Coach Scheduler App
An AI-assisted platform built for independent coaches and instructors covering schedule management, parent outreach, email automation, administrative workflows, and earnings tracking all in one place.
Overview
Independent coaches, particularly academic tutors and sports instructors, spend a significant portion of their working time on administrative tasks: coordinating sessions, messaging parents, composing follow-up emails, and tracking payments. These tasks fragment their focus and reduce time spent on the actual work of teaching.
The Coach Scheduler App is a full-stack SaaS platform I designed and built from the ground up to consolidate these workflows into one AI-augmented tool, reducing the administrative overhead for solo coaches operating without support staff.
The Problem
Coaches juggle text messages, spreadsheets, and calendar apps with no single source of truth for their weekly schedule or student roster.
Writing and sending individual session summaries, progress updates, and schedule change notifications can take hours each week.
Without dedicated tooling, tracking session counts, rates, and payments by student requires manual effort that leads to missed income or billing errors.
The Solution
I built a platform that brings together the three things that eat up a coach's time the most: keeping the schedule organized, staying on top of parent messages, and knowing exactly what they have earned. Everything lives in one place so coaches are not switching between tools to piece together their week.
The AI layer handles the communication side. It drafts outreach messages, follows up on parent replies, and generates content that sounds like the coach rather than a generic template because it works from the actual context of each session and relationship.
Key Features
Schedule Management
A weekly calendar view for managing sessions across multiple students. Coaches can create, edit, and cancel sessions with automatic conflict detection.
Parent Outreach
Drafts personalized session summary messages for parents based on session notes, student progress, and coach tone preferences. Ready to review and send in seconds.
Email Reply Handling
Too many parent replies at once can overwhelm a coach, but leaving them hanging makes families feel disconnected. The app automatically checks for replies and sends a follow-up on the coach's behalf so there is no guilt and no missed messages.
Earnings Tracking
Tracks session counts and rates per student, calculates expected earnings per period, and surfaces unpaid or pending sessions with a clear payment status view.
Administrative Workflows
AI integration assists with confirming new sessions, handling scheduling rejections, and updating time slots as taken or cancelled so coaches spend less time on back and forth coordination.
Feature Walkthrough
Schedule View
AI Parent Outreach Draft
Auto Reply on Coach Behalf
Month to Month Earnings
Invoice Generation
Tech Stack
Outcome
The app brings together scheduling, parent communication, and earnings tracking under a single interface, replacing the collection of spreadsheets, calendar apps, and messaging threads that most independent coaches rely on. The AI features are scoped to specific tasks and grounded in the coach's own data, so the output feels contextual rather than generic.
AI is what makes the app more than a scheduling tool. It handles the communication work that would otherwise fall through the cracks: drafting outreach, following up on replies, confirming sessions, and sending invoices with a personal touch. The goal is to keep pushing that further so coaches can focus entirely on teaching while the app handles everything around it.
Try the app
Live at coach.tien-duong.com