The client portal for independent executive coaches.
Let clients book and reschedule their own sessions, keep the engagement record private and in one place, and bill packages and retainers without chasing them.
Start your 14-day free trialUnlimited clients on every plan • No credit card required
Generic client tools don’t know what you actually deliver.
Rescheduling is the tax on coaching senior people
Executives cancel. Their calendars are hostage to other people’s priorities, and a six-month engagement will involve a dozen reschedules. Every one of them is an email thread you did not bill for, and enough of them make a well-run practice feel chaotic to the person paying for it.
The engagement is confidential by definition
What is discussed in a coaching session is the most sensitive material your client will share with any advisor. Session notes, 360 feedback, assessment results, and the reason they hired you in the first place should not be living in a shared drive folder or an email chain that gets forwarded.
Progress is real but hard to point at
Coaching outcomes are behavioural, and behavioural change resists a status bar. When the sponsor — often HR or the client’s own manager — asks how it is going four months in, you need something more substantial than “well” and more discreet than the actual content of your sessions.
Packages bill in ways generic invoicing does not understand
A twelve-session package paid in three instalments. A monthly retainer with a session cap. A six-month engagement paid up front at a discount. These are normal coaching structures and they are exactly the ones that turn into manual invoices, chased by hand, every single month.
How executive coaches use ConsultBase.
How does an executive coach use ConsultBase?
Each client gets an engagement covering the coaching period, with milestones matching the arc you actually work to — intake and contracting, assessment or 360 complete, mid-point review, final review. They also get a booking page where they schedule their own sessions against your real availability, and a portal branded to your practice holding documents, messages, and their session history in one place.
Can clients book and reschedule their own sessions?
Yes, and this is the single biggest time saving for most coaching practices. You publish availability and session types, the client picks a slot from your booking page, and reminders go out automatically. When they need to move it, they move it themselves rather than starting an email thread. Bookings appear on your calendar and can sync with Google, Outlook, or Zoom so a meeting link is generated without you doing it.
How private is the engagement record?
Each client’s portal shows only their own engagement — client data is isolated at the database level rather than by application logic, so one client’s records are not reachable from another’s session. Portal access is passwordless and scoped to that single client. Your own working notes stay on your side and are never surfaced to the client unless you deliberately share a document with them.
What can I show a sponsor without breaching confidence?
The portal separates the shape of the engagement from its content. Sessions held, milestones reached, deliverables completed, agreed focus areas — that is a real progress picture without exposing anything said in a session. If a sponsor needs a formal touchpoint, you can share a summary document to the engagement rather than writing a bespoke update email each quarter.
How do I bill a package or a coaching retainer?
For a recurring arrangement, set up a recurring invoice once — amount, frequency, payment terms, your own tax rate — and it generates and sends on schedule with a payment link. For a package paid in instalments, invoice against the engagement at each agreed point. Payments run through your own Stripe account at Stripe’s standard rates; ConsultBase adds no markup and never becomes the merchant of record.
What about the coaching agreement itself?
The free engagement letter generator produces a formatted coaching agreement — purpose, term, fees, payment, confidentiality, termination and governing law — as a PDF or Word file, with no account required. If you have an account, you can save it as a proposal, send it for online signature, and have the engagement created automatically with its milestones when the client accepts.
Questions executive coaches ask.
Is this a coaching-specific platform with session notes and assessments?
No, and that is a real trade-off worth naming. There is no structured session-note template, no built-in assessment library, no ICF hour logging. ConsultBase manages the practice around the coaching — booking, the client portal, documents, agreements, and billing — rather than the coaching methodology itself. If a purpose-built coaching platform is what you need, this is not that.
Can clients book without me approving every request?
Yes. You define your availability, session types and durations, and buffer time; clients book directly into open slots. Overlapping bookings are prevented at the database level rather than by a check that can race, so two clients cannot claim the same slot even if they click at the same moment.
Does it handle group coaching or cohort programmes?
Only loosely. Each engagement belongs to one client, so a cohort of eight would be eight engagements rather than one programme with eight participants. That works, but it is not designed for it, and there is no shared cohort view. Worth knowing before you build a group programme around it.
Do my clients need to create an account or download anything?
No. They get an email invite and sign in with a link — no password to set, nothing to install. For executives who will visit the portal twice a month at most, that removes the main reason client portals go unused.
What does it cost, and how many clients can I have?
Every paid plan includes unlimited clients, so a full coaching roster is not a pricing problem. Plans differ on team size, AI access, and white-labelling. Firm removes the “Powered by ConsultBase” mark from every client-facing surface, which matters more in coaching than in most fields — your clients are buying you, and a third-party badge on your portal undercuts that. There is a 14-day free trial and no credit card is required.
Coaching practices tend to run on a scheduling tool, an invoicing tool, a document folder, and a great deal of email holding the three together. Each piece works. What is missing is anywhere the client can look to see that they are in the hands of an organised practice.
That impression matters disproportionately here, because your clients are senior people who spend their working lives around competent operations. A booking link that works, a portal with your name on it, and an invoice that arrives on time without being mentioned are doing quiet credibility work between every session.
ConsultBase will not write your session notes or track your ICF hours. It handles the practice around the work — so the coaching stays the only thing you are actually thinking about.
Built for the way you work.
Unlimited clients on every plan, a branded portal your clients actually log into, and Ivy — a 50+ tool AI associate that knows your engagements.
Start your 14-day free trialPrefer to try something first? Use our free SOW and contract generators — no account needed.