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HeyPond

Client Management

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Client management for coaches, consultants, and trainers

You became a coach to help people. Not to chase invoices.

HeyPond replaces your Calendly, Stripe dashboard, session spreadsheet, and contract folder. One place. Everything connected. Built for professionals who see the same clients week after week.

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300+

coaches switched

5,000+

sessions booked

$500K+

collected for coaches

1,200+

packages managed

No credit card required

Last 7 days

Paid at booking

Sarah Mitchell

$150 captured

Package balance

4 of 10 left

Auto-updated

Next session

Tue 11:30am

Rebooked in portal

Paid bookings and package balance

Client Package Next Status
Sarah M. 6/10 left Tue 9:00 Active
James C. 1/8 left Tue 11:30 Renewal
Emma W. 4/6 left Wed 2:00 Active

This Is Probably Your Week

Calendly says Marcus booked Tuesday at 2pm.

Did he pay? You open Stripe. Nothing. You check your spreadsheet—is he on a package? Can't remember which column. Now you're writing another "gentle reminder" email.

Your spreadsheet says Emma has 4 sessions left.

Or 3. You logged one last week but forgot to update the formula. She's definitely going to ask.

You sent David an agreement 9 days ago.

Did he sign? You search your inbox. 47 results for "David."

Three clients owe you money right now.

You know this because you keep a mental list.

Here's the thing: your tools don't talk to each other. Calendly doesn't know about Stripe. Stripe doesn't know about your packages.

You're the integration layer. You're the one copying data, checking tabs, remembering things. HeyPond connects the things that should have been connected from the start.

CRM. Booking. Payments. Packages. Contracts. Client portal. All connected.

When a client books, you can require payment upfront. When they use a session, their package balance updates automatically. When they need to rebook, they do it themselves.

Click Sarah's name. See every session you've had, every invoice, every form she's filled out, every contract she's signed, your private notes from last week. See she's got 3 sessions left on her package. Her contract is signed. Last invoice paid in 2 days.

That's what "connected" actually means. One click. Full context. No detective work.

Sarah's week in HeyPond

1

Booking

Sarah books Wednesday 2pm

She picks her time from your booking link, fills out the intake form, and gets a confirmation.

< February 2026 >
Today
Sun Mon Tue Wed Thu Fri Sat
23
249am
2510am2pm
269am11:30
273pm
28
Invoice #1042 Due Feb 28, 2026
Paid
SM
Sarah Mitchell sarah@mitchellpractice.co
1:1 Coaching Session 60 minutes
$150.00
Strategy Session 90 minutes
$225.00
Total $375.00
2

Payments

She pays $150 at checkout

No booking without payment. Invoice created and marked paid.

3

Packages

Her 10-session package drops to 6

No spreadsheet update, it just happens.

Package 10-Session Coaching Package Purchased Jan 15, 2026
Active
SM
Sarah Mitchell sarah@mitchellpractice.co
Sessions Used 4 of 10
Remaining 6 sessions
Next session Tue 11:30am
✓
Balance updated Sarah has 6 sessions left
SM
Sarah Mitchell Active · Last session yesterday
Open record
Sessions12 total
InvoicesPaid
Forms5 complete
Session completed2h
Invoice paid2d
Contract signed3d
4

CRM

Before the session, you open her profile

Last session notes, intake answers, package balance, contract status, everything.

5

Client Portal

After the session, Sarah opens her portal

She sees her balance, downloads her contract, and rebooks next week herself.

CP
Client Portal Branded and shareable
Live
UpcomingTue 11:30am
Balance4 sessions left
InvoicesPaid
Documents3 available
Rule: Low package balance Template: Renewal nudge
Active
Trigger4 sessions left
↓
ActionSend low-balance nudge
↓
ActionCreate renewal task
6

Automations

When she hits 4 sessions left, she gets a low-balance nudge

You didn't write it, you didn't send it, it just went.

How each piece works

Booking

Share your link. Clients see your availability, pick a time, get reminded. Google Calendar stays synced.

Payments

Require payment at booking or send invoices. Stripe in one click. Auto-reminders when overdue.

Packages

Session packages, retainers, subscriptions. Balance updates when clients book. Low-balance nudges and renewal prompts go out automatically.

Contracts

Send agreements. Clients sign online. Stored in their record. No more "did they sign?" searches.

Client Portal

Clients get their own login — upcoming sessions, invoices, package balance, documents, rebooking. Fewer emails for you.

CRM

Every client, one profile. Sessions, payments, notes, forms, contracts, package balance. One click, full story.

Forms

Collect info before sessions. Intake questions attached to booking types. Show up prepared.

Email

Connect Gmail or Outlook. Send from client records. Replies sync to the timeline. Templates, broadcasts, sequences.

Automations

If this, then that. Auto-send follow-ups, create tasks, tag clients. The repetitive stuff runs without you.

Tasks

Linked to clients. Created by you or by automations. Due dates, reminders, dashboard view.

Built for

Life coaches Executive coaches Business coaches Leadership coaches Career coaches Health coaches Wellness coaches Fitness trainers Personal trainers Yoga instructors Pilates instructors Nutrition consultants Dietitians Language tutors Music teachers Academic tutors Test prep tutors Speech therapists Therapists in private practice Counsellors Psychologists Consultants Mentors Voice coaches Dance instructors Martial arts instructors Golf pros Tennis coaches Swim instructors

Sarah Mitchell

Balance 2 left
Payment £85
Contract Signed
Renewal Sent
Live client record

Timeline

One record, full week.

Booking Payment Automation

Monday

Sarah booked "1:1 Coaching Session" for Wednesday 2pm

Payment received: £85.00 (Stripe)

Package balance updated: 7 sessions remaining

Wednesday

Session completed

Coach added session notes

Thursday

Automatic reminder: Sarah has 2 sessions remaining

Renewal prompt sent to Sarah

Built for relationships. Not projects.

HoneyBook and Dubsado are built for projects — book the job, deliver, close. HeyPond is built for relationships — see the same clients week after week, track their packages, know their history.

Comparison Project-based tools HeyPond
Data model Project-centric Client-centric
Built for One-time deliverables Ongoing relationships
Package tracking Manual or none Automatic
Session history Scattered across projects Unified timeline
Best for Photographers, event planners Coaches, consultants, trainers

Up and running in 15 minutes.

No complicated setup. No week-long onboarding. Just connect, configure, and start booking clients.

Google
Outlook
Synced

Google or Outlook. One click.

Sync securely with Google or Outlook. We read your events to prevent double-booking and push new sessions instantly. Check out our clients, using HeyPond reduce scheduling admin by 5+ hours per week.

1:1 Strategy Coaching
60 mins · Video Call
$150.00 Active
✨

Discovery call, 1:1 coaching, whatever you offer.

Set your pricing, duration, and availability rules. Create multiple types for discovery calls, 1:1 sessions, or quick check-ins.

Deposit Paid
$150.00

Accept Payments

Require up-front payment or deposits at the time of booking so you never chase invoices again.

Booking link heypond.app/book/jordan
Copy link
Discovery Call 1:1 Coaching Follow-up
Tue 9:00
Wed 11:30
Thu 2:00
Share Email, text, bio link
Clients pick A time that works

Share your booking link

Put it anywhere. Clients book when it works for them.

Pricing

Free

Up to 5 clients

Get started free

No credit card required.

  • ✓

    Booking and calendar

  • ✓

    Basic CRM

  • ✓

    1 session type

  • ✓

    Upgrade for packages, contracts, and portal

Monthly

$19.99/month

Start a free 14 day trial

No credit card required.

  • ✓

    Unlimited clients

  • ✓

    Packages and subscriptions

  • ✓

    Contracts

  • ✓

    Client portal

  • ✓

    Custom branding

Annual

$199.99/year

Billed yearly

Start a free 14 day trial

No credit card required.

  • ✓

    Unlimited clients

  • ✓

    Packages and subscriptions

  • ✓

    Contracts

  • ✓

    Client portal

  • ✓

    Custom branding

Your questions, answered.

If this is for you, start here.

Or book a demo to see HeyPond in action