Tech solution to manage and deliver appointment-based 1-1 sessions online
This guide has been created by our team to help trainers and coaches who are looking to migrate their businesses online.
It’s aimed at coaches, therapists, and other service professionals who deal with clients on a one-to-one basis, and are normally paid by the hour or session and have a number of sessions booked.
It’s an evolving document – so if you have a question not covered here, drop it in the comments – we’ll add the answers to this document and then comment you back, so you know to come back.
NOTE: in this guide, we are going to cover the systems we have worked with and implemented for clients over a number of years. There are other systems out there, and depending on your situation, some of them may be better for you. The systems we will recommend are however cost-effective and we know they work.
This guide shows you how to create a solution that allows you to:
- provide customers with a link (either on your website via email, social media etc) that allows them to choose the session that they want from the times that you are available
- clients can optionally pay for the session in advance if required
- automatically send them a connection link for the booked session that connects them to you via a simple to use video conferencing system
- optionally send them a recording of the session (thereby increasing the value of your service to the client)
- Calendar system (free) – eg Google calendar, Outlook calendar etc
- Calendly ($12 a month) – a calendar booking system that integrates with all the popular calendar systems such as Google, outlook etc.
- Stripe (free) – a simple but effective payment processing system – you can take payments with it and have it send the money to your bank.
- Zoom (£12 per month) – one of the leading video conferencing solutions – which integrates with Calendly.
Step 1: Set up a Zoom account
- Go to zoom.us
- Create an account
- Subscribe to their Pro package – this allows you to integrate it and also allows you to have sessions which last for longer than 40 minutes
Step 2: Set up a Stripe account (if you want to take payments)
- Go to www.stripe.com
- Create an account
- Link it to your bank account so you get paid
Step 3: Set up a Calendly account
- Go to Calendly.com and create an account. (Go for the Pro version, as that allows you to integrate Zoom and Stripe).
- TIP: If you have Gmail, set up your account using your Gmail login, as that will make adding your calendar easier.
- Log into Calendly, and add your calendar. (Account -> Calendar Connections)
- Click on Home in Calendly, and add a new event type. This allows you to specify how long your sessions are, and when they run.
- Click on Integrations from the menu at the top, and then choose Zoom.
- The system will ask you to log into your Zoom account and grant it the permissions it needs
- You can then go to your event that you have set up, and select Zoom as the location. (The system will then automatically create a zoom session and supply both you and the attendee with the right link in your calendar reminders)
- Click on Integrations from the menu at the top, and then choose Stripe.
- As with Zoom, the system will then ask you to login to Stripe and give it the permissions it needs.
- Once you have finished, go back to your event, and at the bottom of the page and additional options, you can click on collect payment. Select Stripe, tell it how much you want to collect what currency, and save.
- Test it with a friend, creating an event and charging a pound for it, and you will quickly see what it looks like for both you and the attendee.
Now that you have set up, here is some guidance on how to use it
- When you go into Calendly, and look at your event type, you will see a button marked copy link. This will give you a web address that you can use on social media, on your website, via email and so on that will then allow people to very quickly schedule an event with you
- When your event comes up, you can click in the Zoom link which is automatically in your invite, and that will put you into a videoconference with the client
- At the bottom of the zoom screen, there are links allowing you to share your screen (if you want to share a presentation for instance), and also record the session.
- When you record the session, you can record it to your desktop, and then upload the video to a video sharing sites such as YouTube or video, and mark it as unlisted, so that you can send the client the link and only they can see it