Coaching
Mediation
Online store
Personal development

Coaching session booking system integrated with e-commerce and online tools.

See how we extended the existing site of the first Certified Divorce Coach in Poland with an advanced session booking system. WooCommerce, Google calendar, Zoom, mailing and payments all seamlessly integrated into the current site. Plus an ebook sales module.

Client

Solarska - Certified Divorce Coach

Industry

Coaching
Mediation
Online store
Personal development

Technology

Booking System
Google Calendar Integration
WooCommerce
Zoom Integration

Zespół

Integration Specialist
Project Manager
UX/UI Designer
Web Developer

Coaching session booking system integrated with e-commerce and online tools.

About the Project

Solarska is Poland’s first Certified Divorce Coach with 20 years of business experience. As a certified coach and mediator, she helps people going through divorce, believing that education and awareness are the key to dealing with this challenge. Her mission is to have conversations that help avoid unnecessary conflict and find solutions that are best for all parties.

The client already had a website on WordPress that showcased the offering and built brand credibility. However, a key functionality was missing – an online coaching session booking system that would allow clients to book appointments on their own without having to email or call.

Our task was to extend the existing site with a comprehensive booking system that would seamlessly integrate with the current design and functionality. The system had to support defining staff (coach, associates), different types of services (one-on-one sessions, mediation, workshops), selection of session length, date and time, automatic synchronization with Google Calendar, integration with Zoom for online sessions, automatic mailing and online payments.

In addition, we implemented an ebook sales module via WooCommerce so that Solarska can also offer educational products in digital form.

Expectations

The main goal of the project was to extend the existing WordPress site with an advanced coaching session booking system that would automate the appointment process and integrate all the necessary tools. The client expected a solution that would:

1. **Integrated with existing site** – new functionality must be seamlessly integrated into the current site design and structure. Users should not notice that it’s a separate system – it should look like a natural part of the site.

2. with advanced booking system-ability to define personnel (various specialists), types of services (individual sessions, mediation, group workshops), session length, time availability and automatic calendar management.

3. synchronized with Google calendar – bookings must automatically go to Google calendar so that the coach has a full view of the schedule and avoids double bookings.

4. integrated with Zoom – for online sessions, the system is to automatically generate links to Zoom meetings and send them to clients in the booking confirmation.

5 With automatic mailing – clients receive booking confirmation, pre-session reminders, Zoom links and follow-up after the meeting – all automatically.

6. with online payments – the ability to pay for the session immediately at the time of booking or later, integration with secure payment gateways.

7. with ebook sales module – in addition, an e-commerce system (WooCommerce) for selling educational products in digital form.

Challenges

Prior to expanding the site to include a reservation system, Solarska struggled with manually handling session sign-ups, which generated unnecessary delays and could lead to errors. We identified key challenges:

Time-consuming booking service – clients had to call or email to schedule a session. Solarska manually checked availability on the calendar, confirmed the date, sent Zoom links and reminders. This took up a lot of time she could have spent working with clients.
Risk of double bookings – manual calendar management increased the risk of mistakes and situations where two people were scheduled for the same time.
Lack of automation of communication – every confirmation, reminder and follow-up required a manual email. Not only was this time-consuming, but it was also easy to skip a step, which reduced the professionalism of the service.
Difficulty in managing different types of services – Solarska offers different services (60/90 min individual sessions, 120 min mediation, group workshops). Manually managing this without a system was complicated.
No ability to sell ebooks – the site did not have an e-commerce system, so educational digital products could not be sold directly on the site.

Project Process

We started with a detailed analysis of the current WordPress site – its structure, design, functionality and user groups. We understood the process of arranging coaching sessions, the different types of services offered by Solarskaya and the flow of communication with clients.

We designed a booking system that takes into account all needs: defining staff and their availability, different types of services with different lengths, an availability calendar, integration with Google Calendar, Zoom, mailing and payments. The key was to simplify the process for the user – booking in a few clicks.

We selected the best tools for the project: WooCommerce as an e-commerce foundation, an advanced booking plugin compatible with WordPress, API integrations for Google Calendar and Zoom, payment and mailing automation systems. Everything had to work together without conflicts.

We implemented a booking system and integrated all components: Google calendar (automatic synchronization), Zoom (link generation), mailing (confirmations, reminders), payments (payment gateways). We added a WooCommerce module for selling ebooks. Everything visually blended with the existing site.

We conducted tests of the entire booking flow, integration with external systems, emailing and payment automation. We trained Solarska in system management – adding services, defining availability, handling bookings and ebook orders.

Solutions

To automate the process of booking coaching sessions and add the ability to sell digital products, we extended the existing WordPress site with a comprehensive booking and e-commerce system seamlessly integrated into the current design.

Seamless integration with existing site – new functionality looks like a natural part of the site, not a separate system.
Automation from start to finish – from bookings to confirmations, Zoom links, reminders to payments – all without manual work.
Everything you need – Google calendar, Zoom, mailing, payments, e-commerce – a complete ecosystem for the coach.

Advanced session booking system

We implemented a comprehensive booking system that allows clients to independently select the type of service (individual 60/90 min sessions, mediation, workshops), check availability on the calendar and book an appointment in a few clicks. The system takes into account the definition of staff (Solarska + possible associates), their time availability, different session lengths and automatic management of free appointments. Users see only available slots, eliminating double bookings.
Synchronization with Google Calendar

We have integrated the system with Google Calendar, so that every booking automatically goes to Solarska’s calendar. The synchronization works both ways – if Solarska blocks time in her calendar (for private matters, for example), the system automatically hides that slot from clients booking online. This eliminates appointment conflicts and allows full control over the schedule.
Integration with Zoom for online sessions

The system automatically generates unique Zoom meeting links for each online session booked and sends them to clients in the confirmation email. You don’t have to manually create meetings, copy the links, or worry that the client won’t get access. Everything happens automatically, and the client receives the link well in advance of the session.
Automatic mailing and reminders

We implemented an automated mailing system that sends clients: a confirmation of the booking as soon as it is made (with all the details and a Zoom link), a reminder 24 hours before the session, a follow-up after the meeting with a thank you and any materials. Everything is tailored to Solarska’s branding and fully automatic. This greatly increases the professionalism of the service and reduces no-shows.
Online payments integrated with reservations

We have added the ability to pay online directly at the time of booking or later (depending on your settings). Integration with secure payment gateways allows customers to conveniently pay for a session by card, BLIK or bank transfer. The system automatically confirms the payment and updates the booking status. This eliminates the need to track payments manually and speeds up the financial flow.
Module for selling ebooks through WooCommerce

We have expanded the site to include e-commerce (WooCommerce) functionality, which allows Solarian to sell educational products in digital form – ebooks, tutorials, training materials. Customers can buy the product, pay for it online and receive a download link immediately. This opens up a new revenue stream and allows the company to reach people who are not yet ready for sessions, but want to work on their situation on their own.
Seamless blending with existing site

All new functionality has been integrated into the existing WordPress site in a way that maintains visual and functional consistency. The booking system and WooCommerce store look like a natural part of the site, using the same colors, typography, UI elements. Users don’t notice that they’re using additional modules – to them, it’s one consistent platform.

Effects

The expansion of Solarska’s website to include a reservation and e-commerce system has significantly streamlined business processes and improved the customer experience.

Automating the handling of bookings – the system eliminates the manual appointment of sessions, checking the calendar, sending confirmations and Zoom links. Solarska saves dozens of hours per month that she can devote to working with clients.

Zero double bookings – synchronization with Google Calendar and automatic availability management eliminates the risk of appointment conflicts.

Professional customer service – automatic confirmations, reminders and follow-ups raise the standard of service and reduce no-shows. Customers receive all information in a timely manner.

New revenue stream – the ebook sales module opens up the possibility of generating revenue from educational products, reaching a wider audience.

Seamless integration – new functionality is a natural part of the existing site, and does not require users to learn a new interface.

Complete ecosystem – everything in one place: bookings, calendar, Zoom, mailing, payments, e-commerce. Solarska has full control over her coaching business.

Scalability – the system allows you to easily add new types of services, collaborators, digital products as your business grows.