.

  • No packages or subscriptions

    Each paid booking is charged once. Session bundles, recurring billing and memberships are not available.

  • Clients can’t reschedule themselves

    Rescheduling and canceling happen from your dashboard. A client who needs to move a session has to ask you.

FAQ

Coaching scheduling questions

Can clients pay for a coaching session when they book?
Yes, with the Lifetime license. Connect Stripe or PayPal and turn on payment for an event type. The client pays before the booking is confirmed, the slot is held for 30 minutes during checkout, and the money goes straight to your account. Supported currencies are USD, EUR, GBP, CHF and CAD.
Does Calenday add a Zoom link automatically?
Yes. With the Lifetime license and a connected Zoom account, Calenday creates a Zoom meeting each time a session is confirmed. The link appears in the confirmation email, in the .ics file and in your calendar event. It does not yet appear on the confirmation page shown right after booking.
How does Calenday handle clients in other time zones?
Calenday detects each visitor’s time zone and shows your open slots converted to it, with a selector if the guess is wrong. Your availability stays defined in your own time zone and every booking is stored in UTC, so a coach in Denver and a client in London see the same session correctly.
Are refunds automatic when a session is canceled?
No. Canceling a paid booking, which only you can do from your dashboard, does not refund it automatically. You refund the payment yourself with one button on the Meetings page, and the money goes back through Stripe or PayPal. This lets you apply your own cancellation policy.
Integrations

Useful integrations

Start on the free plan. Decide later.

Unlimited bookings, no card, no countdown. If Calenday earns the $99, you will know within a week.

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