Title: 12 Tools Life Coaches Need in 2025

Summary: Discover the top 12 tools for life coaches — CRMs, assessments, scheduling, and marketing to streamline operations and grow your practice.

Introduction: Discover the top 12 tools every life coach should consider in 2025. Whether you’re launching your practice or scaling up, this guide highlights platforms for client intake, scheduling, assessment, program delivery, and marketing so you can spend less time on admin and more time coaching.

Being a great life coach is one thing; running a successful life coaching business is different. The right technology stack helps you manage intake, scheduling, billing, and program delivery so you can focus on client transformation. The coaching industry continues to professionalize and grow, creating both demand and expectations for polished client experiences.¹

This guide cuts through the noise with an actionable list of tools that save time and improve client outcomes. We cover all-in-one platforms and specialist resources you can layer into a practical tech stack. For a foundational start, see this walkthrough on how to start an online coaching business.

Our roundup includes screenshots and direct links to help you test tools quickly. Whether you lean on strengths-based assessments, cohort platforms, or course-enabled systems, pick tools that match your coaching model and scale with your business.

1. Life Purpose App

The Life Purpose App is a standout assessment for coaches who integrate Dan Millman’s system from “The Life You Were Born to Live.” Enter a client’s birthdate to reveal one of 45 life paths, nine-year cycles, relationship dynamics, and practical coaching language you can use in sessions. The app is useful for intake, workshops, and mid-session insights.

Key strengths:

• Instant reports that map health, money, and relationship themes.
• Relationship dynamics comparisons for couples work.
• Nine-year cycle tracking to help clients set aligned goals.
• One-time unlock option reduces ongoing costs.

Pricing:

• Free tier: summary and system overview.
• Paid unlock ($34.95 USD): full text and advanced reports.

Visit Life Purpose App

2. Paperbell

Paperbell is an all-in-one platform that simplifies selling coaching packages, collecting payments, signing contracts, and scheduling. Clients can buy a package, sign a contract, complete an intake form, and book their first session without leaving the platform.

Standout features:

• Integrated Stripe and PayPal payments.
• Client portal with session history and file delivery.
• Simple pricing with all features included.

Best for solo coaches who want a single dashboard to run the business.

Website: https://paperbell.com/

3. CoachAccountable

CoachAccountable focuses on client progress and accountability. Beyond scheduling and billing, it tracks metrics, assignments, and program workflows so you can demonstrate client outcomes and keep momentum between sessions.

Standout features:

• Structured progress reports and metrics tracking.
• Automated workflows for programs and client reminders.
• Scales well for teams with unlimited admin accounts.

Pricing: sliding-scale model based on active clients; 30-day free trial.

Website: https://www.coachaccountable.com/

4. upcoach

upcoach is built for cohort-based and group programs. It combines courses, live calls, Smart Documents, and habit trackers to keep clients accountable and engaged throughout a cohort.

Standout features:

• Program builders with agendas and to-do lists.
• Smart Documents and habit tracking.
• Integrations via Zapier/API for advanced workflows.

Best for coaches running cohorts, masterminds, or accountability programs.

Website: https://upcoach.com/

5. Delenta

Delenta scales from solo coach to multi-coach teams. It centralizes CRM, scheduling, program delivery, and white-label options so you can grow into a branded coaching agency.

Standout features:

• Team permissions and white-label branding.
• Session tracking, goal setting, and client portals.
• Zoom, Google Meet, and MS Teams integrations.

Best for coaches planning to scale or build a multi-coach practice.

Website: https://www.delenta.com/

6. CoachVantage

CoachVantage is an affordable all-in-one platform notable for its coaching log and credentialing support. It streamlines scheduling, invoicing, e-contracts, and client portals while offering the tools coaches need when pursuing professional credentials.

Standout features:

• Coaching log export for credentialing.
• Integrations with Zoom, Stripe, PayPal, and calendars.
• Accessible entry-level pricing.

Best for new coaches or those tracking hours for certification.

Website: https://www.coachvantage.com/

7. Profi.io

Profi.io blends scheduling, billing, built-in video recording, and an LMS so you can deliver live coaching and courses from one platform. It’s especially helpful for teams and agencies.

Standout features:

• Native video with recording.
• Course delivery with drip content.
• Team scheduling and centralized reporting.

Best for coaches combining live sessions with scalable digital courses.

Website: https://www.profi.io/

8. Gallup Store (CliftonStrengths)

Gallup’s CliftonStrengths assessment is a cornerstone for strengths-based coaching. Coaches can buy codes, kits, and certified materials to deliver authentic, research-backed strength development work to clients.³

Standout features:

• Official assessment codes and coaching kits.
• Bulk ordering for workshops and teams.
• Trusted, evidence-based framework.

Best for coaches focused on talent development, career coaching, or leadership work.

Website: https://store.gallup.com/

9. PositivePsychology.com

PositivePsychology.com offers a library of evidence-based exercises, worksheets, and interventions you can assign as homework or use in sessions. Each resource includes a commercial license so you can use materials in client work and programs.

Standout features:

• Research-backed worksheets and interventions.
• Commercial license for professional use.
• Large library covering values, resilience, strengths, and goal-setting.

Best for coaches who want proven session tools without building everything from scratch.

Website: https://positivepsychology.com/

10. Calendly

Calendly removes the back-and-forth of scheduling and integrates with calendars, Zoom, and payment processors so clients can book and pay in one flow. Automated reminders and workflows help reduce missed appointments and streamline your client intake.²

Standout features:

• Calendar sync with Google, Outlook, and more.
• Payment integration with Stripe and PayPal.
• Automated reminders and group scheduling.

Best as a standalone scheduler or as part of a larger tech stack.

Website: https://calendly.com/

11. Etsy (life coaching templates)

Etsy is a fast, affordable source for templates, workbooks, and client-facing materials. Many sellers provide Canva-ready files so you can brand and customize resources quickly.

Standout features:

• Wide range of editable templates and workbooks.
• Affordable, pay-per-item model.
• Seller reviews to help you vet quality.

Best for coaches who need polished materials quickly without hiring a designer.

Website: https://www.etsy.com/market/life_coaching_worksheets

12. Amazon

Amazon is ideal for sourcing physical coaching aids—journals, card decks, timers, books, and workshop supplies. Prime shipping makes it convenient for last-minute needs.

Standout features:

• Vast product selection and fast shipping options.
• Customer reviews to evaluate quality.

Best for stocking retreat kits, client welcome packages, or workshop props.

Website: https://www.amazon.com/

Top 12 Tools — Quick Comparison

Choosing the Right Stack

Start by identifying your biggest operational bottleneck. If scheduling consumes too much time, add a dedicated scheduler. If client follow-through is the issue, choose a platform that supports assignments and progress tracking.

A practical approach:

1. Pick one core platform to act as your hub—Paperbell, Delenta, CoachAccountable, or CoachVantage work well.
2. Add two to three specialized tools that enhance your method: an assessment (Life Purpose App, CliftonStrengths), a content library (PositivePsychology.com), and a scheduler (Calendly).
3. Implement tools one at a time and run a test client through the process before fully switching.

Example workflow: Client books a discovery call in Calendly, which triggers onboarding and an intake form in your core platform. Assign a Life Purpose App reading or CliftonStrengths assessment before the first paid session, then track progress and homework inside your CRM.

Frequently Asked Questions

Q: What’s the minimum toolkit a new coach needs?

A: Start with scheduling (Calendly), a simple payment and client portal (Paperbell or CoachVantage), and one assessment or content source to structure sessions (Life Purpose App or PositivePsychology.com). This covers booking, billing, and session content.

Q: How many tools are too many?

A: If you’re juggling more than five systems, consolidate. Choose one core hub and two specialized tools to avoid friction and reduce administrative overhead.

Q: How do I choose between an all-in-one platform and single-purpose tools?

A: If you want less setup and a single dashboard, choose an all-in-one (Paperbell, Delenta, Profi.io). If you need best-in-class features for specific functions, use single-purpose tools (Calendly + CoachAccountable + PositivePsychology.com).

Ready to ground your coaching practice in proven tools? Start with a core platform, add the assessments and content that match your method, and test each tool with a trial client before committing.