Part 1: How to Create a 1:1 Program—Program Setup

Overview

CoachVantage makes it easy to create and manage a structured 1:1 coaching program for your clients.

In Part 1 of this guide, you will learn how to:

• Enter your program information
• Choose a program structure
• Add program fees and payment options
• Configure scheduling and appointment policies
• Create automation rules
• Save your program as a draft

Part 2 will explain how to create a landing page and enrollment form (including adding an intake form and contract) for your program.

Create a New Program 🖋️

To begin:

1. Navigate to your Programs page.
2. Select the green Create New Program button.
3. Enter the name of your program.

Import an Existing Program Template

If you previously created a similar program, select Import Program Template to use an existing program as your starting point.

Importing a program template copies its existing details into your new program, including:

• Files and resources
• Intake forms
• Program fees
• Scheduling settings
• Other program configurations

You can then edit the imported information as needed.

Choose Your Program Structure

CoachVantage offers two ways to structure a 1:1 program: Package or Session by Session.

Package

Select Package if you want to offer a set number of coaching sessions or hours over a defined period.

With a package, you can offer payment options such as:

• A one-time payment
• An installment plan
• A monthly subscription

After selecting Package, enter the following information:

1. Choose whether the program will be based on a total number of sessions or coaching hours.
2. Enter the total number of sessions or hours included.
3. Set the duration of the first session.
4. Set the duration of subsequent sessions.
5. If needed, select Every to define how frequently sessions should occur—for example, every week or every two weeks.
6. Enter the total duration of the program.
7. Choose whether to display the program duration on the program landing page.

Session by Session

Select Session by Session if you want clients to book and pay for individual sessions as needed.

This option does not require clients to commit to a fixed number of sessions or a predetermined program duration.

Customize the Program Signup URL 🔗

CoachVantage automatically creates a signup page URL for your program. You may use the default URL or customize it.

When creating a custom URL:

• Do not include spaces.
• Do not include special characters.
• Use hyphens to separate words.
• Create a unique URL for each program.

For example:

move-into-alignment

Important: If you imported an existing program template, make sure you update the URL so that it is unique to the new program.

Add a Program Description

Use the program description to explain what your program offers, who it is designed for, and what clients can expect.

The text editor allows you to customize your description by:

• Adding headings
• Highlighting important text
• Selecting different font styles
• Organizing the content for readability

Create a Description With Vanta

You can also use Vanta, CoachVantage’s AI assistant, to help create your program description.

To generate a description:

1. Select Ask Vanta.
2. Enter a prompt describing your program.
3. Select the green arrow to submit your prompt.
4. Review the description Vanta creates.
5. Select the green checkmark to add the generated text to your program description.
6. Edit the description as needed.

If you would like Vanta to create another version, select Regenerate.

For the best results, include important details in your prompt, such as:

• The name of the program
• The program’s duration
• The intended audience
• The purpose of the program
• The results or benefits clients may experience

Example prompt:

Create a program description for my wellness program, Move Into Alignment. It is a six-week, nervous-system-friendly movement journey designed to support sustainable energy, clarity, and emotional balance.

Select a Program Color 🌈

Choose a color code for your program. This color serves as a visual cue throughout CoachVantage and appears:

• On the program card
• On calendar entries associated with the program
• On client appointments connected to the program

Once a color has been assigned to a program, it will no longer be available for other programs.

Choose Your Program Locations

Select where coaching sessions for the program will take place.

You may add multiple location options so clients can choose their preferred location when booking.

Available options include:

• Zoom
• Google Meet
• Physical location
• Other

Zoom

If you connect your personal Zoom account to CoachVantage, a unique Zoom meeting link will automatically be created for each appointment.

To learn how to connect to Zoom, please refer to this article, How to Connect to Zoom.

Google Meet

Similarly, a unique meeting link will automatically be generated for each appointment booked with Google Meet.

To learn how to connect to Google Meet, please refer to this article, How to Connect to Google Meet.

Physical Location

If you select Physical Location, enter the name or address of the meeting location.

Other

Select Other for additional meeting options, such as:

• FaceTime
• Webex
• A phone call
• Another video conferencing platform

Add Instructions to Join

Use the Instructions to Join field to provide clients with directions or other important information about attending their sessions.

For example:

Please select the Zoom meeting link five minutes before your scheduled appointment.

These instructions will be included in the confirmation email sent to the client.

Choose Your Program Privacy Setting

You may mark your program as private if you do not want it displayed on your public All Programs page.

Automatically Log Coaching Hours

CoachVantage can automatically add completed coaching sessions from this program to your Coaching Log.

To enable this feature, select Yes when asked whether you want to log coaching hours.

After a session is completed, CoachVantage will automatically record the associated coaching time in your Coaching Log.

For additional information, please refer to this article, How to Enable Automatic Logging of Coaching Time in Your Coaching Log.

Set Up Program Fees 💸

If clients will be charged for the program, select Yes when asked whether you want to set up fees.

You will then be prompted to select a payment gateway. CoachVantage integrates with:

• Stripe
• PayPal

You may connect one or both payment gateways.

Select Add Payment Option to create a payment option for the program. You can offer more than one payment option so clients can choose the arrangement that works best for them.

Available payment types include:

• One-time payment
• Installment plan
• Monthly subscription

Create a One-Time Payment

To add a one-time payment:

1. Select Add Payment Option.
2. Select One Time as the payment type.
3. Enter a payment description that will be displayed to clients.
4. Enter the payment amount.
5. Select Save.

Create an Installment Plan

To add an installment plan:

1. Select Add Payment Option.
2. Select Installment Plan as the payment type.
3. Enter a payment description.
4. Enter the amount of each payment.
5. Choose the billing frequency.
6. Enter the number of payment occurrences.
7. Choose how the client will be billed.
8. Select Save.

You can choose to:

• Charge the client’s card automatically during each billing cycle, or
• Send the client an invoice during each billing cycle for them to pay manually

Create a Monthly Subscription

To add a monthly subscription:

1. Select Add Payment Option.
2. Select Monthly Subscription as the payment type.
3. Enter a payment description.
4. Enter the monthly payment amount.
5. Choose your preferred billing settings.
6. Select Save.

You will also need to decide what happens to the client’s program resources if their subscription is canceled.

You can choose to:

• Always allow access to the program’s resources
• Remove access immediately upon cancellation
• Allow access until the end of the current billing cycle and then remove access

Configure Scheduling Rules 📅

The Scheduling section allows you to control how clients book coaching sessions.

You can allow clients to schedule their own sessions or disable self-booking if you prefer to schedule appointments for them.

First-Session Scheduling

Choose whether clients can schedule their first coaching session during program signup.

If enabled, your booking calendar will appear on the signup page. Clients can then select an available date and time while enrolling in the program.

Additional Scheduling Options

Depending on your selections, you may also choose whether to:

• Send an SMS notification when an appointment is booked
• Allow clients to schedule sessions from the Client Portal
• Allow clients to book more than the total number of sessions included in the program

Choose the settings that best align with your business rules and the way you manage client appointments.

Set Your Availability

If clients can schedule their own sessions, select the availability type that will apply to the program.

You can either:

• Select an availability type you previously created, or
• Create a new availability type while setting up the program

Select Preview Availability Type to review the available days and times associated with your selection.

For more information, refer to this article, Manage Your Availability Type Settings.

Set a Minimum Scheduling Notice

The minimum scheduling notice determines how far in advance clients must book an appointment.

Use the dropdown menu to prevent clients from booking less than a specified number of hours or days before an available appointment.

For example, if you require at least 24 hours’ notice, select 1 Day.

Configure Your Cancellation Policy

You can choose whether clients are allowed to cancel appointments.

If cancellations are permitted:

1. Set the latest time at which a client may cancel.
2. Choose whether to display your cancellation policy.
3. Enter the policy in the provided text field.
4. Decide whether clients are required to provide a reason for canceling.

For example, you may allow clients to cancel up to one day before their appointment.

Configure Your Rescheduling Policy

You can also determine whether clients may reschedule their appointments.

If rescheduling is permitted:

1. Set the latest time at which a client may reschedule.
2. Choose whether to display your rescheduling policy.
3. Enter the policy in the provided text field.
4. Decide whether clients are required to provide a reason for rescheduling.

Create Automation Rules 💻

Automation rules allow you to automatically share information and materials with clients when they enroll in your program.

Items shared through an enrollment automation become available in the Client Portal as soon as the client enrolls and creates an account.

You can create automations for:

• Notes
• Forms
• Goals
• Assignments
• Resources

Automations are useful for sharing materials such as:

• Welcome messages or videos
• Intake forms
• Information sheets
• Program guidelines
• Introductory assignments
• Client resources

To create an automation:

1. Hover over the green Add New Automation button.
2. Select the type of item you want to add.
3. Create or select the content you want to share and when it will be sent.
4. Select the green Save button.

Here are a few common ways to use automation rules:

• Welcome Note: Automatically send a welcome note when a client enrolls in the program.
• Post-Session Form: Automatically send a reflection form after each session. You can include questions about key takeaways, progress, and next-step goals.
• Final-Session Reminder: Three days before the client’s final session, automatically send a note reminding them that they have one session remaining. You can also include a link to another 1:1 program and invite them to continue working with you.

For additional guidance, refer to, How to Create Automations for Your Coaching Programs.

Continue to Your Landing Page ➡️

Once you have finished adding your automation rules, you will see two options:

• Landing Page
• Save and Publish

Congratulations—you have now built the foundation of your 1:1 program! The next step is to select Landing Page and create the experience clients will use to learn about and enroll in your program.

Setting up your landing page includes 3 steps:

1. Build Your Landing Page (or simply just having an enrollment form)

Customize the page that introduces your program to prospective clients. Use this space to customize the sign-up page experience.

2. Build Your Enrollment Form

Choose the information and documents clients must provide when enrolling. During this step, you can:

• Select the client registration fields you want to include
• Add an intake form
• Add terms and conditions
• Embed a contract or send an automated email with the contract to the client (Note: This feature is available on AHA Plans only).

3. Edit the Thank-You Note

Customize the message clients receive after completing their enrollment. You can use this note to welcome them, explain what happens next, or provide any additional instructions they may need.

Continue to Part 2 to learn how to build your landing page, configure the enrollment form, and customize your thank-you note.