Client portal
Every client logs in to their goals, actions, check-ins, resources and session notes. Works beautifully on a phone.
Business coaching software: program portals & check-ins
Business coaches: accountability that lasts between sessions. Coach more, chase less.
Goals live in your session notes, check-ins come in by email when clients remember and your best templates are spread across Google Drive, Dropbox and old Zoom chats. Then you chase last month's invoice. We build program portals for business coaches with goals, check-ins, resources and payments in one place. Then we host them and look after them.
Looking for business coaching software that keeps clients moving between sessions?
Coaching works when clients actually do the work between sessions. The trouble is that the hour on Zoom is the only part most coaches can see. Goals get set and written in a notebook. The client says they'll send an update Friday. By the next session you're spending twenty minutes working out what happened instead of moving the business forward. Add group programs, intake forms, agreements and recurring billing and the admin starts to eat the coaching.
Wollopit builds custom coaching portals around how you actually coach. Clients log in to see their goals, their actions and the resources for this stage of the program. Weekly check-ins go out on their own and land on your dashboard before the session. Programs sell and enrol online. Payments run themselves into Xero or MYOB. We connect the tools you already like, like Zoom, Calendly and Stripe, then host and look after the lot so you can get back to coaching.
01The problems
What we hear from business coaches
Does your business coaching practice have these problems? Here's how we'd fix them.
Most coaches we talk to are brilliant in the room and running the practice on notes, inboxes and a spreadsheet. It holds up until you hit fifteen clients and a group program at the same time.
- The problemGoals get set, then forgottenNinety-day goals are written in your session notes. The client never sees them again until you bring them up.How we fix itGoals and actions in the client's own portal with owners, due dates and progress both of you can see every day.
- The problemCheck-ins by email, when they rememberSome clients send a novel on Friday. Some send nothing. You can't tell who's stalling until the session.How we fix itScheduled weekly check-ins with the same short questions every time. Wins, numbers, blockers and a confidence score land on your dashboard.
- The problemYou walk into sessions coldFive minutes before a call you're scrolling emails and notes to remember what they promised last time.How we fix itA session prep sheet for each client: last actions, latest check-in, goal progress and anything flagged, all on one screen.
- The problemResources scattered everywhereTemplates in Google Drive, worksheets in Dropbox, videos on Loom and a link you sent in a Zoom chat eight months ago.How we fix itA resource library in the portal, unlocked by program stage so clients get the right worksheet at the right time.
- The problemPrograms are hard to sellYour 90-day program lives in a PDF and a sales call. Interested owners can't see what they'd get or sign up without a back and forth.How we fix itProgram pages with outcomes, inclusions and pricing. Owners apply or enrol online and land straight in the portal.
- The problemOnboarding takes a week of emailsAgreement sent, intake form sent, invoice sent, Calendly link sent. Something always goes missing.How we fix itOne onboarding flow: agreement signed, intake questionnaire done, first payment taken and first session booked.
- The problemChasing paymentsMonthly retainers invoiced by hand, cards expire and you feel awkward raising it mid-session.How we fix itRecurring payments and payment plans through Stripe with automatic retries and receipts. Everything reconciles in Xero or MYOB.
- The problemGroup coaching gets messyCohort members in a Facebook group, a WhatsApp chat and an email list. Half of them miss the replay link.How we fix itCohort portals with shared resources, discussion, call replays and a group calendar. Each member keeps their own private goals.
- The problemNo proof of resultsYou know clients grow but you've got no numbers to show for it when renewals come round.How we fix itBefore and after tracking on revenue, hours worked and key metrics, with a progress report ready for each renewal conversation.
- The problemRenewals slip through the cracksA program ends, nobody mentions what's next and a great client quietly drifts off.How we fix itProgram end dates on your dashboard with renewal reminders, a wrap-up review and an easy next-program offer.
02What we build
Solutions
What we build for business coaches. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Goal & action tracking
Quarterly goals broken into weekly actions with due dates, progress bars and nudges when things stall.
Weekly check-ins
Short scheduled check-ins with wins, numbers, blockers and a confidence score. Reminders go out on their own.
Session prep & notes
Prep sheets before each call and shared notes after it, with agreed actions pushed straight into the portal.
Resource library
Templates, worksheets, videos and frameworks released by program stage. Upload once, share with the right clients.
Program sales pages
Your 90-day, 6-month and VIP programs with outcomes, pricing, applications and online enrolment.
Onboarding flow
Agreement signing, intake questionnaire, first payment and first booking in one smooth sequence.
Recurring payments
Retainers, payment plans and upfront options through Stripe with retries and invoices into Xero or MYOB.
Group cohorts
Cohort spaces with shared resources, discussion threads, call replays and private goals for each member.
Booking & Zoom links
Session bookings tied to each client's package, Zoom or Teams links created automatically and reminders sent.
Business metrics tracking
Clients log revenue, profit, leads and hours each month so progress shows up as real numbers.
Progress reports
Program wrap-up reports showing goals hit and metrics moved, ready for renewals and reviews.
Coach dashboard
Who's on track, who's gone quiet, who's up for renewal and what's due this week, on one screen.
03The systems
The big ones
Your whole coaching practice, on one system.
These are the systems coaches ask us about most. Each one works on its own. Joined up, the portal starts doing the chasing for you.
Goals & check-ins
Clients know what they promised. So do you.
Goals set in a session go straight into the client's portal as weekly actions with due dates. Check-ins go out on schedule and roll up into a dashboard that shows who's flying and who's gone quiet before you ever open Zoom.
- Quarterly goals and weekly actions
- Owners, due dates and progress bars
- Scheduled weekly check-ins
- Wins, blockers and confidence scores
- Automatic reminder nudges
- Quiet client alerts
- Session prep sheet per client
- Shared notes with agreed actions
- Your own check-in questions
- Check-in history over the whole program
Programs & onboarding
Programs that sell and start themselves.
Every program gets its own page with outcomes, inclusions and pricing. Owners apply or enrol online, sign the agreement, fill in the intake questionnaire, pay and book their first session without a single email from you.
- Program pages on your website
- Applications or instant enrolment
- Agreements signed online
- Intake questionnaire and business snapshot
- First payment taken at sign-up
- First session booked automatically
- Welcome sequence by email
- Portal access set up on enrolment
- Waitlists for full programs
- Discount and referral codes
Resources & cohorts
The right worksheet at the right week.
Your frameworks, templates and videos live in a library that unlocks as clients move through the program. Group programs get cohort spaces with shared discussion and replays while each member keeps their goals private.
- Resource library by program stage
- Templates, worksheets and videos
- Drip release week by week
- Cohort discussion threads
- Group call replays
- Group calendar and reminders
- Private goals inside a group
- Track who opened what
- Downloadable branded workbooks
- Update a resource once for everyone
Payments & renewals
Get paid without the awkward chat.
Retainers, payment plans and upfront fees run through Stripe and reconcile in Xero or MYOB. Failed cards retry on their own. Program end dates and progress reports line up the renewal conversation before a good client drifts off.
- Monthly retainers and payment plans
- Upfront and pay-in-full options
- Automatic card retries
- Receipts and tax invoices sent
- Syncs to Xero or MYOB
- Pause or upgrade a package
- Program end date reminders
- Before and after metrics
- Wrap-up progress reports
- Next-program offers
04How it changes
Before and after
A 90-day program, wolloped.
Here's how one client's program could change. Every coaching practice runs differently, so we map yours first.
Before
- Agreement, intake form and invoice sent in three emails
- Goals written in your notebook in session one
- Check-ins arrive by email when the client remembers
- Templates sent as links that get lost
- You scroll the inbox five minutes before each call
- The program ends and nobody mentions what's next
After
- Client enrols, signs, pays and books in one go
- Goals and actions land in their portal straight away
- Weekly check-ins go out and come back on schedule
- Resources unlock as they move through the program
- A prep sheet is waiting before every session
- A progress report and renewal offer are ready in week 11
05Services
Everything under one roof
Software, websites and systems for business coaches.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for business coaches
Built around how your business coaching practice actually runs: client portal, goal & action tracking and the admin in between, in one system you own.
Websites for business coaches
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Business coaching practice system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for business coaches
Weekly check-ins and session prep & notes: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Zoom, Microsoft Teams and Calendly so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your business coaching practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the platforms you're happy with or replace the ones holding you back.
- Zoom
- Microsoft Teams
- Calendly
- Acuity Scheduling
- Google Workspace
- Microsoft 365
- Xero
- MYOB
- Stripe
- PayPal
- GoCardless
- HubSpot
- ActiveCampaign
- Mailchimp
- DocuSign
- Kajabi
- Thinkific
- Paperbell
- Loom
- Slack
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your business coaching practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on how you coach, onboard and bill, then work out where clients drop the ball and where your admin hours go.
- 02
Archi-tech
We plan it before writing code: your programs, goals, check-ins, resources, cohorts, payments, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the check-ins and goals first so you feel the difference in your next round of sessions.
- 04
Look after
We host it, maintain it and keep improving it as your programs grow. When something breaks you call the people who built it.
08Questions
FAQ
Things business coaches ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can I run group programs too?
Yes. Cohorts can share resources, discussion and call replays while each member keeps their own private goals and check-ins.
Can I write my own check-in questions?
Yes. You set the questions, how often they go out and when reminders are sent. Different programs can have different check-ins.
Will clients actually use it?
That's why we keep it simple and quick on a phone. A check-in takes a couple of minutes and the reminders do the nagging so you don't have to.
Do I have to stop using Kajabi, Calendly or Zoom?
No. If a platform is doing its job we build around it and connect to it. If something is holding you back, we'll show you what replacing it would involve before anything changes.
Can it take payments and send invoices to Xero?
Yes. Retainers, payment plans and upfront fees run through Stripe and reconcile in Xero or MYOB, with failed cards retried automatically.
Is client information kept private?
Yes. Each client only sees their own goals, notes and check-ins. Everything is hosted securely on our managed servers in Australia and access is controlled by you.
How much does a coaching portal cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
We plan it in stages so you get the first win early. A goals and check-in portal can be running well before the full program, payments and cohort setup is finished.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need a change you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most business coaches we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a business coaching practice problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.