Booking, intake and notes for every client, and then the rest of what a coaching business sells: group programs, a membership, a course, a retreat. One record per person through all of it, on your own website, with the books kept as you go.
Whatever you choose, these are the things that decide whether the software carries the work or you do. The last column is the lowest ColibriOS plan that includes it; every plan contains the one before it.
| Look for | Why it matters | In ColibriOS |
|---|---|---|
| One client record across sessions, programs and payments | If the program lives in another tool, the client's history is split and so is your attention. | Serve |
| Self-booking with intake forms and waivers | The first session should start with the questionnaire already answered. | Serve |
| Packages, deposits and pay-over-time | A six-session package sold once is worth more than six sessions chased. | Serve |
| Notes and a pipeline for leads | Discovery calls are a pipeline; a spreadsheet forgets to follow up. | Serve |
| Email and text to your own list | Clients and leads should get your newsletter from the same place they were booked. | Serve |
| Group programs, memberships and courses | One-to-many is where a coaching business scales; the tool should not block it. | Gather |
| A website you own, with sign-up forms wired to the CRM | A booking page on someone else's domain is a rented storefront. | Serve |
| Bookkeeping and a tax-ready report | Knowing what you kept, not just what you billed, is the number that runs the business. | Serve |
Every client has a single record: sessions booked and attended, intake answers, notes, payments, emails sent, the programs and courses they are in, the tags you gave them. Book a discovery call and the person becomes a lead; buy a package and the lead becomes a client, with nothing re-typed.
Session types with their own length, price, intake form and waiver. Client self-booking from your site with your real availability and your outside calendar's busy times blocked. Deposits, packages and pay-over-time. Confirmations, reminders and session emails in your own words, timed before and after each call.
Group programs with a cohort and a start date. Workshops and events with capacity and waitlists. A recurring membership with member-only spaces. A self-paced course with a student portal. A community for the people between calls. Each tier contains the one before it, so growing is a switch, not a migration.
Every session, package and program payment is income the day it lands. Connect your bank and expenses arrive on their own, categorized the way an accountant thinks; mileage is tracked at the official IRS rate. A tax-ready report at year end. Coaching tools stop at the invoice; this is the piece after it.
Most coaches start on Serve at $116 a month: 1:1 booking, intake, packages, notes, pipeline, email and text, a website, courses and the books. Move to Gather at $297 when you add a group program, workshops or a membership. Every plan contains the one before it.
Yes. Notes live on the client's record next to their sessions, intake answers and payments, so the next call starts where the last one ended.
Yes. Sell a package of sessions up front, or a deposit with the balance later, through your own Stripe or PayPal at your processor's standard rate. ColibriOS adds nothing per payment.
ColibriOS covers intake forms, waivers, booking, invoices and payments. If a signed coaching agreement is central to your onboarding, keep your signing tool; ColibriOS holds everything that happens after the signature.
Yes. Connect your Google, Outlook or Apple calendar and busy times are blocked from your booking page automatically; ColibriOS bookings appear in your calendar through a feed.
Yes, on Gather: a program with a cohort, a start date, group sessions with capacity, a member-only space and the course material alongside it.
Import them from a CSV; they arrive as contacts with notes and tags. Export them again whenever you like. Your list is yours.
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