Coaching capacity calculator

This calculator turns your working hours into a realistic caseload figure. It takes your typical session length and adds the admin that surrounds each client, so the number you get reflects the whole cost of a coaching relationship rather than just the time in the room. The result is a sustainable ceiling: the number of active clients you can hold before the week starts to eat into your rest.

Read the figure as a planning boundary, not a target to max out. If it sits below the caseload you are already carrying, that gap usually shows up as rushed notes, late follow-ups, or evenings spent catching up. Adjust the admin input to see how much the ceiling moves, because that hidden time per client is where most of your capacity quietly leaks away.

For a practice, knowing this number protects both your income and your clients. It tells you when to raise rates instead of taking on more people, and when to tighten the between-session work so your hours go further. Keeping that admin lean inside a real coaching workspace is often the difference between a full calendar and an overloaded one.