If your wellness business focuses on one on one clients you may want to have a tool to keep track of these clients, have a fine tuned client onboarding experience and not reinvent the wheel with every client. 

In this article I”m going to discuss 4 options for managing one on one clients. The different options offer different features that may appeal to different types of businesses and different methods of coaching. 

This article contains affiliate links. If you sign up for a paid program I may receive an affiliate commission. This is at no cost to you. (I'm not an affiliate for all of these programs. I chose these because I feel they are the best options).

Practice Better

Practice Better is a popular option for managing one on one clients and for good reason. It ticks all the boxes as a client management system and because Practice Better is HIPAA compliant it is ideal for wellness professionals who are required to be HIPAA compliant.

Practice better includes many options that are perfect for nutrition coaching. You can store programs, provide supplement protocols, provide food, mood and lifestyle journals, store medical history and store client progress. 

You can also use practice better to set up client calls, send invoices, provide waivers, questionnaires and collect payments.

And practice better also has an app clients can use to easily add journal entries, book consultations, view tasks and chat with you. 

Practice better offers a free plan for up to 3 clients, and paid options starting at C$19 per month. Prices increase with more clients and more options. The one thing I don’t like is not being able to try the more advanced features on the free version to see if the feature is what you need.

When to use Practice better: When you need to be HIPAA compliant or want to take advantage of the nutrition coaching aspects.

wellness business client management


Dubsado is a popular client management system that can be customized for many different businesses. Dubsado allows for powerful automated workflows, appointment booking, invoicing and collecting payments.

Dubsado is also a business management tool that you can use to track expenses and income from other sources.

Because Dubsado is designed for many different kinds of business it doesn’t have specific areas to handle things that are specific to the health coaching industry. On the other hand if you want to create your own experience then Dubsado might be a good option for you. Or if you have a business that is not related to nutrition.

Dubsado does not currently have an app. You can integrate Dubsado with your business email and send emails through Dubsado, and automate things like email reminders, and onboarding.

Dubsado also offers a free plan for up to 3 clients, and has a paid plan with unlimited clients for $35 per month.

When to use Dubsado: If your business offers one on one services other than nutrition or fitness then you might want to take a look at the client management systems offered in Dubsado. Or if you want to take advantage of Dubsado’s extensive automation features.


MemberVault isn’t really a client management tool, but if you are using it for other things like memberships, group programs and downloads, you might want to make use of it for your one on one clients. 

With MemberVault you can store a program that can be easily customized for different clients, collect payment and customize your site to really showcase the look and feel of your business.

MemberVault has the most generous free plan of all the options listed. You can have 100 users in MemberVault with the free plan and there are very few limitations on the free plan. MemberVault integrates easily with most email marketing platforms and it’s powerful actions can be used to send out automated emails.

You will need to integrate MemberVault with other platforms like an appointment calendar to make it work.

MemberVault does not have an app. The mobile version of the website is mobile friendly but if you are looking for a simple app for client management then this might not be your best option. Pricing for paid plans start at $19 per month.

To discover some other things you can do with MemberVault, check out this article.

When to use MemberVault: If your business has other offerings like digital products, ebooks or memberships then MemberVault might be a good option for your one on one coaching as well. Or if you are just starting out and don’t mind pulling together a few different tools to do everything you want.

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PT Distinction

PT Distinction is a great option for managing personal training clients. It allows you to quickly put together workouts and programs for clients. You can use their extensive exercise video library or you can upload your own. You can also use PT Distinction for habit tracking, food journals and to provide meal plans.

You can create custom forms, and assessments or use their built in library. You can use it to upload videos for coaching and you can create groups to allow you to provide the same workouts, onboarding, or habits to multiple clients.

PT Distinction allows you to collect payments, but only in the higher pricing tiers. PT Distinction does not integrate with email marketing platforms but does allow you to send automated emails.

Not only do they have a powerful app your clients can use to workout with, on higher tiered plans you have the option of custom branding the app for your business.

PT Distinction has a 30 day free trial. Pricing starts at $19.90 per month. The cost increases with the number of clients and you get additional features at the higher price tiers.

When to use PT Distinction: When your business is primarily providing online personal training then PT Distinction is your best choice. 


These are only a few of the many tools available for managing one on one clients. I’ve tried to pick different types of platforms that would work best for different types of wellness businesses. There are of course many other tools available that offer similar types of platforms. You may find a different platform that meets your needs for one on one coaching. A client management system is one of the tools you will need if your business focuses on one on one clients. 

If you are looking for help choosing the client management system that is right for you book a free strategy call.

About the Author

As a personal trainer, nutrition coach and virtual assistant I know what it takes to be successful in the wellness industry.

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