How to Schedule, Track, and Manage Coaching Sessions

Your Sessions area helps you manage the full coaching appointment workflow in one place.

Instead of using separate tools for scheduling, payments, Zoom links, notes, homework, and client follow-up, LCH Core connects the key parts of each session so you can book, run, and track coaching appointments more professionally.

Before you book a session

Before you can schedule sessions, you need at least one session type.

Session types are created under:

Offers > Session Types

A session type tells LCH Core what kind of appointment you offer.

For example:

• Free discovery call
• 30-minute coaching session
• 60-minute coaching session
• VIP session
• Follow-up call

Each session type can include the session name, description, length, location, Zoom setting, booking rules, buffer time, and whether it appears on your Public Booking Page or in your Store.

Step 1: Check your calendar

Go to:

Calendar and Bookings > Calendar

From here, you can view your schedule by day, week, or month.

If your Google Calendar is connected, your Google appointments will show on the calendar too. Clients will not be able to book during those blocked times, which helps protect your availability.

You can still manually book over a blocked time, but LCH Core will warn you first.

Step 2: Add a new session

From the calendar, click Add New.

Then choose:

• The client
• The session type
• Whether it is paid, free, or pro bono
• The date and time
• Whether it is once-only or recurring
• How the session will take place, such as Zoom, phone, or in person

If Zoom is connected, LCH Core can generate the Zoom link for the session automatically.

This saves time and helps keep the session details in one place.

Step 3: Choose how payment will be handled

If the session is paid, LCH Core checks whether the client has prepaid sessions available.

If they have prepaid sessions left, the system can deduct from that balance.

If they do not have prepaid sessions left, you can choose how to handle payment:

• Send a payment link and cancel the session if unpaid 24 hours before
• Send a payment link without automatic cancellation
• Invoice after the session
• Mark the session as paid through an alternate method

Alternate payment can be used if your client pays outside LCH Core, such as by check, Venmo, bank transfer, or another method. It will not be connected to LCH billing, but you can still track the session.

Step 4: Schedule recurring sessions if needed

You can also create recurring sessions.

For example, you might schedule a client every week through the end of a coaching package.

When you create recurring sessions, LCH Core shows how many sessions you are scheduling and whether the client has enough prepaid sessions to cover them.

If the client does not have enough prepaid sessions, you can choose how to handle the extra sessions, such as sending a payment link, invoicing later, or using an alternate payment method.

This helps avoid confusion about session credits and unpaid appointments.

Step 5: Review upcoming and past sessions

You can view your sessions from the Sessions tab.

This shows both upcoming and past sessions.

You can also see payment status, such as:

• Free
• Waiting for payment
• Invoice sent
• Paid
• Alternate payment
• Pro bono
• Prepaid

This gives you a clearer view of what is booked, what has happened, and how each session is being paid for.

Step 6: Set your availability

Go to:

Calendar and Bookings > Availability

Your availability controls when clients can book with you.

LCH Core gives you a default schedule, but you can change it to match your real working hours.

You can also add date-specific availability.

For example, if you are unavailable on a certain day, you can block that day so clients cannot book.

This helps you stay bookable without giving up control of your schedule.

Step 7: Use coaching plans before sessions

If you choose to send coaching plans during onboarding, clients can complete them before sessions.

A coaching plan can ask questions such as:

• What have been your successes since our last session?
• What have been your challenges since our last session?
• What would you like to focus on next?

This helps your client reflect before the call and helps you walk into the session with more context.

The result: sharper sessions, less warm-up time, and a clearer focus from the start.

Step 8: Take session notes

Inside a session, you can take notes before, during, or after the appointment.

You can choose whether notes are private or shared with the client.

Use private notes for your own observations.

Use shared notes for summaries, reminders, next steps, or anything you want the client to see.

This keeps your session history organized and connected to the client record.

Step 9: Assign coaching tools from the session

You can assign coaching tools directly from the session page.

This includes:

• Action items
• Goals
• Worksheets
• Journals
• Resources

This is useful because many next steps come up during the session itself.

For example, if a client commits to asking for a raise, tracking their time, completing a worksheet, or practicing a new habit, you can assign that tool before the commitment gets lost.

This helps turn the session into follow-through.

Step 10: Track follow-up in the Progress Stream

When clients complete tools, submit entries, or respond to assignments, you can view their progress in the Progress Stream.

You can also comment back and forth when comments are enabled.

The Progress Stream helps you see what is happening between sessions, so you are not relying only on memory, email threads, or the next live call.

Where else can I view sessions?

You can view sessions in several places inside LCH Core:

• Calendar and Bookings
• Sessions tab
• Progress Stream
• Client Management
• The client’s individual folder

Inside the client folder, you can see upcoming sessions, past sessions, tools, notes, welcome package information, and other client details.

This keeps the full client relationship easier to manage.

What does the client see?

Clients can view their sessions inside their portal.

They can see:

• Upcoming sessions
• Past sessions
• How many sessions they have left
• Their purchases
• Available sessions they can book
• Options to buy more sessions

If they want to buy more sessions, they can go from their portal to your Store.

This gives clients more control and reduces the amount of admin you need to handle manually.

Final takeaway

The Sessions module helps you manage coaching appointments from booking through follow-up.

You can schedule sessions, connect Zoom, track payments, manage prepaid session credits, send coaching plans, take notes, assign tools, and view progress in one connected workflow.

That means less scattered admin for you and a clearer, more professional experience for your clients.