Why we built CoachBase

Before a coaching session, you want to know where you left off. What did the client commit to? What came up last time? Is there something you need to follow up on?

Answering those questions can mean opening a notes document, searching an email thread, and checking a spreadsheet. Then there's the booking, the video link, and the invoice. Each tool does its part. You do the work of keeping them connected.

We're the team at Outpost Labs, the company behind CoachBase. We built it so the work of running a coaching practice could stay connected to the client it belongs to.

The tools make sense. The gaps take work.

A calendar app is a reasonable place to start. So is a document for session notes and a payment tool for invoices. You can put that setup together quickly, and it may serve you well for a long time.

As a practice grows, more of the work happens between those tools. You record what happened in a session, find the worksheet you promised to send, check whether a package has sessions left, and work out who needs another booking. The information exists, but you still have to gather it.

That's the problem we wanted CoachBase to solve. Open a client record and see the history you need to prepare for the next conversation. Finish a session and keep the notes and follow-up with that same client. Send an invoice without maintaining another version of their details somewhere else.

Build around the coaching relationship

A coaching relationship continues between appointments. Goals change. A client returns to something you discussed several sessions ago. A task from last week becomes the starting point for the next call.

We built client records around that ongoing work. Sessions, goals, notes, forms, messages, and payments belong together. The record should help you pick up where you left off.

The client needs a clear place to return to, too. The client portal is available now, with sessions, shared files, goals, tasks, and messages in one place.

Keep the coach in charge

CoachBase now includes scheduling, invoicing, client notes, and built-in video calls. Pro adds AI session notes and automated follow-up.

For us, AI notes have a specific job: help with the first draft after a conversation. You review the summary and action items, edit what needs correcting, and decide what belongs in the client record. Your judgment still matters at every step.

You also don't have to move your whole practice at once. Start with a client and an upcoming session. Use the tools that help, then bring over more of your work when you're ready. Both plans include CSV client import.

What we're working toward

We want CoachBase to make it easier to arrive prepared, keep track of what you agreed, and follow through afterward. That's how we judge whether the software is useful.

The team will keep improving it as coaches use it in their own practices. If a part of your day still means copying information around or searching for something that should be easy to find, tell us about it.

You can try the interactive demo to see how the pieces fit together, or compare the plans. Try Pro free for 14 days. No payment info required.