How long does it take?

A first version is usually live within a few weeks. It then grows in small steps as you use it.

It depends on how many roles there are, how matching works, and what it needs to connect to. We talk it through and agree on a price that fits what you actually need.

What if we need changes later?

I'm still here. Most platforms grow in small steps after launch, and I work that way on purpose.

Does it work on phones?

Yes. Participants and practitioners can use it on any device.

Scheduling platforms for supervision groups and cohort programs

I build custom scheduling and group-management platforms for coaching supervisors, supervision programs, cohort-based courses and practices with several practitioners. Each practitioner gets their own dashboard, participants sign themselves up, waitlists move on their own, and time zones stop being your problem.

Get started

Is this you?

Your waitlist lives in a spreadsheet, and moving one person off it takes three emails.
Every supervisor or facilitator keeps their own calendar, and you're the one reconciling them.
Your people are spread across time zones, and someone always ends up with the 3am slot.
Attendance gets tracked from memory, or by whoever remembers to update the sheet.
You've tried sign-up tools and plug-ins, and none of them fit how your program actually runs.

What I build

A dashboard for each practitioner

Their groups, their waitlist, their participants, and nobody else's.

Self-service sign-ups

Participants choose a group that fits their schedule, or request a time that doesn't exist yet.

Waitlists that move on their own

When a place opens, it gets filled without you in the middle.

One calendar across time zones

Everyone sees sessions in their own local time.

Attendance and notes

Recorded as sessions happen, not reconstructed at the end of the month.

An admin view

See what's happening across the whole program without opening a spreadsheet.

Roles

Admins, practitioners and participants each see what they should, and nothing more.

Two programs running on it today

Rising Tides Supervision

A pro bono coaching supervision project needed to match coaches with coaching supervisors: simple for coaches to sign up, flexible for supervisors. The team had already researched existing sign-up websites and plug-ins, and nothing fit.

Rising Tides gives each supervisor their own dashboard, where groups, waitlists and sign-ups run themselves. Participants sign up on their own, and admins can see usage across the platform. Supervisors spend their time supervising.

"Rising Tides Supervision would never have gotten off the ground without ViTiWeb! The custom platform that Vimla built for our project is exactly what we and our clients needed for our successful launch. Plus Vimla has been an amazing collaborator. From the beginning she approached this work with such a deep respect for what we were trying to achieve, always thinking from the perspective of how we could best serve the humans that would use the website. I wholeheartedly recommend working with ViTiWeb and look forward to collaborating with Vimla again."
Kendra Nitta, Rising Tides Supervision

Visit www.risingtidessupervision.com

ScheduleGroups

A volunteer coach supervision program with 161 coaches, 24 supervisors and 3 admins, in 28 countries and 13 time zones.

Coaches choose their own group and ask for a new time when none fits. Supervisors mark attendance after each session, and the app reminds them when they forget.

"Vimla has created an easy to use intuitive system that takes care of scheduling and organising brilliantly. I would thoroughly recommend her work. "
Anonymous, Volunteer coach supervisor

Visit www.schedulegroups.com

Custom build, or an off-the-shelf platform?

Subscription platforms such as Teachfloor, upcoach and GroupApp are good at what they do: courses, community, live sessions and payments for a coach running their own program. If that describes you, start there. It will be cheaper and faster.

A custom build starts to make sense when:

several practitioners each run their own groups, with their own availability
matching matters, and who goes into which group isn't first come, first served
you need to track things the platforms don't, such as attendance, supervision hours or notes
your people are spread across many time zones
you've tried the tools and keep working around them

With a custom build, the platform fits the program instead of the other way round. The trade-off is an up-front cost and some weeks before it's live.

If the scheduling is only part of it, the same build can include the practice website clients book and sign on. And where admins also review documents, approve steps and sign paperwork, you are closer to a platform with role-based access.

How I work

We talk about the problem

Not features. What's actually taking your time, where things go missing, what you're working around.

I map the workflow

Then I show you what I've understood, because that's where most projects go wrong.

I build in the open

You see it early and you see it often, and it changes as you use it.

It goes live

And I'm still here when the next thing comes up.

Questions people ask

How long does it take?: A first version is usually live within a few weeks. It then grows in small steps as you use it.
What does it cost?: It depends on how many roles there are, how matching works, and what it needs to connect to. We talk it through and agree on a price that fits what you actually need.
What if we need changes later?: I'm still here. Most platforms grow in small steps after launch, and I work that way on purpose.
Does it work on phones?: Yes. Participants and practitioners can use it on any device.

Tell me how your program runs today

Where the sign-ups come in, who keeps the waitlist, how people find out where they're meant to be. I'll tell you honestly whether software helps, and what a first version would look like.

Get started