Online appointments and prepayment for consultants and coaches
Consulting, coaching, therapy, nutrition, tutoring — the business model is the same: you sell your calendar. The two most expensive problems are empty slots and uncollected sessions. This guide sets up appointment and prepayment flow for solo consulting.
Session type = service
Define each session type separately; duration and price differ:
- Intro call (short, often free)
- Standard session
- Deep/extended session
- Follow-up call
Keeping intro calls free and short boosts conversion; but cap daily numbers so they don't fill your calendar.
Details: Add a service · Set up appointments
Prepayment: almost mandatory in this business
No-show cost is high in consulting — that hour can't be resold. Two ways:
- Card charge at booking — most reliable.
- Payment link — sent in chat, appointment confirms when paid.
Details: Get paid by card · Create a payment link
Sell session packages
"4-session package" sales charge upfront; sessions book one by one after. Define the package as a product, sell it, then work sessions from your calendar; the client sees history on their receipt.
Details: Add a product · Add a customer
Online meetings
Put the meeting link in the confirmation message and repeat it in the reminder. The most common loss: client can't find the link.
To prevent calendar conflicts, sync with your personal calendar: Sync with Google Calendar
Client records and privacy
Each appointment creates a client record: past sessions, payments, notes. For sensitive content (health, personal), don't write it in appointment notes — the record is for business operations.
Privacy text: Manage privacy and cookies
Invoicing
Turn an appointment into an invoice right after the session; for corporate clients, this chain speeds collection.
Details: Turn an appointment into an invoice · Create an invoice
Protect your calendar: three settings
- Buffer time — 10–15 minutes between sessions; back-to-back burns you out.
- Daily session limit — don't sell 8 sessions just because your calendar is open.
- Closed blocks — block prep, report writing, and personal time.
Common mistakes
Opening unlimited free intros. Calendar fills, revenue stalls.
Having no cancellation policy. "No cancellation within 24 hours is charged" + prepayment is the most effective combo.
Not sending reminders. See Set up appointment reminders
Not keeping client history. On session two, you should have the answer to "where did we leave off."
Frequently asked questions
Can I mix free and paid sessions? Yes, each service has its own duration and price.
Can I make bookings without collecting upfront? Collect via payment link — payment confirms the appointment. Common approach.
Can I sell packages? Yes — sell the package as a product, book sessions as appointments.
Can I manage from mobile? Yes, the panel works in mobile browsers.