You wake up earlier than everyone else, catch up on emails, prepare for client sessions, send out reminders, update spreadsheets, post on social media, chase down leads, and, in between, try to eat lunch. Sound familiar?
Coaching and agency life is amazing, but let’s face it, it can be a lot.
Good thing there are AI tools that can save you time, energy and stress. And no, they’re not cold, weird robots who are going to scare off your clients. These tools are designed to complement, not compete with, you.
In this article, I’ll show you the best AI tools for coaches & agencies that are super easy, super cheap, and super practical to use.
Top AI Tools For Coaches & Agencies
| Tool | Best For | Key Feature(s) |
| Elephas | Content creation & knowledge management | Offline AI assistant, multi-format support |
| Mem | AI-powered note organization | Automatic categorization, smart search |
| BigVu | Video creation for marketing/education | Teleprompter, AI script, batch content |
| Rize | Time tracking & productivity | Automatic time tracking, productivity insights |
| Motion | Task & workflow management | Dynamic scheduling, team collaboration |
| Sanebox | AI email management | Smart filtering, snooze, reminders |
| Venngage | Visual reports, infographics, branding | AI design generator, AutoBrand, templates |
| HappyScribe | Audio/video transcription & subtitles | 120+ languages, subtitles, human or AI accuracy |
| Otter.ai | Real-time meeting transcription & notes | Live transcription, speaker ID, integrations with meetings |
Elephas
Elephas is a personal knowledge assistant for Mac, iPhone, and iPad. Designed to simplify workflows and enhance productivity, it offers a suite of features that make it one of the top AI tools for coaches & agencies.
Key Features of Elephas
- Super Brain: Create specialised “Brains” to intelligently organise relevant data for different projects, supporting 20+ file formats. This centralises the coaching materials, making retrieval seamless.
- Super Chat: Communicate with the AI to retrieve insights from files, inquire, or brainstorm ideas. This is sort of like a virtual assistant when it comes to coaching topics.
- Workflow Agents: Automate repetitive tasks like writing session notes or summaries for clients. This helps with time saving and requires less manual work.
- AI Writing: Create and edit content directly in emails, notes, or documents. Ideal for professional coaching material or marketing copy.
- Offline Functionality: Work securely without internet access, ensuring sensitive client data remains protected.
- Hotkeys & Custom Commands: Access AI features instantly using customizable shortcuts, tailored to your workflow needs.
- Multi-Format Support: Elephas is compatible with a variety of formats, including PDFs, images, and audio files to suit different coaching scenarios.
Pros and Cons
| Pros | Cons |
| Personalised AI assistance for various tasks | Limited to MacOS and iOS devices |
| Offline functionality ensures data security | Steep learning curve for new users |
| Multi-format support enhances flexibility | It may overwhelm beginners with its features |
Use Cases
- Coaching Sessions: Draft summaries of a session in seconds or create personalised coaching plans.
- Client Management: Group client details into specific “Brains” for quick reference.
- Content Generation: Create blogs, marketing content, or presentations without breaking a sweat.
Mem
Mem is the next generation of note-taking tool powered by AI to dramatically transform how coaches and agencies organise information.
Mem uses AI to help professionals focus on what they really need to do and what matters the most to them, serving their clients with an awesome coaching experience.
Key Features of Mem
- AI-Powered Organisation: Mem organises notes automatically by content, you never have to create or manage folders.
- Smart Search: Find individual notes in a flash with an advanced search that understands context and intent.
- Collaboration Tools: Effortlessly share notes and collaborate with team members, ideal for brainstorming sessions or developing strategies with clients.
- Cross-Platform Accessibility: You can access notes on various devices, ensuring you’re always connected to information.
Pros and Cons
| Pros | Cons |
| Automatic note organisation reduces clutter | Limited customisation options for note layout |
| Advanced search functionality for quick retrieval | May require a subscription for full features |
| Cross-platform compatibility ensures accessibility | Initial setup might require some time to get used to |
Use Cases
- Client Progress Tracking: Use Mem to keep detailed records of client sessions and progress, easily accessible for future reference.
- Brainstorming Sessions: Capture ideas and insights during team meetings or strategy sessions.
- Content Creation: Organize research and ideas for blog posts, articles, or social media content.
BIGVU
BIGVU handles all of those video production challenges and is a box-office hit for coaches and agencies that want to create this kind of professional, engaging video content, without needing to be experts in video production themselves.
Key Features of BIGVU
- Teleprompter with Eye Contact: BIGVU comes with a built in teleprompter that allows you to read your script while maintaining natural eye contact. This way, you’ll always look confident and connected on camera4.
- AI Script Writer: Write amazing scripts in seconds with the AI Magic Writer. Simply outline what you wish to convey, and BIGVU will create an expanded, brand-voiced script for you to record.
- AI Avatar and Voice Cloning: You create ultra-realistic AI avatars and voice clones that batch produce content but still feel authentic. It enables you to scale your content output while still retaining a personal touch.
- Seamless Video Editing: Enjoy easy video editing with trimming, automatic captioning, resizing, and even removing filler words or awkward pauses. Use your logo, colors and templates. Add your logo, colors and custom templates to match branding.
- Social Media Scheduler: Connect to 20 social accounts, and automate your posting schedule. Plan and publish a month’s worth of content in a single day, so you have time to coach and do client work.
- Collaboration tools: Keep track of your team’s video projects, give them roles, and keep feedback organized, everything in one easy place. Agencies can also work on multiple client accounts, increasing productivity and profit.
- Mobile and Desktop Access: Quickly create record and edit videos using your smartphone or desktop anywhere you may be.
Pros and Cons
| Pros | Cons |
| Teleprompter and AI script writing for easy recording | Some advanced features require paid plans |
| Batch content creation saves time | Learning curve for advanced features |
| Automatic captions and editing tools | Branding options limited on free plan |
| Social media scheduler for automated posting | |
| Collaboration and multi-user support for agencies |
Use Cases
- Coaching Content: Create batch videos for educational purposes, motivators, and snippets from sessions.
- Agency Marketing: Create brand social media content, customer testimonial videos, and onboarding videos.
- Team Collaboration: Collaborate on video projects with feedback and approval processes.
Rize
What is one of the most valuable assets for coaches and agencies? Time. It can get pretty overwhelming managing client sessions, producing content, attending meetings, and taking care of administrative work.
Rize gives you the power to record, assess and improve how every single minute of your day is spent.
Key Features of Rize
- Automatic Time Tracking: Rize has an automatic time tracker that tracks how much time you spend on different apps, websites, and tasks with no input required.
- Smart Categories: The AI organizes your activities into specific categories, e.g. “Client Work,” “Marketing” or “Admin,” providing you with a visual of the time you are actually spending.
- Daily and Weekly Reports: Get summarized insights that show your productivity trends so you can figure out what’s draining your time and where you can make improvements.
- Goals and Reminders: Plan out focused work or breaks, and receive gentle reminders to keep you on that track.
- Privacy: All data stays private and secure, with options to control what Rize tracks and reports.
- Integrations: Integrates with common calendars and project management tools for a holistic view of your availability.
Pros and Cons
| Pros | Cons |
| Hands-free, automatic time tracking | Requires permission to monitor apps/websites |
| Clear, actionable productivity insights | Some features locked behind premium plans |
| Privacy controls to protect sensitive data | May take a few days to accurately learn habits |
| Integrates with calendars for holistic overview |
Use Cases
- For coaches: Note how much time you spend on client calls and behind-the-scenes work (prep work or marketing).
- Agencies: Keep track of who spends what and where to manage projects better.
- Freelancer: Get in-depth perspective on billable and non-billable hours.
Motion
Motion is one of the top AI tools for coaches & agencies that plans your day, prioritize your tasks and automate your schedule. It’s like having a personal assistant that never misses a deadline and always knows what needs immediate attention.
Key Features of Motion
- Dynamic Task Scheduling: Motion automatically schedules your tasks around meetings, deadlines, and priorities, and updates your calendar to adapt as things change in real time.
- Priority-Based Planning: The AI organizes your tasks by importance and urgency, so you’re working on what really moves the needle.
- Calendar Integration: Syncs with Google Calendar and Outlook, keeping all your engagement in one place.
- Automatic Rescheduling: Whether your current meeting is running behind or you’ve just been given a new urgent assignment, Motion automatically updates your schedule to keep you on track without you lifting a finger.
- Focus Time Blocks: Enables you to automatically create distraction-free slots on your schedule for deep work to help you find your flow.
- Team Collaboration: Easily share projects and delegate tasks among your agency or coaching team, with transparency in progress and due dates.
- Task Dependencies: Assign task sequences that put the next task in motion and stay on track with complex projects.
Pros and Cons
| Pros | Cons |
| AI-driven task prioritization and scheduling | Can be overwhelming initially for new users |
| Real-time calendar adjustments | Some advanced features require paid plans |
| Integration with popular calendar apps | Limited offline functionality |
| Supports team collaboration and task dependencies |
Use Cases
- Coaches: Automatically schedule client sessions, prep time and content creation with no double-booking.
- Agencies: Organize multiple projects for different clients with task dependencies and assignments to your team.
- Freelancers: Make billable work your priority, filling in admin work and breaks wherever possible.
Sanebox
Does your inbox ever feel like a perpetual ever-expanding to-do list?
Sanebox relies on AI to automatically sort, prioritize and declutter your emails so you can spend less time on junk emails and more with clients.
Key Features of Sanebox
- AI-Powered Inbox Sort: Sanebox learns your tendencies and moves unimportant emails (newsletters, promotions, etc) to different folders, so that your primary inbox stays uncluttered.
- SaneBlackHole: One-click unsubscribe from annoying senders. Toss emails here, and they’ll never clutter your inbox again.
- Snooze & Reminders: Temporarily hide emails until you’re ready to tackle them, or set reminders to follow up on unanswered messages.
- Daily Digest: Summarizes all non-urgent emails into a single chunk you can browse through in one sitting.
- Do Not Disturb: Silence incoming emails during client hours or deep work time.
- Multi-Account: Manage four emails (Gmail, Outlook, etc ) all in one place.
Pros and Cons
| Pros | Cons |
| Saves hours weekly by decluttering your inbox | Some features restricted to higher-tier plans |
| Custom folders and smart filtering | No support for POP-only email clients |
| Works with all major email providers | Initial training period for best results |
| Effective spam and newsletter management |
Use Cases
- Coaches: Don’t let random newsletters overshadow your client communications.
- All Services: Have a dedicated folder for each client or project for easier collaboration.
- Busy Professionals: Use the “Snooze” option to temporarily remove tasks from your view until deadlines near.
Venngage
Are you struggling to whip up visuals that wow your clients? Venngage is an AI-powered design tool that makes design pros of coaches and agencies
Key Features of Venngage
- AI Design Generator: Tell it what you want to see and its AI builds a slick draft you like in seconds.
- AutoBrand AI: Instantly gives you uniformity in all your designs by auto-adjusting your brand colors, fonts and logos.
- Accessibility Smart Tools: There are AI tools that check color contrast, font sizes, and layouts to make sure your visuals are accessible and easy to read.
- Online Editor: Edit more than 10,000 infographics, presentations, worksheets, or social media posts templates via drag-and-drop.
- Charts & Diagrams: With a single click, transform client data into simple bar graphs, flowcharts, or mind maps.
- Design collaboration: Collaborate with team members by sharing designs, making comments, and managing versions in real time.
- Stock Assets: 40,000+ icons and 3+ million free photos to make any project a little better.
Pros and Cons
| Pros | Cons |
| AI generates designs from text prompts | Free plan has limited templates/exports |
| AutoBrand keeps visuals on-point | Advanced features require paid plans |
| Accessibility checker for inclusive designs | Collaboration tools in higher tiers |
| Massive template library for any need |
Use Cases for Venngage
- Coaching Progress Charts: Instantly transform client milestones or session notes into shareable infographics or charts creating a visualisation of progress and a celebration of success.
- Branded Social Media Posts: Share branded graphics on Instagram, LinkedIn, or Facebook to help your agency or coaching stand out in your network.
- Client Reports & Proposals: Turn data and results into visual and engaging reports or proposals clients will want to read.
- Workshop & Onboarding Material: Create interactive workbooks, checklists, or process flowcharts for your sessions or onboarding process to help people consume complex information.
- Collaborative Teamwork: Team members can co-author visuals, share feedback and revisions, and ensure everyone aligned in real time.
HappyScribe
Ever spent hours transcribing your client sessions or stressing about a video’s subtitles? Well, HappyScribe comes to the rescue! Transcribe, translate, and add subtitles in 120+ languages with this AI-powered tool, so you can spend less time on tedious admin and more time doing the coaching and client work you love.
Key Features of HappyScribe
- AI-Powered Transcription: Transcribe audio/video to text in 120+ languages in minutes, with up to 95% accuracy (99% with human review).
- Automatically Create Subtitles & Translations: Creates subtitles or dubbed audio to maximize the contents’ reach.
- Ask AI: Summarize transcripts, create chapters, draft blog posts, or ask custom questions about your content directly from the editor, speeding up content creation and review.
- Speaker Identification: This way, you can auto-label the speakers on your notes or transcripts (like meeting notes, interview transcriptions, etc.)
- Collaboration Tools: Share transcripts in view-only or edit mode with your team or clients, streamlining feedback and teamwork.
- Export & Integration: Download transcripts and subtitles in multiple formats (DOCX, TXT, PDF, SRT, VTT, and more) or connect with platforms like YouTube, Google Drive, and Zapier for seamless workflow integration.
- Unlimited Uploads: You can upload as many files of any length or size as you’d like, perfect for webinars or long client sessions.
- Security Compliance: GDPR and SOC 2 compliant (NDAs for sensitive projects).
Pros and Cons
| Pros | Cons |
| Fast, accurate transcripts in 120+ languages | Human-reviewed plans cost extra |
| Easy subtitles and translation tools | Minor errors in fully automated mode |
| AI summarization and content drafting | |
| Secure, compliant, and collaboration-ready |
Use Cases
- Coaches: Record client sessions to track progress or generate subtitled training videos
- Agenices: Offer interview transcripts and translate to use as subtitles in multilingual marketing videos.
- Content Teams: Turn the audio from a webinar into SEO-optimized articles or snippets for social.
- Remote Team: Share meeting notes with actionable insights.
Otter.ai
Having an accurate, reliable way to document everything said in meetings, coaching sessions or brainstorming calls can help.
Otter.ai has a feature that automatically transcribes the conversation in real time so that note-taking is as simple as it gets and collaborative effort is a breeze. This tool makes sure that nothing critical falls through the cracks.
Key Features of Otter.ai
- Real-Time Transcription: You get live transcription of your meeting/call/session as it happens, no waiting for an upload and processing.
- Speaker Identification: Automatically identifies and labels individual speakers, producing clearer, actionable notes.
- Live Collaboration: Share live transcripts with team members or clients and Annotate, underline, or comment in the notes.
- Automated Summaries: Otter. ai describes succinct meeting recaps and action items to save you hours in follow-up.
- Integration Ready: Integrates with Zoom, Google Meet, Microsoft Teams, and others for seamless integration in your workflow.
- Searchable Archives: All transcriptions are stored in an intertwined database, setting you up to easily find both past conversations and client detail.
- Mobile and web access: Otter. ai can be accessed on your phone or desktop so you are always ready to capture insights wherever you go.
Pros and Cons
| Pros | Cons |
| Accurate, real-time transcription | Free plan has monthly limits |
| Speaker labeling and live collaboration | Occasional errors with heavy accents |
| Integrates with major meeting platforms | Advanced features require paid plans |
| Mobile and desktop access |
Use Cases
- Coaches: Transcribe client sessions without any extra overhead for progress tracking, follow up or compliance reasons.
- Agencies: Record and share meeting minutes, brainstorms, and project updates with clients and teams.
- Content Creation: Transform spoken ideas into written words, whether as blog posts, newsletter content, or social media posts.
The Bottom Line
The ideal AI tool for a specific coach or agency varies: Venngage for infographics, BigVu for video scripting, Motion for task management, Rize for time tracking, Sanebox for email efficiency, Mem and Elephas for content organization, and Otter. ai or HappyScribe for transcription.
These top AI tools for coaches & agencies automate tasks, help with communication, and over a time give the freedom to work on high-impact work and win both scalable growth and satisfied clients.
Pick according to your priorities to produce maximum productivity.
