Coaching Software, Canada
Clients, scheduling, sessions, goals, notes, packages and invoicing, in one place, instead of a calendar, a folder of spreadsheets and a full inbox.
Coaching software in Canada
One platform to run a coaching practice, so the admin stops getting in the way of the coaching.
Coaching software brings the work of a coaching practice into one system: clients, scheduling, session notes, goals, agreements, invoices and reports. Coaching Loft does that for independent coaches, coaching firms and HR and learning teams from St. John's to Victoria.
Coaches take bookings, keep private notes and add GST or HST to invoices. Firms run their coach team on a white-label platform with their own domain. Organizations run internal and external coaches together, match coachees to coaches by time zone, language and meeting format, and report progress to sponsors without exposing what was said in sessions.
Coaching in Canada
Private-sector organizations in Canada handle personal information under PIPEDA, overseen by the Office of the Privacy Commissioner of Canada (OPC), or under a provincial law deemed substantially similar: the Personal Information Protection Acts of Alberta and British Columbia, and Quebec's Act respecting the protection of personal information in the private sector, overseen by the Commission d'accès à l'information. PIPEDA still applies when personal information crosses provincial or national borders.
Two points matter for a coaching platform. First, sensitivity: the OPC says medical information is almost always sensitive, and coaching notes can stray into health, so limit who can read them. Coaching Loft notes can be private, an account-wide default can lock who reads what a coach writes, and access is guarded by four admin role types, two-factor authentication admins can require, and encryption in transit and at rest. Second, hosting: our servers are in the United Arab Emirates. OPC guidance says an organization stays accountable for information it sends to a third party for processing and should tell people it may be processed in another country. In Quebec, since September 2023, an organization must complete a privacy impact assessment before communicating personal information outside Quebec, backed by a written agreement. Enterprise clients can sign a data processing agreement with us.
Canada spans six time zones, including Newfoundland's half-hour offset, so a national program rarely shares one clock. AI coach matching weighs time zone, language and meeting format, clients self-book through scheduling pages, calendar sync covers Google, Outlook, Exchange, Office 365 and iCalendar, and sessions run on Zoom or Microsoft Teams. The interface is in English; a built-in Google Translate selector can display it in French, as machine translation rather than a native French version.
Credentials Canadian buyers recognize include ICF's ACC, PCC and MCC, supported locally by chapters such as ICF Toronto, ICF Vancouver and ICF Québec. On billing, each invoice takes a VAT percentage you can set to the sales tax you charge, from 5% GST in Alberta to 13% HST in Ontario.
Private notes and an account-wide lock keep session content away from sponsors and admins who do not need it.
Our servers are in the UAE, stated plainly, and enterprise clients can sign a data processing agreement.
AI matching by time zone, client self-booking and calendar sync keep coast-to-coast programs on time.
Add sales tax to each invoice, schedule sending, send reminders and take payment through PayPal.
The criteria
Four groups: the coaching itself, your client's side, the business, and room to grow. For each one, the question to ask any vendor, and how Coaching Loft answers it.
Ask: Does each client's history, files, goals and notes live in one record, or across several screens and tools?
In Coaching Loft: One record per client, with every engagement, file and session kept against it.
Ask: Can clients book straight into your own calendar, with reminders and recurring sessions?
In Coaching Loft: Scheduling syncs with your calendar. Clients book, reminders go out, and recurring sessions are set once.
Ask: Are notes structured and kept with the engagement, and can action items be shared with the client?
In Coaching Loft: Structured notes and shared action items on every plan. AI Notepad Summaries turn raw notes into structured sections on Premium and Master.
Ask: Can you set goals with the client and track progress between sessions, not only during them?
In Coaching Loft: Goals and actions are set with the client and tracked between sessions, in their portal and yours.
Ask: Does the platform bring anything to the session itself, such as questions or assessments?
In Coaching Loft: A built-in library of 500+ coaching questions, and assessments whose results come into the coaching conversation.
Ask: Does every client get a portal, and is there a fee for each client you add?
In Coaching Loft: Every client gets a free portal on every plan. There is no per-client fee; each plan includes a set number of active clients.
Ask: Can coaches and clients use it properly from a phone?
In Coaching Loft: Coaches use the browser or the iOS and Android apps. Coachees and admins use the web app on any device, including their phone.
Ask: Can a client accept an agreement and buy a package without a separate document or payment tool?
In Coaching Loft: Packages and agreements are part of the engagement, so the paperwork and the coaching stay in the same place.
Ask: Can you invoice for sessions and packages, and get paid, inside the platform?
In Coaching Loft: Invoicing and payments run inside the platform, for packages and for single sessions.
Ask: Does it connect to the tools you already use, such as your calendar, email marketing and CRM?
In Coaching Loft: Google Calendar and Outlook sync, Zapier, Mailchimp, PayPal and HubSpot.
Ask: Can you see sessions, goals and outcomes in a report, and does the report build itself?
In Coaching Loft: Reports on Core and above. AI-Generated Reports and Predictive Analytics on Premium and Master, and on every firm and enterprise coach seat.
Ask: Do you pay per coach, per client, or per employee coached? What happens to the bill when you grow?
In Coaching Loft: You pay for coaches only. Client portals are free, and on firm and enterprise accounts coachee and admin seats are free and unlimited.
Ask: If you go from solo to a firm, or run a program across an organization, do you have to move platforms?
In Coaching Loft: The same platform runs a solo practice, a firm and an enterprise program, so nothing has to be migrated as you grow.
Ask: Can you assign and move clients between coaches, oversee their activity, and match coachees to the right coach?
In Coaching Loft: Assign or move clients between coaches and oversee every coach and coachee from one dashboard. AI Coach Matching pairs coachees with coaches by goals, expertise, availability and style.
Ask: Can clients see your brand and your domain instead of the vendor's?
In Coaching Loft: White label and a custom domain on firm and enterprise accounts: your logo, colors and navigation. The Master plan carries your own brand identity too.
Ask: Is client data encrypted, is the vendor GDPR compliant, and can it connect to your company sign-in?
In Coaching Loft: GDPR compliant with 256-bit encryption, a security audit report for procurement teams, and SSO as a paid add-on. More on the security page.
Pricing
Coaching software is priced in one of three ways. Per coach: you pay for each coach on the platform, and clients come free or within a limit. Per client or per employee coached: the bill rises with every person you coach, which matters most for organizations rolling coaching out to many employees. Flat tiers: a set price for a set number of clients or features.
Compare the price at the size you expect to be in a year, not the size you are today, and look for what sits outside the headline price: fees per client, AI features held back for higher tiers, and add-ons such as single sign-on or white labeling.
| Plan | Best for | Price |
|---|---|---|
| Basic | Getting listed, 2 active clients | $12 a year Paid yearly only |
| Core | A professional practice, 10 active clients | $25 a month or $250 a year |
| Premium | 30 active clients and the full AI suite | $55 a month or $550 a year |
| Master | Unlimited clients and your own brand | $95 a month or $950 a year |
| Firms and enterprise | Several coaches, one program | $95 per coach seat a month 12-month term, or $950 per seat a year. Coachee and admin seats free |
Core, Premium, Master, firm and enterprise accounts come with a 30-day free trial, and firm and enterprise accounts include onboarding at no extra cost. Full details on the pricing page and the firms and enterprise pricing page.
Checklist
Whichever platform you choose, run through these during the trial, not after it.
One platform
The pieces coaches often run across separate tools, in one place and talking to each other.
Every client, their history, files and engagement in one record.
Clients book straight into your calendar; sessions, reminders and logs handled.
Set goals and actions with the client and track them between sessions.
Structured notes and shared action items, kept with each engagement.
Sell coaching packages and capture agreements without the paperwork.
Invoice for packages and sessions and get paid, inside the platform.
A built-in library of powerful coaching questions to use in any session.
Send assessments and bring the results into the coaching conversation.
Turn engagement and outcomes into reports, with AI assistance on higher plans.
See the full breakdown on the features page.
Built for how you coach
Whether you coach on your own, run a firm of coaches, or build coaching into an organization, the tools fit the way you work.
Look professional, cut the admin, and give clients a portal they actually use, from your first client to a full book.
Coaching software for coachesAssign coaches to clients, oversee utilization and quality, white-label the platform, and let AI handle matching and reporting.
For coaching firmsRun a measurable coaching culture across the organization, mixing internal and external coaches, with tracking and governance.
Enterprise coachingWhy Coaching Loft
Clients, sessions, goals, packages and invoicing in one login, so nothing lives in a spreadsheet you forget to update.
The platform gets out of the way of the conversation.
A coaching asset built in, not a bolt-on, ready in any session.
Start solo and grow into a firm or an enterprise program on the same platform, with AI matching and reporting on higher plans.
Questions
No software makes an organization compliant on its own, and we do not claim certification. Coaching Loft gives you practical safeguards: private session notes, an account-wide lock on who reads coach notes, four admin role types, two-factor authentication admins can require, and encryption in transit and at rest. Enterprise clients can sign a data processing agreement, and you can export your data as reports, client files or a raw data export.
Coaching Loft's servers are in the United Arab Emirates, with no choice of hosting region. Under OPC guidance you remain accountable for information a provider processes for you and should tell people it may be processed in another country. In Quebec, an organization must complete a privacy impact assessment before communicating personal information outside Quebec and put a written agreement in place. Enterprise clients can sign a data processing agreement with us.
The interface is in English. A built-in Google Translate selector can display it in French and other languages, but that is machine translation rather than a native French version. If your program has to run fully in French, test the translated experience with a few coachees during your free trial before you roll it out, and use AI coach matching to pair French-speaking coachees with French-speaking coaches.
Yes. Each Coaching Loft invoice has an optional VAT percentage field, which you can set to the rate you charge, such as 5% GST or 13% HST in Ontario. In Quebec, GST (5%) and QST (9.975%) both apply, so check during your free trial that the invoice layout meets your bookkeeping needs. Invoices can be scheduled, followed up with reminders and paid through PayPal.
Yes. AI coach matching takes time zone, language and meeting format into account, clients book themselves through your scheduling page, and calendar sync with Google, Outlook, Exchange, Office 365 and iCalendar keeps your availability current. Sessions run on Zoom or Microsoft Teams links, and Coaching Loft also has native iOS and Android apps.
Try Coaching Loft free for 30 days or book a demo for your Canadian practice or program.