If you’d told me a few years ago that I’d be coaching people virtually from my dining room table — no less — I probably would’ve laughed.
But here we are. And let me tell you, having the right tools? It’s not just a bonus… it’s the whole dang game.
When I first started, I was piecing stuff together with free Zoom accounts, random Google Docs, and a prayer. Total chaos. Clients were missing appointments, I was drowning in notes, and trying to send invoices felt like decoding ancient scripts. I wish someone had just handed me a checklist of tools that actually work for virtual coaching — so, that’s what I’m doing for you.
These are the 10 tools that have made the biggest difference in how I run my coaching biz. Some are lifesavers, some are just nice to have, but all of them make life way easier.
1. Zoom (For Video Coaching Calls)
Obvious? Maybe. But it’s still the backbone of my setup. It’s reliable, easy to use, and everyone knows how it works. Just make sure you upgrade if you go past 40-minute sessions — learned that one the hard way mid-call with a new client.
If you’re just getting started, check out this guide on how to deliver coaching over Zoom or Skype.
2. Calendly (For Scheduling Without the Back-and-Forth)
No more “what time works for you?” emails. Calendly syncs with your calendar and lets clients pick a time that works for both of you. I’ve had folks book while I was asleep — waking up to new clients is a vibe.
If you want to make this even smoother, consider automating bookings and payments for coaching as your next move.
3. Notion (For Organizing Everything)
I keep client notes, session plans, content calendars, and even my goals in Notion. It’s like having a virtual coaching HQ. Once I built a dashboard template, I stopped feeling like I was chasing sticky notes around my desk.
4. CoachAccountable (For Real Coaching Structure)
If you’re doing serious coaching — with progress tracking, session notes, homework, and all that — this is a powerhouse. I didn’t start with it, but once I hit 5–6 regular clients, it helped me scale without dropping any balls.
I highly recommend having structure in place early. Start here: how to start an online coaching business the smart way.
5. Google Workspace (Docs, Sheets, Slides… all of it)
Still one of the most reliable and flexible tools for delivering worksheets, journaling prompts, and shared content. Plus, the real-time editing is perfect when you’re co-creating things with a client on a call.
6. Stripe or PayPal (For Getting Paid Smoothly)
I started with PayPal, but Stripe’s invoicing is chef’s kiss. Super clean, lets clients pay by card, and it integrates with a bunch of platforms. Either one works — just don’t make people jump through hoops to pay you.
If you’re using Payhip, here’s a solid walkthrough on setting up coaching sessions on Payhip.
7. Voxer (For Voice Note Support Between Sessions)
This one changed the game for me. Instead of long emails, clients send quick voice notes throughout the week, and I reply when I can. It keeps the momentum going without adding more calls to my calendar.
8. Loom (For Screen Recording and Tutorials)
Sometimes I need to explain how to use a tool or walk someone through a spreadsheet. Loom lets me record a quick video and send it over in seconds. Feels way more personal than just sending written instructions.
9. Canva (For Making Coaching Materials Look Pro)
I used to send Word Docs that looked like high school assignments. Canva helped me create clean, branded workbooks, goal trackers, and social graphics. Clients notice the difference — trust me.
Want to take your visual identity to the next level? Here’s how to build a coaching brand online that actually feels like you.
10. Slack or Telegram (For Group Coaching or Community)
If you’re running group programs, you need a space where everyone can connect outside of sessions. I’ve tried Facebook Groups (meh), but Slack has been amazing for keeping convos focused and organized.
Final Thoughts: Tools Don’t Coach. You Do.
Look, fancy tools won’t magically make you a better coach. I’ve been there, stuck in analysis paralysis trying to pick the perfect tech stack instead of just coaching. Don’t do that. Start simple, and add tools as you grow.
The best combo? Pick one for video calls, one for scheduling, one for notes, and one for getting paid. That’s your starter pack. Everything else is bonus.
Trust me, when your tools are dialed in, you can show up better for your clients. You’ll feel more confident, more organized, and more like the pro you are.
