What features should coaching software include?

At a minimum: client records, programs and sessions, structured notes, goals and progress, between-session accountability or check-ins, and a client portal, plus the operational basics of booking, reminders and invoicing. Exantur covers these, organized around the coaching relationship rather than as disconnected tools.

Does Exantur replace a CRM?

For managing coaching relationships, yes: it holds contacts, a lightweight leads pipeline, programs, notes, goals and history in one record, so you do not need a separate sales CRM. See the coaching CRM page for how it differs from a generic pipeline tool.

Can clients access their own coaching information?

Yes. Every plan includes a coachee portal where clients see their programs, goals and progress, complete check-ins and assessments, open shared documents and join their sessions.

Does Exantur include scheduling and invoicing?

Yes. Online booking with reminders and two-way Google and Outlook calendar sync are built in, and client invoicing runs through your own connected Stripe account. See pricing for what each plan includes.

Is Exantur an LMS or does it just include courses?

It is coaching practice management software, not an LMS. It can deliver courses (lessons, quizzes and branded certificates) inside a coaching relationship, but the coaching work, not a content catalogue, is the centre of the product.

Which features are available on each plan?

Feature availability varies by plan; see the pricing page for the current breakdown. Prices and plan limits are not listed here so this page never goes stale.

Features

What Exantur is

Building Exantur required deciding what the central organizing concept of coaching software should be. The coaching relationship - the sustained, structured engagement between one coach and one coachee over a defined period - is the answer we arrived at. Not the session, which is only a moment within the relationship. Not the client record, which is only a container for administrative data. The coaching relationship as a whole, with its programs, its goals, its sessions, its accountability, its assessments, its documents, and its accumulated history, is what the software should be organized around. This decision shapes everything about how Exantur works. When a coach opens a client record, they see the full context of that relationship: not just contact information, but the active program, the outstanding accountability items, the most recent check-in responses, and the goals and where they currently stand. When a coach opens a session note, they see it in the context of the program it belongs to, with the sessions before and after visible as navigation. When goals are reviewed, both current status and the history of how those goals have evolved are visible. The coaching relationship has a beginning, a middle, and - eventually - an end, and Exantur is designed to hold the entire arc of it in a form that is coherent, searchable, and meaningful.

Exantur supports the full lifecycle of a coaching engagement. Before the first session, a coach establishes the program structure, sets the expected outcomes, and prepares the framework for the work. During each session, notes are recorded across the categories that matter most to coaching documentation: observations about what the coach noticed, insights that emerged, breakthroughs that occurred, and action points that were agreed. Between sessions, the check-in system keeps coachees engaged with their development and gives coaches a continuous signal of how clients are progressing without requiring a full session to generate it. After a coaching engagement concludes, the complete record it produced - every session, every goal, every accountability item, every reflection - remains accessible. Coaching is cumulative. Its value is not located in any single session but in the progression of understanding and change that builds across all of them. Software that takes coaching seriously should reflect this cumulative nature rather than treating each session as an isolated event with no connection to what came before or what comes next.

The Exantur dashboard: clients, sessions and progress in one workspace

Client relationships

Every client is one living record: contact details, coach-private notes, shared documents and secure messaging, plus a portal where the coachee sees their own journey.

A client record in Exantur: programs, sessions, goals, accountability and history in one place

Client management

Every coaching relationship in Exantur begins with a client record that holds contact information, current status, coach-private notes, the programs the client is enrolled in, an assigned coach within the organization, and a complete history of all the work done together. At a glance, a coach can see which clients are currently active, when each client's last session was, what accountability items are outstanding, and how recently a check-in was submitted. Clients can be searched by name and filtered by status. When a coaching relationship pauses or concludes, the client record persists as a complete account of the engagement - available for review, for handover to another coach, or as a reference if the relationship resumes at a later date.

Coachee portal

The coachee portal is the part of Exantur that coachees interact with directly. Every coachee receives access to a portal through which they can see their own coaching journey: their active programs, the goals they are working toward and current progress on each, their check-in history, outstanding accountability items, documents and assignments their coach has shared, and their assessment results. The portal is designed to make the coachee an active participant in their coaching journey.

Documents and assignments

Coaches regularly share materials with coachees: frameworks to read, worksheets to complete between sessions, assignment briefs, reflection prompts, and supporting resources. In Exantur, all of these can be uploaded to a client's document library and made available through the coachee portal. Coachees can also upload documents - completed worksheets, written reflections, or materials they want to bring into the coaching conversation. All documents are stored securely, organized by client and program, and accessible throughout the engagement.

Secure messaging

Coach and coachee can message each other in real time inside the app. Quick questions, encouragement, and nudges between sessions stay within the coaching workspace instead of scattering across email and WhatsApp. Because the conversation sits next to the client record, the context of the coaching relationship is always there when a message comes in.

Coaching delivery

The actual coaching work: programs and sessions, structured notes, assessments, worksheets and exercises, optional AI drafting, and courses delivered inside the relationship.

Programs and sessions

Coaching programs are the primary containers for structured coaching engagements in Exantur. A program holds a name, a description, a start date, a planned end date, and an optional planned session count. Within each program, session records accumulate over time: each recording the date, duration, format or location, and a structured set of notes across observations, insights, breakthroughs, and action points. Free-form session content is also supported. Coach-private notes are stored separately and never exposed through the coachee portal. Over the course of a program, session records build into a complete documentary history of the engagement - searchable, reviewable, and available as context for every session that follows.

Session templates

Coaches can save a session structure and note layout once and reuse it for future sessions. A recurring session type - an intake, a review, a standard weekly format - starts from a consistent template instead of a blank page. It keeps documentation uniform across clients and saves the coach from rebuilding the same structure every time.

Assessments

Exantur includes structured assessment tools that coaches can deploy with coachees as part of their work. These include a DISC-style behavioral profile assessment and a Wheel of Life exercise - two of the most widely used frameworks in professional coaching. Coachees complete assessments through their portal. Results are immediately available to the coach and become part of the coaching record, available as a reference point across the full engagement.

AI assistant

With the AI assistant add-on, coaches can draft session summaries, prepare a briefing before a session, and generate an end-of-program report from the coaching record. The coach triggers each action, reviews the output, and decides what to keep - it is a drafting aid, not an autopilot. Only coaching content is sent for processing, never names or contact details, and you can configure your own provider key.

Assignable worksheets

Beyond uploading files, coaches can build structured worksheets with a block builder - headings, text, number fields, media, and a signature block - and assign them to a coachee to complete in their portal. Responses come back attached to the coaching record, so intake forms, reflection exercises, and structured assignments live where the rest of the work does instead of in a separate form tool.

Exercise library

Exantur includes a library of reusable interactive exercises and worksheets that coachees complete from their portal. Coaches can also run an exercise together in a live mode during a session, working through it in real time. Either way, the responses save to the client record, so what a coachee produces stays part of the coaching history rather than disappearing after the exercise is done.

Share materials and lessons

Coaches can organize supporting materials and short lessons and share them with a coachee as part of a program - readings, exercises, and reference resources that reinforce the work between sessions. It is a supporting layer within the coaching relationship, not a separate content product: everything a coachee opens sits in the same portal as their goals, check-ins, and sessions.

Courses (LMS)

Coaches can build full courses with modules and lessons, add quizzes to check understanding, and issue branded certificates when a coachee completes the course. A course can be delivered inside a coaching program or sold on its own through the coach's own connected Stripe account. Coachees work through it from their portal, so structured learning sits alongside their sessions, goals, and check-ins rather than in a separate tool.

Drip programs

A program can release its content on a schedule rather than all at once: materials, assignments, and prompts unlock on relative days from the coachee's start date, with nudges as each step opens. Coaches see how far each coachee has progressed through the sequence, so a self-paced track still gives the coach a clear signal of engagement between sessions.

Group sessions

Sessions do not have to be one-to-one. Coaches can run a session with multiple participants, track who attends, and keep shared session notes for the group. This lets cohorts and group programs live in the same workspace as individual coaching, so a coach running both keeps one consistent record instead of splitting the work across separate systems.

Between-session coaching

What keeps momentum going between meetings: accountability that carries across sessions, configurable check-ins, and habit trackers with streaks. Goals and the coachee portal support this work too.

Accountability

Accountability is one of the most reliable mechanisms through which coaching produces lasting behavioral change. When a person has stated a commitment clearly, agreed on a timeline, and knows they will account for it in the next session, the probability of follow-through increases substantially. Exantur builds accountability into the coaching relationship as a native feature rather than something managed separately. Accountability items are created for a client, assigned a due date, and given a completion status. They are not attached to a single session - an item created in session two remains visible and tracked in sessions three, four, and five until it is marked complete or explicitly closed.

Check-ins between sessions

The work of coaching does not only happen during sessions. The reflection, the practice, the integration of new perspectives into daily behavior - this happens between sessions, in the ordinary territory of daily life. Check-ins are Exantur's tool for supporting this inter-session work. A check-in is a short, focused reflection that a coachee completes through their portal, responding to questions about their current state, progress on active goals, and other dimensions the coach considers relevant to track continuously. Coaches design the check-in format - using standard question sets or building custom sequences specific to a client's coaching journey.

Habit trackers and streaks

For change that lives in daily behavior rather than the scheduled session, coaches can set up habit trackers a coachee updates from the portal. Each habit carries its own value type and target, builds a streak as the coachee keeps it up, and reports compliance over time. It turns loose intentions between sessions into something concrete, visible, and easy to follow up on.

Progress and outcomes

Evidence that the work is moving: goals with coach and coachee ratings, progress charts over time, outcome tracking and client-satisfaction (NPS).

Coaching goals with coach and coachee progress ratings in Exantur

Goals and progress

Goals in Exantur are attached to a client and can be associated with a specific program. Each goal has a description, an optional target date, a coach-assessed progress rating, and optionally a coachee self-rating - capturing both the coach's professional assessment of progress and the coachee's own experience of it. Goals can be updated as the coaching work develops. The record of how a goal was initially stated, how the coachee's relationship with it changed over time, and what the eventual outcome was forms part of the coaching history and a source of insight into the coachee's development.

Progress charts over time

Beyond a single goal rating, Exantur turns a coaching journey into charts that read at a glance. Goal progress, check-in responses, and other tracked dimensions are plotted as time series so both coach and coachee can see the trend, not just the latest number. Wheel of Life results can be compared across dates to show how balance shifts over the course of the work - the accumulated evidence of change, made visible.

Outcome tracking

Coaches can define the outcome metrics that matter for a given engagement and measure them over time. This turns coaching results into data a coach can actually show - to a client who wants evidence of progress, or to an employer or sponsor paying for the work. Instead of describing impact in general terms, the coach can point to how the chosen measures moved.

Client satisfaction (NPS)

Coaches can collect a Net Promoter Score from clients and track satisfaction trends over time. Rather than assuming clients are happy, a coach measures it, sees how sentiment moves across the engagement, and catches a dip early enough to do something about it.

Practice operations

The business around the coaching: online booking, reminders and calendar sync, invoicing through your own Stripe, contracts and e-signature, packages, offer pages and workflow automation.

Scheduling and online booking

Coaches define their appointment types and weekly availability once, and coachees book their own sessions from the portal - no back-and-forth email to find a slot. A public booking link lets prospects request an intake session without an account; that request becomes a lead the coach can convert into a client in one step. Every booking lands as a session in the workspace, and availability respects the coach's real calendar so nothing gets double-booked. Booking is available on every plan.

Session reminders and no-shows

Exantur sends automatic session reminders 24 hours and one hour before each appointment - by email to the coachee (when they have reminders enabled) and in-app to the coach - so fewer sessions are missed. When a session does not happen, the coach marks it as a no-show, keeping attendance history accurate for follow-up and reporting. Reminders are available on every plan.

Calendar sync (Google and Outlook)

From the Starter plan up, a coach connects Google Calendar or Outlook and sessions sync both ways: sessions created in Exantur appear in the coach's calendar, and external events block those times so coachees can never book over them. Sync is continuous, with a daily reconcile as a safety net; external event details stay private - Exantur only reads busy/free time, never the titles of a coach's personal appointments.

Video links per session (Zoom, Teams, Google Meet)

When a coach connects Zoom, Microsoft Teams, or Google Meet, a meeting link is provisioned automatically for each online session and attached to the booking. The link appears in the coachee portal and in reminders, so nobody hunts for a URL before the call starts. It stays with the session record, and re-scheduling keeps the link in sync.

Client invoicing and payments

From the Starter plan up, coaches can invoice clients directly from the workspace. Exantur connects your own Stripe account and raises proper, EU-valid invoices with VAT details, paid by iDEAL, Bancontact, SEPA direct debit, or card. Exantur takes no cut - the platform fee is 0%, you keep the full amount minus Stripe's own processing. Where a client is paid for by an employer or sponsor, the invoice is routed to that payer while the coaching relationship stays with the individual.

Digital contracts and e-signature

With the Agreements add-on, coaches send a coaching agreement or intake contract for the coachee to sign digitally (eIDAS simple e-signature). The signed document is rendered to a PDF server-side and stored with the coaching record. Booking can be gated on a signed agreement, so a coachee cannot book their first paid session until the contract is in place.

Session packages

Coaches can sell blocks of sessions rather than one at a time - a strippenkaart. A client buys a package, and Exantur tracks how many sessions have been used and how many remain, so both coach and client always know where the balance stands without anyone counting by hand.

Discount codes and coupons

When a coach invoices clients through Stripe Connect, they can issue discount codes and coupons that apply to a coachee's payment - a percentage or fixed amount off an offer or session. Useful for early-access pricing, referrals, or a returning client, without leaving the workspace or touching Stripe directly.

Offer pages and lead capture

Each program can have a public offer page - a clean page describing the coaching, with paid enrollment handled through Stripe Connect. Prospects who are not ready to buy can leave their details, and every inbound enquiry lands as a lead the coach can follow up on and convert into a client. It gives a solo coach a simple sales page and a lead inbox without a separate marketing tool.

Referral program

Coaches can refer other coaches to Exantur and track those referrals and their status from within the workspace. Attribution is handled automatically, so a coach who recommends the platform can see which referrals came through without keeping their own list.

Public coach directory

Coaches can opt in to a public Exantur directory with a profile that goes live after review. Prospective clients can browse and filter by specialism, language, and distance, then request a session or an intake. It is an optional way to be found - listing only, on the coach's terms - not a marketplace that sits between coach and client.

Workflow automation

On higher-tier plans, coaches can set up rule-based automations across their practice. A trigger - a new booking, a submitted check-in, a program milestone - fires an action such as sending an email, so routine follow-up runs itself. It removes the small, repetitive admin that otherwise sits between a coach and their actual coaching work.

Web push and install (PWA)

Exantur is a progressive web app: coaches and coachees can install it to their home screen and receive web-push notifications - a new booking, a submitted check-in, a session reminder - without a separate native app to download. It brings timely nudges to the device while keeping everything in one web workspace.

Security and privacy

Coaching data is sensitive, so privacy is built in rather than bolted on: all data is hosted in the European Union, access is enforced at the database layer with row-level security, multi-factor authentication is available, and GDPR data-subject export and deletion are supported with a DPA on request.

Frequently asked questions

What features should coaching software include?: At a minimum: client records, programs and sessions, structured notes, goals and progress, between-session accountability or check-ins, and a client portal, plus the operational basics of booking, reminders and invoicing. Exantur covers these, organized around the coaching relationship rather than as disconnected tools.
Does Exantur replace a CRM?: For managing coaching relationships, yes: it holds contacts, a lightweight leads pipeline, programs, notes, goals and history in one record, so you do not need a separate sales CRM. See the coaching CRM page for how it differs from a generic pipeline tool.
Can clients access their own coaching information?: Yes. Every plan includes a coachee portal where clients see their programs, goals and progress, complete check-ins and assessments, open shared documents and join their sessions.
Does Exantur include scheduling and invoicing?: Yes. Online booking with reminders and two-way Google and Outlook calendar sync are built in, and client invoicing runs through your own connected Stripe account. See pricing for what each plan includes.
Is Exantur an LMS or does it just include courses?: It is coaching practice management software, not an LMS. It can deliver courses (lessons, quizzes and branded certificates) inside a coaching relationship, but the coaching work, not a content catalogue, is the centre of the product.
Which features are available on each plan?: Feature availability varies by plan; see the pricing page for the current breakdown. Prices and plan limits are not listed here so this page never goes stale.

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