Using Coaching Apps and Software Tools: How-To’s & Benefits

Coaching Apps

There’s nothing quite so freeing as finding the right tool to get multiple jobs done – quickly and easily. Remember the years before Google Drive became a thing? Organizations, coaches included, would have to send multiple different document versions to their collaborators. Documents would take up valuable space on a system’s hard drive. But with Google Drive, it’s easy to store vital records in the cloud, making it easy for a group of authorized users to access them.

Today, coaches can take advantage of a variety of online coaching apps and coaching software that are efficient and easy to use, like Google Drive. These tools make it easier for coaches to both serve their clients and manage a business. Plus, coaching apps and software also come with features and functions that make goal-setting, tracking, and accountability quicker to achieve for clients.

Before you read our list of the best coaching apps and software tools, we recommend you try Quenza for $1 a month. With powerful, easy-to-use tools to help you design and share your coaching activities and courses, our online coaching app will help you take your coaching business online today.

Benefits of Coaching Apps: For Organizations

Coach apps and coaching software have numerous benefits, but only if they are implemented and managed correctly. Taking the time to research the organization’s and clientele’s needs before shopping for a vendor is also critical.

Just as with mental health apps, coaching apps or software programs should be easy for users to navigate. If they’re confusing or come with features and functions a coaching business won’t use, then it will be money wasted. No matter what, research and planning should begin before execution.

Organizational Coaching Goals

First, consider what the technology can do for your coaching business and your clients. It can help to start with the advantages of organizational coaching overall, including:

  • Improved leadership skills, and thus organizational capabilities[1]
  • Facilitating smoother, more effective organizational change[2]
  • Boosting motivation, self-efficacy, and engagement of team members?[3]

Coaching software will help you manage your organization, and also provide certain benefits to your clients. There are a variety of programs on the market that can serve coaching businesses of all sizes. Solo practices and even groups of coaches can find a software program that meets their needs and budget. If you run a larger coaching organization with a group of coaches, software and apps can also help them succeed too.

While it’s possible to find standalone coaching apps that provide a single function, there are entire coaching software programs that can help coaches manage an organization. Many coaching management software programs also track the organization’s goals and can analyze business financials. But those aren’t the only benefits.

Benefits of Coach Apps: For Program Administrators

  •  Matching Capabilities

For larger organizations, coaching software often includes functions that allow administrators to match clients with coaches. When coaches and coachees are well-matched, it can increase the chances of the partnership being successful. Also, matching software cuts back on administrative time spent trying to match clients with the right coaches. 

  • Tracking Capabilities

With these functions, the organization can track and log interactions between coaches and their clients. Some coach apps will also include capabilities that track individual participation and activities. With these functions, coaches and coachees have access to an easy to use system that lets them glance through previous interactions. This can save time on session preparation. 

  • Enhanced Communication Functions

Keeping clients accountable, and giving clients access to coaches outside of sessions will increase the chances of them reaching their goals and making continued progress. Coach apps give coaches, administrators, and coachees the ability to send an email and automate alerts and notifications for things like goal due dates and individual account activity.

  • Assessment Capabilities

With these functions, coaching software programs allow administrators to send feedback surveys to clients. Many programs also create customized reports based on client feedback.

  • Management Functions

With larger organizations, it’s critical that administrators can manage and track several coaching initiatives at once. Automated workflows included in coaching software can enhance these features.

  • Integrate Processes

Administrators can easily enforce their organization’s guidelines and protocols with process integration. Coaching management software lets administrators easily upload their approved protocols into the system.

Coaching Software Benefits: For Coaches

As a practitioner, the right software and coaching apps can play an important role in growing your business.

  • Enhanced Communication and Integration

With these capabilities, coaches are given access to interactive tools that allow them to better communicate with clients and effectively manage customer relationships. When it comes to life coaching, establishing a strong and trusting relationship is vital, and streamlined, clear communication, a must.

  • Assessment Capabilities

Software and apps that are specifically designed for coaches come with the ability to initiate LES sessions or Leadership Effectiveness Survey sessions. These capabilities are unlimited.

  • Management Software

Coach apps and software programs let coaches manage their engagements, interactions, notes, and follow-up feedback all within one convenient coach portal. Many apps run on cloud-based technology, with others on vendor-hosted software – either way, by design they enable coaches to easily access portals from any mobile device.[4] With these features, coaches can manage clients and provide services while on-the-go.

Coach apps and software programs let coaches manage their engagements, interactions, notes, and follow-up feedback all within one convenient coach portal.

Coach App Benefits for Clients

With a huge range of products to choose from on the market today, it’s possible to move beyond just intuitive interfaces and integrate functionality such as progress tracking, live communications, and more into your online coaching business.

  • Progress and Development Tools

Progress and development tools allow clients to learn, set goals, and track their progress through the app. Users can access their accounts from a mobile device, which can help them stay on track even when obstacles and hurdles present themselves outside of sessions. 

  • Recording Capabilities

Coachees can significantly benefit from being able to look back through their statuses and the details of their last session. With these recording capabilities, it’s easy for clients to access records, session notes, SOAP notes, and more in-between coaching appointments, which can help them maintain their progress. 

  • Communication Functions

Communication is vital for a strong coaching rapport and will increase a client’s chances of success.[5] Most coaching apps include access to a secure and private client portal, where individual coachees can go to touch-base with their coach.

Increasingly, virtual care and coaching software is beginning to integrate a host of different communication functionalities that enable live, synchronous interactions across geographical distance. Examples include HIPAA-compliant video conferencing software, live messaging, SMS support, and more.

Furthermore, these apps also record the communications, so coaches and clients can look back through their interactions, gaining clarity and insight between meetings. With mobile capabilities, clients and coaches can access the mobile app from the convenience of a smartphone or iOS device.

Considerations When Buying a Coach App or Software

Before you consider buying new software or a coaching app for your organization, you need to ask yourself several questions to help you narrow down the right program and vendor:

  • Will the new software change how your coaching business functions or operates?
  • What’s your budget for investing in the software?
  • Will the coach app or software program require you to train other coaches or administrators on how to use it?
  • How much of a learning-curve will your clients have with the new program?
  • Is it reasonable to assume that the software will significantly enhance your business?

Practical Factors

Establishing a budget is one of the first steps in choosing the right coach app for your company. Also, you must get a decent grasp of how long you can reasonably expect both clients and other coaches to learn how to use the program. Apps and software that are more in-depth and give users access to a suite of functions will take longer to learn than a standalone option.

The more user-friendly the app is, the sooner everyone will learn how to use it. In general, a quicker learning curve will also protect the organization’s budget for the initial investment into the app. If you choose the right app, the investment should pay off quickly.

Many clients will appreciate access to a convenient app for checking in with their coaches, scheduling sessions, or reviewing notes.

If you’re in charge of a large organization or manage a group of coaches, you’ll want to get their feedback first. Ask what types of issues they are facing with the organization’s workflows and if automation could help free up their time. For clients, it might be a good idea to ask them what they think about using technology to enhance the coaching process.

Many clients will appreciate access to a convenient app for checking in with their coaches, scheduling sessions, or reviewing notes – this can have a positive impact on their engagement and continued use.[6]

How to Buy Coaching Software

To make sure you’re investing in the right software, you’ll need to start by considering what you want to achieve. Here are a few steps to help you decide what benefits you’d like to enjoy, and which features might help you unlock those advantages.

Define Your Organization’s Needs

Asking other coaches and clients what the organization’s needs are can help you narrow down your purchase decision. If you’re a new, solo coaching business, purchasing a standalone app might suffice.

Many vendors allow coaches to tack-on added features as their organization and client base grow. But first, you’ll need to determine what you need the app or software program to do for you. Do you want to:

  • Measure and track client improvement?
  • Encourage autonomy, ownership, and progress through rewards and intrinsic motivation?[7]
  • Make notes easier to store? Or run an email program? Many teletherapy and online coaching practitioners keen to grow their businesses will likely benefit from some form of practice management functionality, such as inbuilt billing or a secure document indexing system.

Chances are, whatever your current and future needs are, there will be a coach app for it.

Related: Your Ultimate Intrinsic Coaching Guide: Empower Others With This Methodology

What Do Other Coaches Use?

Ask around. Check with your fellow coaches and see what they’re using. What do they like about their coach app? How could it be better? Find out what they are using and then weigh your findings against your coaching business’s needs. 

There’s no need to restrict your search to your immediate peers either – many software solutions are easily flexible across different disciplines, from business coaching to fitness, mental health coaching, and beyond.

Determine How Much Software You Need

For smaller organizations, it can be challenging to determine how much software they will need. It’s often beneficial for those who fit this demographic to find a standalone service that can be enhanced with additional features as they grow.

In most cases, it’s best to find a vendor that offers a la carte options that let you pick and choose what you need. As the business grows, adding on disparate systems that don’t work together will cause massive organizational headaches down the road.


Buying a coach app or software program is an investment. As such, it’s not a good idea to buy one on a whim without making a list of options and then comparing them. Weight the pros and cons of each before speaking to a vendor, and reduce your risk by looking for options with a free or nominal trial period like Quenza or Nudge. This can reduce the chances of wasting money on an app that isn’t a good fit.

6 Great Coach Apps and Programs

The following apps and coaching software programs are some of the most popular for coaches on the market today.



Nudge Coaching AppNudge Coach is a client management system and mobile app. The program helps track client progress and improve accountability, goal setting, and goal-reaching.

On this list, Nudge Coach offers the most capabilities when it comes to client management, and is a highly personal app.

Features include:

  • Private, direct, and instant client messaging capabilities
  • Advance reminders – monthly, weekly, and daily
  • Group messaging functionality
  • Trackers and progress monitoring for client goals

Read more in The Nudge App Reviewed: What Is It, and Does It Work?

NameNudge Coach
Price$25+ monthly
Good ForTeam Development, Individual Coaching, Client Interactions, Business Coaching Software



Quenza Coach App SoftwareFor coaches who want more control over their course content, Quenza is a versatile platform ideal for mental health, life coaching, business coaching, and more. White-label, thus letting you build custom content under your own brand, this coaching app offers activity-building tools for easier course design, starting from the ground up with drag-and-drop custom fields.

Quenza can be used to create an entire coaching course from scratch, starting with assessments or templates for goal-setting. These can be followed up with homework, progress quizzes, reading material, and coaching interventions using the software’s Pathway tool. To encourage more between-session learning, coaching sequences can be saved and scheduled for sharing with clients through a private portal on their mobile app.

As well as communication tools for engagement, the app helps coaches monitor and encourage progress by collecting feedback from exercises and client assessments, which can then be viewed as reports. With pre-designed activity templates to make course building more efficient, the app is great for established coaches and those just starting out.

Price$1+ monthly
Good ForIndividual Coaching, Team Coaching, Client Engagement, Life Coaching, Mental Health Coaching, Online Coaching, e-Therapy, Digital Health



CoachVantage App for CoachesWith CoachVantage, coaches can accomplish the following tasks, making this program a robust suite with numerous uses and benefits:

  • Schedule clients
  • Accept and manage payments
  • Take and store notes
  • Send invoices
  • Upload documents

The program is also website-compatible, allowing coaches to embed a scheduling page for their company where clients can book online. The online booking capabilities are integrated with Zoom and also come with automatic timezone conversions.

For coaches who use email marketing to book new clients, the program also integrates with ConvertKit email marketing software. Coaches who need a program that will offer enhanced marketing capabilities can significantly benefit from CoachVantage.

Price$29+ monthly
Good ForMarketing, Practice Management, Client Interactions, Creating Coaching Plans



Acuity Scheduling App for CoachesScheduling mistakes can harm a life coach’s reputation and also impact the company’s bottom line. With automated appointment scheduling software like Acuity Scheduling, coaches can avoid double-booking and keep clients informed and reminded of upcoming appointments.

These abilities decrease the incidences of no-shows. The program works on autopilot 24/7, allowing coaches to fill up their calendar with sessions in the background. Once a client books a session on Acuity, the program will automatically send them reminders and confirmations via text. The program also accepts payment processing.

NameAcuity Scheduling
PricePractice Management, Appointment Scheduling, Billing
Good ForFree versions available



MasterCoach App for CoachesDeveloped for organizations, this affordable app is designed to facilitate better teamworking. By helping leaders coach co-workers to recognize and implement their unique strengths, it’s a way to enhance engagement while working together towards positive organizations.

It comes with features that enable goal-setting, such as the Coachpad, and even offers ready-to-go coaching questions for anyone that stimulate reflection and encourage action.

NameThe MasterCoach App
Price$3.99+ monthly
Good ForStrength Building, Organizational Coaching, Team Development




Coaches Console Coach AppIntended as an all-in-one practice management console for coaching practitioners, this app helps professionals to streamline their marketing, scheduling, payments, client management, and more.

If you’re looking for a way to customize your documents and reports under your personal brand, Coaches Console is a great white-label platform to look into – it even integrates with popular accounting platforms to simplify office management and save you time. Coaches in all fields can trial this software for free, otherwise pricing begins at $147+ per month.

NameCoaches Console
Price$147+ monthly
Good ForBilling, Practice Management, Client Scheduling

Final Thoughts

Technology has revolutionized the way people work, socialize, and manage their day-to-day affairs. Life coaches can only stand to benefit from implementing new, sophisticated technology into their coaching processes and organization. For clients, having access to convenient portals and scheduling apps makes it easier for them to book sessions and stay on-track with their goals and progress.

Finding the right coach application will take some time. Coaches will need to search for a reputable vendor. For those who are new to coach apps and management software, they may not choose the right fit the first time.

Experimentation with different apps may be in order before finding the right software program for your business and clients. But once you find that app, you’ll have a hard time remembering how you managed before you deployed the software. Coaching tools will streamline your processes and automate repetitive administrative tasks. Instead, you’ll spend more time in client-facing positions, helping people reach their goals and live a healthier lifestyle.

Have you managed to find your favorite coaching software yet? What type of coach application have you implemented into your coaching processes? Please share your experiences with us in the comments section.


  1. ^ Walker-Fraser, A. (2011). An HR perspective on executive coaching for organisational learning. International Journal of Evidence Based Coaching & Mentoring, 9(2), 67.
  2. ^ Grant, A. M. (2010). It takes time: A stages of change perspective on the adoption of workplace coaching skills. Journal of Change Management, 10(1), 61.
  3. ^ Spence, G. B., & Grant, A. (2007). Professional and peer life coaching and the enhancement of goal striving and well-being: An exploratory study. The Journal of Positive Psychology, 2(3), 185.
  4. ^ He, D., Naveed, M., Gunter, C. A., & Nahrstedt, K. (2014). Security concerns in Android mHealth apps. In AMIA, Annual Symposium Proceedings (Vol. 2014, p. 645). American Medical Informatics Association.
  5. ^ Wrench, J. S., McCroskey, J. C., Berletch, N., Powley, C., & Wehr, A. (2008). Organizational coaching as instructional communication. Human Communication, 13, 281.
  6. ^ Gan, G. C., & Chong, C. W. (2015). Coaching relationship in executive coaching: a Malaysian study. Journal of Management Development, 34(4), 476.
  7. ^ Losch, S., Traut-Mattausch, E., Mühlberger, M. D., & Jonas, E. (2016). Comparing the effectiveness of individual coaching, self-coaching, and group training: How leadership makes the difference. Frontiers in Psychology, 7, 629.

About the author

Seph Fontane Pennock is a serial entrepreneur in the mental health space and one of the co-founders of Quenza. His mission is to solve the most important problems that practitioners are facing in the changing landscape of therapy and coaching now that the world is turning more and more digital.

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