How to Use Your
Coach Profile
A complete walkthrough of every feature in your BESA Coaching dashboard — from managing bookings and earnings to building intake forms, sharing resources, and sending custom offers.
Quick Start
Log in at besacoaching.com/login with your coach account. You'll land on your Coach Dashboard automatically. Use the tab navigation on the left sidebar to move between features. Complete your profile setup first — it unlocks full visibility to clients.
What's in this guide
Overview
Your at-a-glance command center — key stats, quick actions, and profile health.
Profile Strength Meter
The top of your Overview tab shows a circular progress ring indicating how complete your profile is. A higher score means better visibility in search results. Click any incomplete item in the checklist to jump directly to that setting.
KPI cards
Four stat cards show your Total Sessions, Total Earnings, Average Rating, and Active Clients at a glance. These update in real time as bookings are confirmed and completed.
Accepting Clients toggle
The "Pause Bookings / Resume Bookings" button at the bottom of your Overview controls whether new clients can book you. Pause when you're at capacity or on leave; resume when you're ready for new bookings. Your public profile shows a badge reflecting this status.
Quick actions
Use the quick-action buttons to copy your public profile link (share it on social media or email) and copy your Zoom meeting link so you can paste it into messages quickly.
- Aim for a profile strength score of 90%+ — coaches with complete profiles receive significantly more bookings.
- Pause bookings rather than ignoring requests — it keeps your response rate high and clients informed.
Bookings
Manage all your upcoming and past sessions, reschedule requests, and no-shows.
View your schedule
The Bookings tab lists all sessions sorted by date. Filter by status (Upcoming, Completed, Cancelled, Pending) using the tabs at the top.
Request a reschedule
Click "Reschedule" on any upcoming session to open the reschedule modal. Select a new date and time from your available slots and add an optional note for the client. The client receives an email and must accept or decline.
Request a cancellation
Click "Cancel" on a session to submit a cancellation request to the admin team. Provide a reason — the admin reviews and approves or declines. If approved, the client is automatically refunded.
Mark a no-show
If a client doesn't attend, click "Mark No-Show" on the session card. This is logged in the platform and affects the client's account standing. No-shows are not automatically refunded.
Session status badges
Each session card shows a colour-coded status: Confirmed (blue), Pending Payment (amber), Completed (green), Cancelled (red), No-Show (grey). Use these to quickly identify sessions needing attention.
- Always submit a reschedule request through the platform — never arrange changes outside the system, as this voids payment protection.
- Respond to reschedule requests from clients promptly to maintain a high response rate.
Earnings
Track your income, pending payouts, and transaction history.
Earnings summary
The Earnings tab shows your Total Earned (all time), Pending Payout (funds in the 14-day hold period), and Available Balance (ready for transfer to your bank).
Transaction history
Every completed session generates a transaction entry showing the gross amount, the platform commission (15%), and your net payout. Click any row to see full details.
Payout schedule
Funds are held for 14 days after a session is completed, then released to your Stripe Express account. Stripe transfers to your bank account on your configured payout schedule (daily, weekly, or monthly).
Tips
Clients can leave a tip after a session. Tips are split 85% to you / 15% platform fee, the same as regular session fees. Tips appear as separate line items in your transaction history.
Stripe Express dashboard
Click "Open Stripe Dashboard" to access your full Stripe Express account where you can update your bank details, view detailed payout history, and download tax documents.
- Keep your Stripe Express account's bank details up to date to avoid payout delays.
- Download your transaction history as CSV from the Admin Finance tab if you need records for accounting.
Notifications
Stay on top of new bookings, messages, reschedule requests, and platform alerts.
Notification feed
The Notifications tab shows all recent platform activity — new bookings, client messages, reschedule requests, cancellation updates, and admin announcements.
Mark as read
Click any notification to mark it as read. Use "Mark All Read" to clear the unread count in one click.
Email notifications
You receive email notifications for new bookings, client messages, and reschedule requests. These are sent to the email address on your account.
- Check your notifications daily — unread booking requests that go unanswered affect your response rate score.
Reviews
Read client feedback and understand your ratings across all review dimensions.
View your reviews
The Reviews tab lists all client reviews in reverse chronological order. Each review shows the client's star rating (1–5), written comment, and the session it relates to.
Rating breakdown
Reviews include three sub-ratings: Overall Experience, Communication, and Value for Money. Your average across each dimension is shown at the top of the tab.
Responding to reviews
Currently, reviews are read-only for coaches. If you believe a review violates platform guidelines, open a support ticket with the review details and the admin team will investigate.
Public visibility
Your reviews and average rating are displayed on your public coach profile. Clients use these to decide whether to book you.
- After each session, encourage clients to leave a review — the platform sends them an automatic reminder, but a personal mention helps.
- A consistent 4.5+ rating significantly increases your visibility in search results.
Intake Forms
Create custom pre-session questionnaires to gather information from clients before they book.
Build your intake form
Go to the Intake Form tab and click "Add Question." Choose from text, multiple choice, or yes/no question types. Add as many questions as you need.
Question types
Text questions allow free-form answers. Multiple choice lets you define options for the client to select. Yes/No questions are simple binary responses.
Reorder questions
Drag questions up or down to reorder them. The order here is the order clients see them.
Save your form
Click "Save Form" to publish your intake form. It becomes active immediately — clients booking a session with you will be prompted to complete it before confirming.
View client responses
Switch to the "Client Responses" tab to see all submitted intake forms, sorted by client and date. Click any response to read the full answers.
- Keep intake forms concise — 3 to 5 questions is ideal. Long forms reduce completion rates.
- Ask about the client's primary goal, biggest challenge, and any relevant background. This lets you tailor the first session immediately.
My Clients
View your full client roster with session history, spending, and ratings.
Client roster
The My Clients tab lists every client who has booked at least one session with you. Each row shows their name, email, total sessions, completed sessions, total spent, and average rating they've given you.
Expand a client record
Click the arrow on any client row to expand their full session history — every booking with date, status, and amount.
Message a client
Click the message icon on any client row to jump directly to your conversation with that client in the Messages tab.
Sort and search
Use the search box to find a specific client by name or email. Click column headers to sort by sessions, spending, or last session date.
- Use the client roster before sessions to review a client's history and tailor your approach.
- Clients with high session counts but no recent bookings may benefit from a re-engagement message.
Custom Offers
Create and send personalised coaching packages directly to specific clients.
Create a custom offer
Click "New Offer" in the Custom Offers tab. Enter a title, description of what's included, the price (in USD), and an expiry date (how long the client has to respond).
Select a recipient
Choose the client you want to send the offer to from the dropdown. Only clients who have booked with you before appear in the list.
Send the offer
Click "Send Offer." The client receives an email notification and sees the offer in their Custom Offers tab. You'll be notified when they accept or decline.
Track offer status
Your sent offers are listed with status badges: Pending (awaiting response), Accepted (client paid), Declined, or Expired (past the expiry date).
Accepted offer payment
When a client accepts, they pay via Stripe checkout. Funds follow the standard 14-day hold and payout process.
- Custom offers are ideal for bundle packages — e.g., "6-session career coaching package" at a slight discount vs. individual bookings.
- Set a realistic expiry date — 7 to 14 days gives clients time to decide without leaving offers open indefinitely.
Resources
Upload and share worksheets, guides, and materials with your clients.
Upload a document
Click "Upload Resource" and select a file from your device. Supported formats include PDF, Word (.docx), Excel (.xlsx), PowerPoint (.pptx), images, audio, video, and ZIP files. Maximum file size is 50 MB.
Add a title and description
Give your resource a clear title and optional description so clients understand what it is before downloading.
Share with all clients or one client
Toggle "Share with all my clients" to make the resource available to everyone who has booked with you. Leave it off to share with a specific client — select them from the dropdown.
Manage your resources
All uploaded resources are listed with their file name, size, share scope, and download count. Click the trash icon to delete a resource — this removes it from client view immediately.
- Upload session worksheets before the session so clients can download them in advance.
- Public resources (shared with all clients) are great for evergreen content like goal-setting templates or reading lists.
Client Messages
Communicate with your clients in a secure, real-time messaging portal.
Open a conversation
The Client Messages tab shows all your client conversations in a sidebar sorted by most recent activity. A green dot indicates the client is currently online.
Send a message
Click a client's name to open the conversation, type your message, and press Enter or click Send. Messages are delivered instantly.
Message history
All messages are stored permanently. Scroll up in any conversation to review your full history with that client.
Coach Messaging tab
The separate "Coach Messaging" tab is for communicating with other coaches on the platform — useful for peer support, referrals, or collaboration.
- Use messages to send session prep notes, follow-up resources, or encouragement between sessions.
- Respond to client messages within 24 hours to maintain a high engagement score.
Settings
Configure your profile, availability, SMS reminders, and calendar integrations.
Edit your public profile
Update your display name, bio, specialties, certifications, and profile photo from the Settings tab. Changes are reflected on your public profile page immediately.
Set your hourly rate
Enter your session rate in USD. This is the price clients see when booking. You can offer different rates for different service types via the Services section.
Availability
Set your weekly availability by day and time slot. Clients can only book sessions during your available windows. Buffer time between sessions can also be configured here.
SMS reminders
Enter your phone number and enable SMS opt-in to receive text reminders 24 hours and 1 hour before each session.
Google Calendar sync
Click "Connect Google Calendar" to automatically add all confirmed bookings to your Google Calendar. Each event includes the client's name, session type, and Zoom link.
Zoom link
Enter your personal Zoom meeting room link in Settings. This link is included in all booking confirmation emails sent to clients.
- Keep your bio updated — mention recent achievements, new certifications, or areas you're currently focused on.
- Set buffer time between sessions (15–30 minutes) to avoid back-to-back fatigue and give yourself time to write session notes.
Ready to grow your coaching practice?
Log in to your coach dashboard and start managing your sessions, clients, and earnings today.
Still need help?
Open a support ticket from your dashboard's Support section, or visit our Contact page. Our support team typically responds within 24 business hours.