Time Tracking for Coaches
Coaches work across one-to-one sessions, group programs, workshops, and course development - often with package pricing where the real time cost per client is invisible. Without accurate records, packages get underpriced, session prep goes untracked, and the next program quote is another guess. Sandtime.io lets you log time per client and session type as you work, tracks hours consumed per package in real time, and gives you the data to price future programs based on what coaching actually takes.
Life & Business Coaches: why they choose Sandtime.io
Track sessions and prep time by client
Assign every hour to the right client - session time, session prep, email follow-up, resource creation, and check-ins - as you work. Know exactly what each client relationship is costing in time before you price the next package.
Know your real rate on package pricing
See how many hours a coaching package has consumed. Know your real effective rate on fixed-price programs and use actual data to price future packages - not optimism from the last cohort.
Separate group and one-to-one time
Track group program hours, workshop delivery, and course development separately from one-to-one sessions. Know where your time actually goes before you decide which offer to scale.
Invoice without guessing
Pull time logs by client or program at the end of each month. No rebuilding the week from a calendar to justify your invoice or explain your hours to a client.
How a coach tracks time per client and package
A coach sets up Sandtime.io with one project per client package or group program and logs every session, prep block and follow-up against it. Comparing the hours logged with the package price shows the real hourly rate, which is the number to use when pricing the next package.
- Give each package its own projectName the project after the client and the package, such as a 12-session leadership package, and mark it billable. Put group programs, course building and discovery calls on separate projects so one-to-one work stays easy to read.
- Add an assistant or co-coach if you work with oneSolo coaches can skip this step. If a co-coach or virtual assistant helps on a program, invite them as a User so they see only the programs they are assigned to, with no per-user fee.
- Capture sessions and the time around themStart the timer from your phone or the Chrome extension when a session begins. Add prep, notes and follow-up emails afterwards with a start and end time, since that is the time a package price usually leaves out.
- Check the package before you renew itGroup a report by project to see hours per package, and by year-month to see how the load changes over time. Divide the package price by the hours logged, and export the numbers to Excel or CSV when you revise your prices.
Step by step in the help center: invite the team with the right role, approve a week from the email, and turn on auto-locking.
Common use cases
- Log session and prep time per client as work happens
- Know your effective hourly rate on fixed-price coaching packages
- Track group program hours separately from individual sessions
- Pull billing summaries per client at the end of each month
- Separate billable coaching from non-billable business development
- Export time data for pricing future programs and packages
Key features
One-click timers
Start timing when a session begins and stop it when it ends. One click logs to the right client without interrupting the conversation.
Retroactive time entry
Add session prep, follow-up emails, or resource creation after the fact with a note. Nothing is lost because you were focused on the client.
Multiple clients at once
Track multiple active clients simultaneously. Switch between one-to-one and group work without losing time on either.
Export and report
Pull time reports by project or date range. Export to CSV for invoicing or pricing future offers.
Where Sandtime.io stops
Better to know before you invite the team. These are the gaps people in this line of work ask about most.
- No invoicingSandtime.io does not send invoices. The Invoices report template lists time, rate, net revenue, tax, and total per project, and you export it to Excel or CSV for your billing software.
- No project budgetsThere is no budget field or budget alert. A report grouped by project shows hours, cost, and revenue so far, and you compare them with the estimate yourself.
- Reminders are a weekly emailThe fill-timesheet reminder is one email, sent on Friday at 6 PM while auto-locking is on. It is off by default, so each member switches it on in their notification settings.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Track breaks and other non-billable time
Sandtime.io has no dedicated break timer. Non-billable projects with the Billable switch off keep breaks in your timesheet and out of what you bill.
Open pageBillable Hours
Work hours that can be charged to a client or project. Essential for professional services firms to track revenue.
Open pageCost, revenue, and billable reporting
Use billable flags and rates to understand project profitability without losing the self-reported workflow.
Open pageCost
The expense associated with employee work hours. Calculated by multiplying time by cost rates for profitability analysis.
Open pageCreate a project for reported time
Create projects that people can report against, mark them billable or non-billable, and keep reporting tidy.
Open pageCustom Reports
User-defined reports with flexible groupings, metrics, and filters. Custom reports answer specific business questions.
Open pageTrack your first hour today
Create your free account and see results in minutes.