Are you still wasting time, going back and forth in email, trying to schedule a coaching session?

Or worse—have you ever confirmed a time, only to realize you were in two different time zones?

Yeah, Coach… it’s time for a scheduling system.

Because if you want to run a professional life coaching business, you’ve got to stop booking calls like it’s 2005.

In this episode, I’m walking you through exactly how to set up a simple scheduling system that looks professional, saves time, keeps your calendar organized, and helps you book dream clients with ease.

So let’s dive in.

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Hey, I’m Moriah Riona—award-winning luxury brand designer, luxury branding coach, and host of the Superbloom Coach podcast.

And this is Superbloom Coach Presents: The Ultimate Guide to Starting Your Life Coaching Business—your step-by-step roadmap to launching a coaching brand that’s clear, elevated, and actually books clients.

If you haven’t downloaded the free workbook yet, you can grab it at moriahriona.com/workbook or the link in the description. It goes along with this whole episode. You’ll want to use it to start mapping out your business systems—like scheduling!—so you can run your coaching business like a pro.

Alright, let’s talk about one of the easiest upgrades you can make in your business: your calendar.

Why You Need a Scheduling System in Your Life Coaching Business

Listen—your inbox should not be your booking system.

Using a scheduling tool eliminates:

Endless back-and-forth emails

Confusion about time zones

Missed calls

And a whole lot of stress

When someone wants to book a call with you—whether it’s a free discovery session or a paid coaching session—you should be able to send them one simple link.

They choose a time. It shows up on both of your calendars. And done.

Not only does this make your life easier—it makes you look so much more professional.

Scheduling Systems That Work for Coaches

Here are a few popular options for setting up your scheduling system:

Acuity Scheduling – It’s simple, clean, and integrates with tools like Zoom and Google Calendar.

Calendly – Very user-friendly. A great free option for beginners with solid upgrade features.

Dubsado – This is what I use. It’s a full blown CRM, so you can schedule calls, send contracts, invoices, and automate everything.

Honestly, you can’t go wrong with any of them. It just depends on where you are in your business and what kind of features you need.

If you’re just getting started, Calendly or Acuity are great. If you’re ready for a more high-end, all-in-one system—I highly recommend Dubsado.

And I’ve actually secured an amazing discount for you—you can save 20% on your Dubsado subscription by using my code moriahriona.

My Scheduling System Workflow in Dubsado

Okay—here’s exactly how I set this up inside my own business using Dubsado.

Step one: 

Share a direct link to my scheduling page that I’ve created in Dubsado.

These are links that have different times, durations, and information—depending on the type of call we’re trying to book. Whether someone’s booking a free discovery call or a coaching session, they go straight to one of my branded scheduling pages and choose a time that works for them.

Step two: 

Dubsado automatically sends a confirmation email.

As soon as they book, they get a beautifully branded confirmation email with the date, time, and Zoom link. I don’t have to lift a finger.

Step three: 

Send an automatic reminder email 24 hours before the call.

This is where the magic happens. This email reminds them of the appointment and gives them a link to reschedule if they need to—which cuts down on no-shows big time.

Step four: 

Send one final reminder one hour before.

Just a quick heads-up to keep the call top of mind.

All of this happens automatically.

You’re not chasing people down.

Nothing’s slipping through the cracks.

And those awkward “Just confirming we’re still on?” messages? Gone.

Syncing Your Scheduler with Your Calendar (So You Don’t Get Double Booked)

Now let’s talk about something that’s so important—but a lot of coaches totally overlook it.

Your scheduling app doesn’t exist in a vacuum. It needs to connect with your actual calendar—whether you’re using Google Calendar, Apple Calendar, or something else—so everything in your business runs smoothly.

For example, I use Apple Calendar, and my scheduling system in Dubsado is fully integrated with it.

So when a client books a call through my Dubsado scheduler?

That appointment is automatically added to my Apple Calendar—instantly. I don’t have to do a thing. It just shows up, with all the details included.

But here’s where it really matters:

The integration goes both ways.

My assistant manages my Apple Calendar for me—and that includes everything. Business meetings, Podcast interviews, team calls, even personal things like dance classes or doctor appointments.

So let’s say the scheduler technically has availability on Wednesdays…

But my assistant already blocked out 2 PM for a doctor’s appointment?

Dubsado sees that blocked time in my Apple Calendar—and it doesn’t offer it as an option to clients.

Which means I never get double-booked. I never have to email someone to reschedule. I never find myself in that awkward moment where two people think they have the same time slot.

Everything is synced. Everything is streamlined.

This is how you set your coaching business up to run like a real business.

Because systems aren’t just about saving time. They’re about protecting your energy, your schedule, and your client experience.

And when you set this up right—it’s honestly one of the most freeing things you can do as a business owner.

Why This Matters More Than You Think

Having a scheduling system might seem like a small thing—but it makes a huge difference.

It tells your client:

“I’m organized. I’m prepared. And I take this seriously.”

And in the life coaching space, where people are literally trusting you with their hopes, goals, and transformation—that kind of professionalism builds massive trust.

It also gives you your time back.

Because instead of emailing back and forth trying to pick a time, you’re showing up to the actual call—calm, clear, and ready to serve.

So, are you using a scheduling system yet—or are you still stuck in the email ping-pong zone?

Let me know in the comments—or DM me on Instagram @moriahriona and tell me which tool you’re setting up this week.

And if this episode helped you simplify your systems, can you do me a quick favor?

Leave a review on Apple Podcasts. It helps so much—and I read every single one.

In the next episode, we’re talking about how to get life coaching clients—even if you’re starting from scratch.

I’ll walk you through the exact steps to start attracting your first clients, even if you don’t have a big following, a website, or a single testimonial yet.

You definitely don’t want to miss it.

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