Welcome to CoachNow Academy! We're thrilled to have you on board.

CoachNow is the highest-rated coaching and analysis app in the world. Our "one-stop-shop" platform replaces disparate software with one simple solution, making it easier than ever to run your coaching business.

The videos in this article will give you a comprehensive top-down view of all the powerful features available today in CoachNow Academy.

Please set aside roughly 30 minutes to complete this onboarding. To get the most out of the experience, we recommend following along with the videos in your CoachNow account. Simply open up a second tab your browser and log in to your CoachNow account at https://app.coachnow.io.
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​If you have any questions about the platform, or prefer to be onboarded with a member of our team, you can book a free onboarding demo at this link.

This article will cover each of the following categories. You can click any of the links below to jump directly to the sections most relevant to you:

CoachNow has been a leader in coaching communication for over 10 years, and CoachNow Academy takes things to the next level. It’s more than just messaging and video analysis—it now includes scheduling, billing, and integrations, making it an all-in-one coaching solution.

This guide walks you through the essential steps to set up your CoachNow Academy account:

Your Coach Profile is what athletes see when they connect with you. To set it up:

CoachNow allows you to assign different roles to team members:

Review your settings to ensure each team member has the right permissions.

Now that your account is set up, the next step is configuring your calendar so athletes can book sessions. Watch the next video to learn how.

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Once your Coach Profile and Admin Settings are in place, the next step is setting up your calendar.

Your CoachNow calendar helps you manage private sessions, external calendar integrations, and programs. Different event types are color-coded for easy reference.

To allow athletes to book sessions, you need to create booking options that clearly describe what you offer. Instead of vague labels like “One Hour,” use specific names that reflect the session’s purpose. Well-defined booking options help athletes choose the right service.

You can set availability windows for when you’re open for bookings. If you coach seasonally, you can create secondary calendars and switch between them as needed. Scheduling controls include:

CoachNow allows you to sync with external calendars, blocking out times when you’re unavailable. You can also share your booking link on your website or in emails so athletes can book sessions directly.

Coaches and admins can book sessions for athletes, add new athletes during scheduling, and control team-wide availability. The facility calendar provides an overview of all coaches’ schedules and allows schedulers to manage bookings across the team.

Your calendar is fully accessible from the CoachNow mobile app. You can book sessions, view availability, and adjust settings directly from your phone.

The next video will cover Programs, which allow you to create and manage group sessions, drop-in clinics, and recurring training series.

Billing in CoachNow allows you to offer packages, subscriptions, and hybrid coaching options. If you don’t already have a Stripe account, you’ll need to set one up or connect an existing account.

Once connected, you can create and manage coaching offerings. At this stage, customer access is managed manually, but future updates will integrate billing with booking options and session tracking.

When an athlete purchases an offering, they automatically receive an invoice. You can check payment status and manage transactions through Stripe’s reporting tools.

For detailed instructions, refer to our dedicated billing support article. As new features roll out, we’ll continue updating you on improvements to automate and streamline payments.

CoachNow’s communication system is built around Spaces, Groups, and Lists, ensuring clear and organized interactions between coaches, athletes, and other stakeholders.

A Space is where all communication and video analysis for an athlete happens. It serves as their training history, containing everything shared over time, including posts, videos, notes, and feedback. Spaces support collaboration—other coaches, parents, or mentors can be added to provide a complete support system.

Athletes and coaches can both post in Spaces, creating a two-way conversation that fosters accountability and shared understanding. Spaces remain active indefinitely, making it easy to track an athlete’s development over time.

Groups are used when content is relevant to multiple athletes. Unlike Spaces, Groups can be structured for collaboration or read-only content. Coaches can control posting and interaction settings, making Groups ideal for:

Lists allow you to send the same message to multiple athletes privately. When posting to a List, each athlete sees the message in their own Space without knowing who else received it. This is useful for:

CoachNow’s built-in analysis tools streamline feedback. Coaches can:

For more advanced communication strategies and video analysis techniques, check out this YouTube Tutorial. To view more on Spaces and Groups, check out this YouTube Tutorial.
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Automation in CoachNow helps streamline communication, reduce repetitive tasks, and improve efficiency. Features like Lists, Scheduled Posts, and Templates allow you to pre-plan messaging and manage athlete engagement more effectively.
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Lists allow you to mass message selected athletes without them knowing they’re part of a group. You can:

Lists integrate with scheduled posts, making it easy to automate outreach based on activity levels, engagement, or training cycles.
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Scheduling posts allows you to plan content in advance, whether for Spaces, Groups, or Lists. You can:

Currently, scheduled posts are available on the web app, with mobile support coming soon.
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Templates help pre-load content into Spaces or Groups, making onboarding and ongoing communication more structured. Examples include:

Templates can be applied when creating a new space or group, or added to an existing space at any time.
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Leveraging Lists, Scheduled Posts, and Templates can save time and create a more consistent athlete experience. More automation features are in development to further enhance workflows.

The athlete view in CoachNow is simplified and easy to navigate. Athletes have access to their Spaces, Coaches, Videos, and Recent Activity, mirroring the experience on both mobile and web.

Athletes receive an email invitation with a six-digit code. They simply:

Athletes can:

Athletes have access to basic video tools, including:

Your Coach Profile is where athletes see your available programs, subscriptions, and purchase options. Ensuring your profile is complete helps them easily find and sign up for your offerings.

If athletes have questions, they can use:

CoachNow Academy continues to evolve with new features and updates. Stay connected for ongoing improvements.

We can't wait to see what you accomplish in CoachNow Academy. We have many exciting features in development - stay tuned for more updates.
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If you have additional questions, please reach out to your sales person or schedule a one-on-one demo at this link.