Client program portal
Your programs as weekly modules with videos, worksheets and tasks that unlock on schedule. Works on any phone.
Wellness coaching software: programs, check-ins & habits
Wellness coaches: support clients every day, not just session day. Programs, habits and check-ins.
Programs live in PDFs, check-ins land in five different DMs and you're chasing payments between calls. We build coaching portals that put your programs, daily habits, check-ins and payments in one place clients actually open. Then we host them and look after them.
Looking for wellness coaching software that keeps clients on track between sessions?
Coaching works when clients build habits, but most of the work happens on the days you're not talking to them. That's exactly where the gaps are. The program is a PDF sitting in their downloads folder. Check-ins arrive as Instagram voice memos at 10pm. Habits only get remembered on the Friday call. Payments come in by bank transfer after the third reminder. You end up as a coach, a content creator, a bookkeeper and a full-time inbox manager.
Wollopit builds custom coaching portals around the way you actually coach. Programs unlock week by week, clients tick off habits on their phone and the weekly check-in is a proper form instead of a scroll through DMs. Subscriptions bill themselves. Group programs run on their own start dates. You see who's thriving and who's slipping before they ghost. We connect the tools you already like, replace the ones getting in the way and look after the lot on our own servers.
01The problems
What we hear from wellness coaches
Does your wellness coaching business have these problems? Here's how we'd fix them.
Most coaches we talk to are brilliant with people and stuck with a patchwork of PDFs, forms, group chats and payment links. It holds together until you've got twenty clients at once.
- The problemPrograms sent as PDFsA 12-page PDF goes out on day one. By week three it's lost in their downloads and they're asking you to resend it.How we fix itPrograms live in a portal and unlock week by week, so clients always know exactly what today looks like.
- The problemCheck-ins scattered across DMsUpdates come in via Instagram, WhatsApp, email and the odd voice memo. You spend Sunday night piecing it together.How we fix itA structured weekly check-in form with ratings, notes and photos that lands on each client's timeline.
- The problemHabits only discussed on call dayYou find out on Friday they skipped the water, the walks and the bedtime all week.How we fix itDaily habit tick-offs on their phone with streaks. You see the week before the call, not during it.
- The problemClients go quiet by week fourMotivation dips, the logs stop and you only notice when they don't renew.How we fix itDrop-off alerts when someone hasn't logged in a few days, plus a friendly nudge that sends itself.
- The problemChasing paymentsBank transfers, invoices and awkward follow-ups between sessions. Nobody got into coaching to do debt collection.How we fix itSubscriptions and payment plans through Stripe or Ezidebit with automatic billing and failed-card retries.
- The problemSelling programs by DM'Link in bio' turns into a DM, a payment link, a welcome email and a manual setup for every single client.How we fix itSales pages with checkout. Pay, get the intake form, get access. All without you lifting a finger.
- The problemGroup programs are a juggleA Facebook group, a spreadsheet of start dates, Zoom links pasted into emails and nobody in the right week.How we fix itCohort programs with their own start date, a group feed, live call links and shared challenges.
- The problemContent all over the placeVideos on unlisted YouTube, recipes in Google Drive, worksheets in Canva and meditations in Dropbox.How we fix itOne content library, searchable and tagged, that drops the right resource into the right week.
- The problemIntake and notes everywhereHealth history in a Google Form, goals in an email, session notes in your phone's Notes app.How we fix itIntake, consent, goals and session notes in one secure client record you can pull up before every call.
- The problemBooking calls back and forthFive messages to land one session time, then a no-show because nobody sent a reminder.How we fix itSession booking tied to their package, with SMS reminders and sessions remaining shown to both of you.
02What we build
Solutions
What we build for wellness 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.
Weekly check-ins
Custom check-in forms with energy, sleep, mood and stress ratings, notes and progress photos.
Habit tracker
Daily habits clients tick off in seconds, with streaks, reminders and a weekly summary for you.
Progress & measurements
Weight, measurements, steps, sleep or whatever you track, charted over time so clients see how far they've come.
Subscriptions & payment plans
Monthly coaching, pay-in-three programs and packages with automatic billing, pauses and card retries.
Sales pages & checkout
Program pages that sell, with checkout, coupons and instant onboarding once they've paid.
Cohort & group programs
Group intakes with shared start dates, a community feed, live call links and group challenges.
Content library
Videos, recipes, meditations and worksheets in one place, tagged and dropped into the right program week.
Intake & client records
Health questionnaires, consent forms, goals and session notes kept together and kept private.
Session booking & reminders
Book calls against their package, with Zoom links, SMS reminders and sessions remaining tracked.
Coach dashboard
Who's on track, who's slipping, who's due to renew and what needs your reply today.
A website that coaches
Hand-built, quick on mobile, with your programs, free resources and email sign-ups, built to rank locally.
03The systems
The big ones
Your whole coaching practice, in one portal.
These are the systems coaches ask us about most. Each one works on its own and they get properly clever when they're joined up.
Program portal
Programs clients actually finish.
Your program becomes a portal clients open on their phone, not a PDF they forget about. Each week unlocks on schedule with its videos, tasks and resources, so nobody races ahead or falls behind without you knowing.
- Weekly modules that unlock on schedule
- Videos, audio, worksheets and recipes
- Tasks clients tick off as they go
- Progress bar for every client
- Add to home screen like an app
- Your branding, colours and voice
- Swap or tailor content per client
- Evergreen or fixed-date programs
- Completion certificates if you want them
Check-ins & habits
See the whole week, not just the call.
Clients tick off daily habits in seconds and fill in a proper check-in each week. You get a dashboard that shows who's flying, who's flat and who's gone quiet, so you can step in before they drop off.
- Daily habit tick-offs with streaks
- Custom weekly check-in forms
- Energy, sleep, mood and stress ratings
- Progress photos and measurements
- Drop-off alerts after a few quiet days
- Automatic nudge by SMS or email
- Reply to check-ins with notes or voice
- Trends charted over the whole program
- Check-in summary ready before each call
Payments & sales
Get paid without the awkward follow-up.
Sell programs from your own sales pages and let subscriptions and payment plans bill themselves. New clients pay, fill in their intake form and get access straight away. Everything lands neatly in Xero.
- Sales pages with built-in checkout
- Monthly subscriptions and packages
- Pay-in-three or pay-in-full options
- Stripe or Ezidebit billing
- Failed-card retries and reminders
- Pause and cancel without the emails
- Coupons and early-bird pricing
- Intake form sent the moment they pay
- Payments synced to Xero or MYOB
Group cohorts
Run group programs without the spreadsheet.
Each intake gets its own start date, its own group feed and its own live calls. Everyone moves through the program together. Shared challenges keep the energy up and you can see how the whole group is tracking at a glance.
- Cohorts with their own start dates
- Group feed instead of a Facebook group
- Live call links with replays
- Group habit challenges and leaderboards
- Waitlists for the next intake
- Mix group and one-on-one clients
- Cohort-wide announcements
- Group progress at a glance
04How it changes
Before and after
A 30-day program, wolloped.
Here's how a new client's first month could change. Every coach works differently, so we map yours first.
Before
- Client pays by bank transfer after three DMs
- You email the program PDF and a Google Form
- Week one check-in arrives as an Instagram voice memo
- Habits only come up on the Friday call
- Day 18 they go quiet and nobody notices
- Renewal invoice chased in week five
After
- They buy from your sales page and payment's done
- Intake form and welcome message go out on their own
- Week one unlocks in the portal on day one
- They tick habits daily and you see the streaks
- Day 18 drop-off alert fires and a nudge goes out
- The renewal offer sends itself on day 25
05Services
Everything under one roof
Software, websites and systems for wellness 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 wellness coaches
Built around how your wellness coaching business actually runs: client program portal, weekly check-ins and the admin in between, in one system you own.
Websites for wellness coaches
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Wellness coaching business 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 wellness coaches
Habit tracker and progress & measurements: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Practice Better, Kajabi and Teachable so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your wellness coaching business, 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 coaching platforms you're happy with or replace the ones holding you back.
- Practice Better
- Kajabi
- Teachable
- Calendly
- Acuity Scheduling
- Zoom
- Stripe
- Ezidebit
- Square
- Xero
- MYOB
- Mailchimp
- Kit
- Twilio SMS
- Google Business Profile
- Canva
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 wellness coaching business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with you, walk through how a client moves from first enquiry to finished program and work out where the time and the drop-offs are going.
- 02
Archi-tech
We plan it before writing code: your programs, check-ins, habits, payments, groups, client privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next intake.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things wellness coaches ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can I sell programs to new clients online?
Yes. Programs can be sold from your own sales pages and delivered automatically. They pay, get the intake form and get access without you doing a thing.
Will my clients need to download an app?
Not usually. The portal runs in their phone's browser and can be added to the home screen like an app. If you want a proper app store app down the track, we can talk about it.
Can it handle group programs and one-on-one clients together?
Yes. You can run cohorts with their own start dates and group feed alongside one-on-one clients with tailored programs, all in the same portal.
Is my clients' health information kept private?
Yes. Each client only sees their own record and you control who on your team sees what. We host it on our own managed servers and keep it updated and secure.
I already use Practice Better or Kajabi. Do I have to switch?
No. If a platform is doing its job, we build around it and connect it up. If it's holding you back, we'll show you what replacing it would involve before anything changes.
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?
Smaller jobs like a habit tracker or check-in forms can be quick. Bigger portals are planned in stages so you get the first win early instead of waiting for everything at once.
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 something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most wellness 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 wellness coaching business 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.