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Setup
What do I need to use Tools4coaching?
You just need a standard web browser (Internet Explorer, Opera, Mozilla.) and an Internet connection.
Do I have to install software on my personal computer?
No.
Will my clients have to install software on their computers?
No, they too will be able to use Tools4coaching with a standard web browser and an Internet connection.
I / my clients use a Macintosh (or Linux). Can I / my clients use Tools4coaching?
Yes, Tools4coaching is completely platform-independent.
I don't have a web site. Can I use Tools4coaching?
Yes: Tools4coaching will be your online presence.
How can I customize Tools4coaching?
You can choose the look&feel from an ever growing number of themes. You can freely define the contents of your home page. You can also customize the questions in the client profile and session preparation form. And of course you can define your calendar availability and your professional fee.
I already have a web site. Can I integrate it with Tools4coaching?
Yes. You can choose a theme that matches your existing web site and you can have links from your Tools4coaching web site to your existing web site and vice versa. You will also be able to completely customize the look & feel of your Tools4coaching web site (feature under construction).
How will my clients access my web site on Tools4coaching?
Your client web site is accessed from a URL based on an identifier you choose at sign on. You just have to forward this URL to your clients (or link it from your existing web site, if you already have one).
Can I have my own domain name (like www.myname.com)?
Yes: you can register your own domain name and bind it to your Tools4coaching web site. This way it will be easier for your clients to access your web site. Just contact us for arrangements (a small annual fee is due for domain registration).
Session scheduling
How do I set up my calendar?
You define your daily working times, your session duration and your weekly availability: your calendar will be automatically built upon your choices, with every day divided in time slots corresponding to times that can be booked for sessions.
What if there are certain days when I don't want to be available for sessions?
You can freely block time slots or even whole days: they will be shown as unavailable in your clients calendar.
Will my clients see all my appointments?
Of course not: they will see only the sessions they have booked themselves. All your other appointments will simply appear as unavailable time slots to them.
Can I cancel sessions that are already scheduled?
Yes. You can cancel a session and the client will be automatically notified and invited to book again at a different time.
Can my clients reschedule sessions?
Yes: they can cancel a session no later than 24 hours before the scheduled time. They will then be able to book again at a different time.
Can I use an online payment system, i.e. credit cards?
Yes. You will need to sign on with a payment solution provider (we cannot do that for you) and we will integrate the payment gateway in your Tools4coaching web site. We are currently choosing a preferred payment solution provider, in order to be able to offer you special conditions and a discounted fee.
Payments and pricing options
What are my payment options?
You can pay your Tools4coaching fee monthly or in a single advance payment. If you choose the latter, a discount (more than 15%) will be applied. The monthly payments will be automatically billed to your credit card. For the single advance payment you can choose between credit card transaction or money transfer. You will receive invoices for each transaction.
What happens when my subscription expires?
You will get an email reminder a month before expiration. You will then be able to renew online, choosing between the available payment methods. You will also be able to continue using Tools4coaching normally. A week after subscription expiration, you will not be able to use Tools4coaching anymore and you will need to renew your subscription to resume working. Anyway, your clients won't notice anything and they will be able to continue using your web site normally.
What is exactly the client limit?
It is a limit on the number of your active registered clients.
For example, if you choose the lowest subscription level, "up to 5 clients", this means that you can have at most 5 active registered clients working on your site. This is not a limit on the number of users accessing your pages: it is a limit on the number of active clients, the ones that can buy and book sessions, do the assessment programs etc.
Should I delete the registered clients that I'm not currently working with?
No. The limit is on active clients, i.e. the clients that you are currently working with. If you have finished working with a client, you can move it to the archive to make room for a new client without having to delete his/her account. Archived clients can access their pages on your site, but they will not be able to buy or book sessions. You can move clients freely back and forth from the archive.
What happens when the client limit is reached?
If you have reached your client limit and new clients sign on, they will be able to complete the registration but they will see a message stating that their account must be enabled by you. You'll find your new clients in the archive. You will also receive an email notification.
And what shall I do then?
You could upgrade your subscription level, or you could just move an old client to the archive and restore the new client.
How much would I pay for the upgrade?
If you are paying monthly you will simply begin paying the new fee, starting from the month following the upgrade. For instance, if you are paying € 39 for the "5 clients" level, when you upgrade to the "12 clients" level you'll start paying € 59 from the next month.
If you paid in advance, you will pay the appropriate yearly fraction of the price difference between your old subscription level and the new one. For instance, if you are upgrading from "5 clients" to "12 clients" and you are on the 8th month of your subscription, you will pay the difference between the prices (€ 590 - € 390 = € 200) for the remaining 4 months of subscription: € 200 * 4/12 = € 66.60.
Can I also downgrade my subscription level?
No. Once you upgrade your subscription, it will remain in effect until the end of your yearly subscription period. You could upgrade again, however. At renewal time, of course, you'll be able to choose the level you want, even a lower one.
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FAQ
