Trusted by 16,100+ students, coaches and studios
Class management software built for coaching businesses: faster scheduling
Scheduling, bookings, payments and parent updates in one app, with AI that does the admin for you. Spend less time chasing and more time coaching.
- Free booking page
- Set up in about 5 minutes
- Cancel anytime
Built for every kind of class
- Tennis clubs
- Music schools
- Dance studios
- Swim schools
- Martial arts
- Tutoring centres
- + many more
Still running your classes on spreadsheets and WhatsApp?
Most coaches start this way. It works fine with ten students. Then you grow, and the cracks start costing you time, money and students.
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Your timetable lives in three places
A spreadsheet, a group chat and your head. One reschedule turns into twenty messages and a fresh copy of the sheet that's already out of date.
Costs youYour evenings and weekends -
Payments slip through
You know someone hasn't paid. You just can't remember who, and chasing it feels awkward.
Costs youRevenue you've already earned -
Parents are left guessing
They only hear from you when something's wrong or an invoice is due. They can't see the progress they're paying for.
Costs youTrust and renewals -
Students quietly drop off
Missed sessions pile up with no warning sign. By the time you notice, they've already left.
Costs youStudents you worked hard to win -
Admin eats your week
Reminders, roll calls, receipts, follow-ups. It never stops, and none of it is coaching.
Costs youTime to grow the business
There's a better way
Meet Outcoach.
One app for your timetable, bookings, payments and parents. AI handles the admin, so you can get back to coaching and growing your business.
- One live timetable everyone sees
- Online bookings, even while you sleep
- See who's paid at a glance
- Progress updates parents can see
- AI that takes care of the admin
- Analytics that show you how to grow
What changes
Get back what admin was costing you
Every problem above had a price. Here's what Outcoach gives back.
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Time
5+ hrsback every week
AI takes care of scheduling, invoicing and reminders, and everyone works from one live timetable.
Gives you backYour evenings and weekends
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Revenue
24/7online bookings
Families book and pay online, payments run automatically, and memberships renew without you chasing.
Gives you backRevenue you've already earned
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Parents
Real-timeupdates for parents
Parents see attendance, achievements and goals as they happen. They finally see the progress they're paying for.
Gives you backTrust and renewals
-
Students
Up to 20%better retention
Progress tracking keeps students motivated and shows you who needs attention before they drop off.
Gives you backStudents you worked hard to win
Plus analytics that show you what's workingSee which classes fill, how attendance is trending and where your revenue comes from, so you know where to grow next.
All in one
Everything you need to manage classes, in one login
Seven tools that usually live in seven different apps. Pick one to see how it works.
Students
Every student's full history, in seconds
One profile for each student, with their parents, attendance, payments, goals and messages all in the same place. No more digging through spreadsheets and old chats.
- Student and parent profiles
- Attendance history
- Notes and message history
- Parent dashboard access
- Tags to group contacts
ReplacesSpreadsheets and paper files
Scheduling
Your whole timetable, sorted in minutes
Set up group and private classes once and they repeat on their own. Move a class, handle makeups or run an event without rebuilding your schedule.
- Recurring classes
- Calendar view
- Makeup classes
- Events
- Attendance tracking
ReplacesWhiteboards and shared calendars
Payments
Get paid without chasing anyone
Send invoices, take payments online and let automatic reminders follow up for you. You always know who has paid and who hasn't.
- Online payments
- Invoices in a click
- Membership billing
- Automatic reminders
- Payment tracking
ReplacesBank transfers and invoice templates
Messaging
Reach every family from one place
Send SMS, email and in-app messages to one parent, a whole class or everyone at once. Every conversation stays linked to the student.
- Unlimited SMS, email and notifications
- Class and group messages
- Announcements
- Real-time notifications
ReplacesWhatsApp groups and your personal phone
Goals
Progress that parents can actually see
Set goals, run evaluations and record achievements for every student, so progress is clear to you, your coaches and parents.
- Goal setting
- Skill tracking
- Evaluations
- Achievements and competition results
- Progress reports
ReplacesNotebooks and memory
AI Assistant
Ask AI to do the admin for you
Type or speak a request and Outcoach AI gets it done. Update student notes, create goals and to-dos, write messages and get quick insights about your business.
- Task automation
- AI message writing
- Voice-to-text
- Business insights
ReplacesHours of admin every week
Documents
Every file in one safe place
Keep documents, photos and videos with the right student, and choose exactly who can see them.
- Upload documents
- Share photos and videos
- Permission controls
- Organised storage
ReplacesEmail attachments and shared drives
Outcoach in numbers
Coaching businesses are growing with Outcoach
Every number here is a real class, a real student and a parent kept in the loop.
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16k+
Students and parents managed
Every family in one place
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200k+
Classes scheduled
Not one spreadsheet needed
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300k+
Attendances marked
No more paper roll calls
-
50k+
Goals tracked
Progress parents can actually see
Hear it from the coaches using Outcoach
Melody Music School
“Scheduling, payments and messages to parents used to be three separate jobs. Now they’re all in one place. In the first month, our admin time dropped by 30%.”
S
Sarah Mitchell
Owner & director
Aquastars Swim Academy
“Parents can finally see how their child is progressing, and they’re far more involved because of it. Since we started using the progress tracking, we’ve had 20% fewer students drop out.”
J
James Thornton
Head coach
Elite Tennis Club
“Our court bookings doubled within a few weeks of switching on the online booking page. Parents like booking when it suits them. We like that payments just come through without us chasing.”
P
Priya Sharma
Club manager
“We used to lose hours on WhatsApp sorting out class changes. Now Outcoach handles it, and our instructors get to spend their time teaching instead of on admin.”
Danceflow Studios
M
Michael Chen
Studio owner
Just ask. Outcoach AI handles the admin.
Type a request the way you’d text a colleague. Outcoach AI takes the roll, chases fees, cancels classes and sends invoices, so you can get back to coaching.
Tap a task to see it in action
Free booking page
Fill your classes with a free booking page
Every Outcoach business gets its own booking page. Families pick a class, pay and they're in. No website to build and no separate booking tool to pay for.
Regular classes
Students enrol in a weekly class or a full term and go straight onto your roll.
Casual bookings
Drop-ins and one-off sessions for people who aren't ready to commit to a term.
Makeup classes
Missed a class? Students book their own makeup, no back-and-forth messages.
Courts and venues
Let people book your courts and spaces, not just your classes.
Paid the moment they bookPayment is collected at checkout, so every booking is a paid one. No invoices to send, nobody to chase.
Built for every coaching & teaching business
Performing arts
Sports & clubs
- Skating rinks
Wellness & fitness
Community & cultural
Retention calculator
See what student dropouts are costing you
Every student who leaves takes their fees with them. Put in your numbers to see what dropouts cost you each year, and how much of that you could keep.
Your business
How many students you coach right now.
A weekly class is about 4 a month.
What one student pays for one class.
Not sure? Think of students from this time last year who aren't with you now.
Start low if you're unsure. Even 10% adds up quickly.
Your estimate
Dropouts are costing you
$48,000a year
25 students leave, and each one takes about $1,920 in yearly fees with them.
With Outcoach, you could keep
$9,600every year
That's 5 more students staying with you instead of leaving.
"Acquiring a new customer is anywhere from five to 25 times more expensive than retaining an existing one."
Estimate only. Assumes each student who leaves would have paid another 12 months of fees, and the 3-year figure assumes the same each year. Your results will vary.
For parents
Keep families longer by showing real progress
When parents can see their child getting better, they stay. Outcoach shows them attendance, goals and wins as they happen, so you're not writing updates by hand.
Ready when you are
Get started in 5 minutes
Three quick steps and you're taking bookings. You can set it up tonight and have families booking by tomorrow.
- 1
Create your account
Sign up and add your business details. Your free booking page is ready straight away.
- 2
Bring in your students
Import your students and classes from a spreadsheet, or add them as you go.
- 3
Share your booking page
Send the link to families and start taking paid bookings.
- Free booking page included
- Step-by-step setup guide
- Our support team is here to help
Frequently asked questions
What is class management software?
Class management software runs a coaching business from one place: scheduling, bookings, payments, student records, parent messages and progress tracking. It replaces the spreadsheets, group chats and payment apps most coaches start with. Outcoach is class management software built for coaching businesses like music schools, dance studios, swim schools and tennis clubs.
How much does Outcoach cost?
Outcoach is priced per student per month, so you only pay for the students you coach. Plans start at $0.99 per student a month (Starter), then $1.50 (Standard) and $2.99 (Performance), with about 33% off when you pay yearly. There are no setup fees, you can cancel anytime, and you can start with a free trial. See the pricing page for full plan details.
Can families book and pay online with Outcoach?
Yes. Every Outcoach business gets a free public booking page. Families can enrol in regular classes, book casual sessions and makeup classes, and book courts or venues. Payment is collected at the time of booking, so every booking is already paid and there’s no one to chase.
Can I automate payments for my coaching business?
Yes. Outcoach takes payment online when families book, sends invoices, runs recurring billing for memberships and sends automatic payment reminders. You can see who has paid at a glance and stop chasing parents by hand.
Does Outcoach use AI?
Yes. Outcoach AI handles everyday admin from a simple typed request, the way you’d message a colleague. It can mark attendance, chase unpaid fees, cancel a class and let everyone booked in know, and send invoices. That means less time on admin and more time coaching.
How can coaching software reduce student dropouts?
Students are less likely to drop out when their parents can see them improving. Outcoach lets coaches track each student’s goals, attendance and achievements and share them with parents through a parent dashboard. One Outcoach swim school saw 20% fewer dropouts after parents could see their child’s progress.
Does Outcoach include parent communication tools?
Yes. Outcoach has built-in SMS, email and in-app messaging, so you can message parents one-to-one or in groups about class updates, cancellations and reminders. Every message is kept in one place and linked to the student’s record, instead of scattered across personal WhatsApp chats.
What types of coaching businesses use Outcoach?
Outcoach is built for any business that runs classes or lessons. That includes music schools, dance studios, swim schools, tennis and pickleball clubs, gymnastics clubs, martial arts schools, yoga and pilates studios, sports academies, tutoring centres, language schools and STEM classes. If your type of business isn’t listed, contact the team to check it’s a good fit.
How do I switch from spreadsheets to Outcoach?
Most coaches get started in about five minutes: create your account, import your student list and schedule, then share your booking page with families. If you have a lot of students, the Outcoach team can move your data across for you and run a free pilot on a few classes first, so you don’t lose any records. The getting started guide walks you through each step.
How secure is student data in Outcoach?
Outcoach protects student, parent and business data with encryption in transit and at rest, on secure cloud hosting. Access controls let you decide who in your team can see each record, and only your team and the parents you invite can access your data.
What is the best class management software for coaching businesses?
The best class management software is the one that fits how your business runs. Look for scheduling, online bookings with payment at checkout, parent communication and progress tracking in one place. Outcoach does all of this, is used by coaching businesses across Australia and is priced per student. The easiest way to compare is to try it free with your own classes.