Discovery calls, sessions and packages booked from the hours you are actually free, with intake and payment taken at booking, reminders in your own words, and the client record and the books filled in behind it. Not a booking link bolted onto a coaching business; the scheduling half of one system.
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 |
|---|---|---|
| Reads your real calendar, offers only free times | A scheduler that does not see your other calendar books over your life. | Serve |
| Free discovery calls and paid sessions on one page | The path from first call to first payment should be one link, not two tools. | Serve |
| Packages with sessions counted and pay-over-time | A six-session package sold once is worth more than six sessions chased one at a time. | Serve |
| Intake forms and waivers signed at booking | The questionnaire belongs before the session, not in a follow-up email. | Serve |
| Reminders you write, by email and text | No-shows drop when people hear from you the day before, in your voice. | Serve |
| Group programs with a cohort and a schedule | One-to-many is how a coaching practice grows past the calendar. | Gather |
| One client record across every session and payment | Notes, sessions used, payments and emails belong on the person, not in four tools. | Serve |
| Bookkeeping and a tax-ready report | Knowing what the practice kept, not just what it billed, is the number that runs it. | Serve |
Booking pages read your Google or Outlook calendar and offer only the times you are free, with buffers before and after, a minimum notice, a daily cap and different hours per session type. A client picks a slot, the event lands on both calendars, and the video link or the address goes out with the confirmation.
A free discovery call, a paid single session, a six-session package paid up front or over time, a recurring weekly slot, and a group program with a cohort and a schedule. Packages track sessions used and warn before the last one. A client who books the discovery call and later buys the package is one record, not two.
Intake forms and waivers are answered and signed as part of booking, so the first session starts with the questionnaire already read. Reminders are scheduled from the session time, by email or text, in your words. Reschedules and cancellations follow rules you set, and the client does them from the confirmation email without writing to you.
Every paid session and package is income in your books the day it lands, with the client, the session type and the payment on one record. Connect your bank and expenses are categorized the way an accountant thinks. What the coaching practice actually earned is a report you open. Then the same system runs your website, your newsletter, your courses and your group programs.
Yes. Connect either and booking pages offer only the times you are free; every booking lands on your calendar with the client's details, and a busy block you add later closes that time on the booking page.
Yes. A session type can be free, paid at booking, or sold as a package paid up front or in instalments, through your own Stripe or PayPal at the processor's standard rate. ColibriOS adds no fee on a booking.
Serve, at $116 a month, covers scheduling with intake and payment, packages, reminders, the client record, your website, the CRM, email and text, and the books. Gather, at $297, adds group programs with cohorts, workshops and retreats with capacity and deposits, and memberships.
Those are excellent calendars, and if a calendar is all you need they cost less. The difference is what happens after the slot is picked: here the intake, the package, the client record, the follow-up email and the books are the same system. Both are compared honestly on their own pages.
Yes, within the rules you set: how close to the session a change is allowed, and whether a late cancellation keeps the payment or the package session. They do it from the confirmation email; you get a note and the calendar updates.
Yes. Book the series once and the sessions are held on both calendars, with reminders before each one and the package count updated as they happen.
Each staff member has their own availability and session types, and a client can book a specific coach or the next available one. Multi-staff scheduling is on Gather.
Connect your calendar, rebuild your session types (most coaches have three or four), import your clients from a CSV with tags and consent, and point your old booking link at the new page. Existing appointments stay on your calendar and can be attached to the client record as they come up.
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