Every client, every session, every outcome — one board.
Life coaches, business consultants, therapists, tutors, and solo practitioners. Client roster with package status, session calendar with intake + follow-up templates, session notes (private or client-visible), invoicing per package, outcome tracking, program milestones. Built for the solo practice that’s ready to scale without hiring admin.
Simulation · fabricated data · not an actual client
01 · The base CRM · practitioner-only
The back office. Behind a private login.
Only the coach opens it. Clients get their own read-only Client Portal view (their sessions, their notes if shared, their invoices). Below: four of the pages that ship in the base coaching build.
10:00 AM · Jane Doe · Week 4 of 12-week package · intake follow-up
Alerts
Sam Smith package renews in 2 sessions · Emma Johnson intake scheduled Thu · 2 invoices past due
One-glance state of the practice. Active clients, sessions this week, month-to-date revenue, next session with package context. Alerts row surfaces package-renewal windows, upcoming intakes, unpaid invoices, and any compliance deadlines.
Session calendar
SIMULATION
Sample Coaching PracticeJohn Doe · Coach
This week (7 sessions)
Mon 10 AM · Jane DoeNotes done
Mon 2 PM · Sam SmithNotes done
Tue 11 AM · Emma JohnsonIntake
Wed 9 AM · Michael BrownConfirmed
Wed 3 PM · Olivia DavisConfirmed
Thu 10 AM · Noah WilsonConfirmed
Fri 1 PM · John Doe (Jr)Confirmed
Every session, every status. Confirmed / intake / follow-up / notes-done. Click a session to open the client’s file, prior-session notes, and the session-notes template pre-filled with agenda + goals. Auto-fires reminder emails 24 hours out.
Client roster
SIMULATION
Sample Coaching PracticeJohn Doe · Coach
Active clients (14)
Jane Doe · 12-wk packageWk 4 of 12
Sam Smith · 6-wk packageWk 5 of 6 · renew
Emma Johnson · intakeStarts Tue
Michael Brown · monthlySession 8
Olivia Davis · 12-wk packageWk 7 of 12
Noah Wilson · singlePost-session
John Doe Jr · monthlySession 3
+ 7 more clients...
Every client, every package, every session count. Contact info, active package, sessions completed / remaining, outcomes tracked, invoice status, private notes. Click a client for their full arc — every session note, every payment, every goal set and hit.
Compliance · Practice
SIMULATION
Sample Coaching PracticeJohn Doe · Coach
Practice compliance & filings
LLC annual reportDue in 89d
Professional liability (E&O)Due in 41d
ICF credential renewalDue in 175d
Continuing education hours15 of 40 done
Business license (city)Due in 118d
Quarterly estimated taxDue Q4 · Jan 15
Client agreement template✓ Current
Every filing that keeps a solo practice legal. LLC annual, professional liability (Errors & Omissions), credentialing renewals (ICF, ACC, board-cert), CE hour tracking, city business license, quarterly estimated taxes. Solo practitioners drown here without a board — this puts it all in one spot.
02 · Client Portal plugin · magic-link view
Clients see their own sessions, notes, and invoices. No password.
Add-on plugin. Each client gets a magic-link URL that shows only their session history, shared notes (if you chose to share), invoices, package progress. Nothing else. Read-only. Kills the "when is my next session?" text. Book new sessions from inside the portal (subject to your availability rules).
Client sign-in · magic link
SIMULATION
Sample Coaching Practice · ClientsSign in
Enter your email
jane.doe@example.com
Email me my link
No password. Click the link in your inbox, you’re in.
Magic-link auth. Client enters their email, gets a one-tap sign-in link. Coach controls which emails have access from the CRM roster page. When a client’s package ends, one tap revokes their access.
Client home
SIMULATION
Sample Coaching PracticeJane Doe
Hi, Jane.
Your next session is Monday 10 AM.
Package progress
Week 4 of 12
8 sessions remaining · ends Nov 15
Next session
Monday, Aug 25 · 10:00 AM · agenda shared
Recent invoice
Package 3 · $1,200 · PAID Aug 5
What each client sees on load. Their package progress, next session, most recent invoice. Book new sessions, view shared notes, pay outstanding invoices. Nothing about other clients. Nothing about coach’s ledger.
Session book · self-schedule
SIMULATION
Sample Coaching PracticeJane Doe
Available this week
Mon Aug 25 · 10 AMBOOKED (you)
Tue Aug 26 · 11 AMAvailable
Wed Aug 27 · 2 PMAvailable
Thu Aug 28 · 9 AMAvailable
Thu Aug 28 · 3 PMAvailable
Tap a slot to book · uses 1 of your 8 remaining sessions
Client self-booking, respecting your rules. Only shows slots you flagged available. Only lets the client book if they have sessions remaining on their package. Auto-fires calendar invite + intake questions if applicable. No back-and-forth email.
Coach tools · Client access
SIMULATION
Sample Coaching PracticeJohn Doe · Coach
Client portal access
Grant, revoke, or reset a client’s portal access.
+ Grant access to new client
Jane DoeActive · wk 4/12
Sam SmithActive · renewal wk
Emma JohnsonPending intake
Olivia DavisActive · wk 7/12
Coach-only management. Grant or revoke portal access per client. Reset magic-link email. Watch which clients have viewed shared notes. When a package ends and isn’t renewed, one tap archives their access while keeping their history.
03 · The wired-in calendar · where everything meets
Every session, every package renewal, every filing — one calendar.
The calendar reads your Compliance board AND your Sessions board directly — credential renewals, insurance dates, session slots, package expiration windows all show up on the day they matter. Add a workshop, a retreat, a speaking gig — it appears where it belongs.
Month view
SIMULATION
Sample Coaching PracticeJohn Doe · Coach
September 2026
S
M
T
W
T
F
S
1
Jane 10a
2
Sam intake
3
4
Emma 9a
5
6
7
8
Jane 10a
9
10
11
Sam pkg renew
12
13
14
15
E&O renewal
Compliance · renewals Sessions
Everything on one grid. Rose chips = compliance renewals + package expirations (things that need attention before the session hits). Blue chips = booked sessions. Package renewal windows highlighted so you never accidentally give a free session past a client’s expiration.
Session 3 of monthly package · agenda: mid-month check-in
+ Add event on this day
Every event on one day. Package-expiration alert + regular session = one screen. Send-renewal-offer fires a Square invoice + a personal note template. Mark-graduated closes the client’s active status while keeping their history in the archive.
Reminders
SIMULATION
Sample Coaching PracticeJohn Doe · Coach
Reminders & Notifications
✓ Permission granted
Warn me this many days ahead
7 days ▾
Sample alert: 🔔 Sample Coaching Practice · Sam Smith package expires Fri · E&O insurance renewal 41 days out
You’re in control. Master on/off, per-category toggles (compliance vs. sessions), 7-day default fits a coaching pace — enough runway to send renewal offers, book intakes, and prep session notes. Snooze during breaks.
The plugin doctrine
Same plugin architecture as every industry we build for. The Wired-in Calendar plugin reads Clients, Sessions, Packages, and Compliance data automatically. When you add the Client Portal, clients self-book within your availability rules. When you add Payment Processing, package invoices become one-tap payable in the portal. When you add Group / Cohort Sessions, you can run workshops or retreats with the same architecture. Plug it in once. Everything else knows about it.
See the base plugin catalog on the CRM home page — pricing and tiers are the same across every industry.
This is what your practice could run on.
10-question intake. We come back with a scoped proposal that names your package structure, your session-notes template, your credentialing tracker, and your client-portal treatment. Base CRM in weeks. Plugins layer in as your practice grows.