Knowledge Base
Knowledge Base
Signing Up & Subscription
How to Sign Up for CoachVantageHow to Upgrade Your Subscription or Change to Annual BillingHow to Cancel Your SubscriptionHow to Confirm Your Subscription to a Paid Plan
Getting Started
How to Login to Your AccountYour DashboardYour Profile SettingsYour Branding on CoachVantageAppointment and Calendar SettingsManage Your Availability Type SettingsConnecting Your External CalendarConnecting to ZoomConnecting to Payment GatewaysInvoice & Payment SettingsConnecting to Google Meet
SMS Notifications
How to Enable / Disable SMS Appointment NotificationsHow Can I Purchase Additional SMS Credits?How to Configure SMS Notifications for Events and Individual Programs?What do SMS Messages Look Like to Clients?How Coaches and Clients Can Consent to Receiving SMS NotificationsSMS Logs and Transactions History
CV Meet - Native Video & Audio Communication Tool
CV Meet (Native Video) - Feature OverviewCV Meet - Plan allowances and add-ons for call time and data storageCV Meet - How to record meetings, download and share recordingsCV Meet - How to share call recordings with clients automatically for all calls related to programs
Contacts
Contacts Page OverviewAdding ContactsExporting ContactsArchiving ContactsTagging ContactsInviting Contacts To Create A Client Portal Account
Individual Contact Record Page
Contracts on Individual Contact Record PageInvoices on Individual Contact Record PageForms on Individual Contact Record PagePrograms on an Individual Contact Record PageNotes on Individual Contact Record PageFiles on Individual Contact Record PageIndividual Contact Record PageSessions on An Individual Contact Record PageProfile on Individual Contact Record Page
Calendar
Calendar Page OverviewHow to Create a New Appointment with Your Clients
Scheduling (Events)
Scheduling Feature OverviewHow to Create an EventWhat do the Cancel and Reschedule booking pages look like?How to Embed an Event Booking Page on your WebsiteWhat does my Event Booking Page look like?View Event Bookings Page Overview
1:1 Coaching Programs
1:1 Coaching Programs - Feature OverviewHow to Create a 1:1 Coaching Program (Standard Program)How to Set Up Payment Options for Your Coaching ProgramsWhat Does My Coaching Program Sign-up Page Look Like?Program Enrollments Page OverviewHow to Embed your Coaching Program Sign-up Page to your WebsiteHow to Create Automations for Your Coaching Programs
Managing Coaching Programs with your Clients
Group Coaching
Group Coaching - Feature OverviewHow to Create a Group Coaching ProgramHow to Enroll Clients to your Group Coaching ProgramGroup Coaching - How to manage group members and create cohorts
Notes
How to Use the Notepad Widget for Taking Session NotesHow to Take Session Notes and Share with Clients How to Easily Embed Videos in the Note Editor
Forms
Forms Page OverviewHow to Create a FormHow to Send a FormHow to View Form ResponsesWhat is an Active Form
Contracts
Contracts Feature OverviewHow to Send ContractsHow Clients E-sign ContractsHow Clients Can E-sign Contracts When Enrolling to Your Coaching Program
Resource Library
Resource Library - Files & TemplatesHow to Share Files with Clients
Invoices
Invoice Feature OverviewHow to Create One-off Invoices and Recurring InvoicesArchiving InvoicesCreating Invoices Without Stripe or PayPal Integration
Coaching Log
Coaching Logs OverviewHow to Enable Automatic Logging of Coaching Time in Your Coaching LogHow to Include, Remove or Edit Coaching Time in Your Coaching Log
Client Portal (Getting Started for Coachees)
How to Sign Up for the Client PortalClient Portal DashboardHow to E-Sign a Contract in the Client PortalHow to Sign Up to a Coaching Program in the Client PortalHow to Access My Coaching Programs in the Client PortalHow to Book Sessions (Appointments) with your CoachHow to Pay Invoices in the Client PortalHow to Manage Coaching Assignments in the Client PortalHow to Manage Coaching Goals in the Client PortalHow to Respond to Forms in the Client PortalHow to Use the Resource Library in the Client PortalHow to Take Notes in the Client PortalHow to Access Coaching Program Resources in the Client PortalHow to View Your Coach's Profile in the Client Portal
Frequently Asked Questions
CoachVantage Common FAQ's

CoachVantage Common FAQ's

Here are the most commonly asked questions about CoachVantage.

We’ve gathered the most common questions coaches ask when getting started with CoachVantage. This FAQ covers everything from account setup and billing to calendar integrations, payments, data security, and client portal access—so you can feel confident navigating the platform from day one.

Account Set-Up

Do you offer live onboarding sessions or walkthrough calls?
We do offer onboarding sessions led by our Customer Success Manager, Olivia. You can sign up to meet with her here.

Can the CoachVantage team help me with account set-up and/or migration from another platform?
Yes, we are happy to help you with your account set-up. If you sign up for the AHA (Yearly) or Clarity (Yearly) plan, we can help you do this for free.

If you sign up for the AHA (Monthly) or Clarity (Monthly) plan, we charge you $65 an hour for white glove support. We'll help you set up your complete workflows so you can get started quickly and easily!

Do you charge based on the number of contacts I have? Is there a limit to the number of contacts I can add?
In CoachVantage, you can add as many contacts as you like! We do not limit the number of contacts you can have, nor do we limit the number of coaching engagements you can have per client.

We offer 2 plans - the Clarity Plan and the AHA Plan. We recommend the Clarity Plan for coahces who are just starting out, with up to 2 coaching program sign-up (or landing) pages and 4 contract e-signature requests per month.

The AHA Plan is recommended for established or full-time coaches, with unlimited coaching program sign-up (or landing) pages and unlimited contract e-signature requests. View our pricing page with more of a detailed breakdown here.

Can multiple team members, coaches or assistants access the same account?
As of now, CoachVantage is built for 1 coach to use. If need be, a coach can share their account credentials with their team members / assistants to access their account.

We aim to release a Team Plan for multiple coaches / team mates to have access to the same account in Q2 2026.

Billing & Payments

Do you offer a free trial?
Yes, you can sign-up for our 14-day free trial (no credit card required) here.

Can I switch between monthly and yearly plans?
You may upgrade from the monthly to the yearly plan but not vice-versa.

Can I upgrade or downgrade my plan at any time?
You may upgrade your plan at anytime. You may not downgrade your plan once you upgrade it.

Calendar

Can I sync CoachVantage with my calendar?
Yes, CoachVantage syncs with 1 calendar including Google Calendar, Outlook, iCal, or Exchange, and Office 365. Learn how to connect your external calendar in this article.

Can I add more than 1 calendar to CoachVantage?
No, you can only connect one external calendar to CoachVantage at this time. This means you’ll need to choose the primary calendar you actively use (Google Calendar, Outlook, iCal, or Office 365).

Once connected, all of your events from that calendar will sync into CoachVantage to help prevent double-bookings and ensure clients only book you when truly available. If you use multiple calendars, we recommend consolidating events into your primary calendar so that CoachVantage reflects your complete availability.

Can clients book only within certain time windows?
Yes, you can set Availability Types to allow clients to only book with you within certain time windows. You can learn how to set that up in this article.

Can I block off time for vacations or breaks?
Yes, you can use the Away from Office Setting to specify which days you are away from your office and do not wish to be available for clients to book appointments with you. Learn how to do this in this article.

Payments & Invoicing

Can clients pay with credit card or PayPal?
Yes, CoachVantage integrates with 2 payment gateways, Stripe and PayPal, making it easy for clients to pay for your events and programs. Learn how to connect to Stripe and PayPal in this article.

Can I set up automatic payments or subscriptions?
Yes, when setting up payments for your 1:1 Program or Group Program, you have 3 payment options including: One-Time, Installment Plan, and Monthly Subscription.

Can I track invoice history or overdue payments?
Yes, you can track invoice history and overdue payments. Learn more about how to use invoices in this article.

Can I send invoices using different currencies?
Yes. To change the currency of an invoice, you can simply navigate to your name in the top right-hand corner > My Settings > Invoices & Payment Tab > Set Default Currency.

Select the desired currency you wish to invoice the client. Then return to the Invoices page to create your invoice. The currency will be as per the default currency you have selected in the Settings.

As of now, it is not possible to change the currency from the Invoice creation step itself. You'll need to change the default currency from your Settings page.

Data & Security

Where is my data stored?
At CoachVantage, your data and privacy is our top priority. We prioritize data security and use industry-standard measures to protect your information.

CoachVantage is a software-as-a-service (SaaS) platform, and our data is stored in a cloud service provider infrastructure (Akamai) that is ISO27001, ISO27017, ISO27018, and ISO14001 as well as PCI-DSS certified.

Is CoachVantage GDPR Compliant?
Yes, you can find our GDPR information here.

Does CoachVantage have a Privacy Policy?
Yes, you can find our Privacy Policy on our website here.

Is CoachVantage HIPAA compliant?
No, CoachVantage is not HIPAA compliant and should not be used to store or transmit Protected Health Information (PHI).

Can I export my data if I leave CoachVantage?
Yes, you can export selected information such as your Contacts, Notes, Resources, Contracts and Invoices.

Client Portal

How can I give my client access to the client portal?
To learn how you can invite your contact to create a Client Portal account, please refer to this article.

Can my client book a time to meet with me through the Client Portal?
Yes, your client can book a time with you in the Client Portal by simply navigating over to Appointments on the left-hand menu and then selecting a date/time that works best for them based on your availability.

Is there a resource I can share with my client on how to sign-up for the Client Portal?
Yes, here is an article we created for you to send to your client on how to sign up for the client portal.

Support

Do you offer live chat support?
We do not offer live chat support.

Support requests can be made from within your CoachVantage account by clicking the the Help (?) icon to send a support ticket. Our typical response time is 6 hours or less and is by email.

We do have 1:1 walkthroughs with you if you need to hop on a call to work through an issue or to better understand how CoachVantage can supprot your workflows.

Where can I find tutorials or help articles?
You can find video tutorials and help articles in the CoachVantage Help Centre.

Do you have video walkthroughs or webinars?
Yes, you can register for our 40-minute demo and overview of CoachVantage on this page.

You can also schedule a meeting with Olivia, our Customer Success Manager on this page.

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