Coach by Wondersome gives practitioners a structured way to guide their clients through a journey, and gives clients a beautiful portal where they can see exactly where they are, complete milestones, and write reflections. Whether you’re a life coach, personal trainer, mentor, tutor, instructor, tea
PricingFree downloadThe WordPress.org download is free. Pro versions, add-ons or external services may cost extra.
CompatibilityRequires WordPress 6.0 and PHP 7.4.
SourceWordPress plugins · Nov 15, 2026
01 / Source details
Aboutthistool.
Coach by Wondersome gives practitioners a structured way to guide their clients through a journey, and gives clients a beautiful portal where they can see exactly where they are, complete milestones, and write reflections.
Whether you’re a life coach, personal trainer, mentor, tutor, instructor, teacher, nutritionist, or any kind of practitioner, Coach by Wondersome replaces scattered emails and spreadsheets with a clear, trackable progress experience your clients will love.
How it works:
01You create a Journey, a structured programme with named milestones (e.g. “Week 1 – Setting Your Foundation”)
02You assign clients to that journey
03Clients log in at /portal/ on your WordPress site and see their journey, milestone by milestone
04Clients complete milestones and write rich-text reflections
05You get notified when clients complete milestones (via the welcome email or the Pro upgrade for richer events)
06Everyone can see exactly how far along the journey they are
What’s included in Coach by Wondersome (free, uncapped):
Unlimited journeys, clients, milestones
Branded client portal at /portal/
Custom portal name, navigation logo, and brand colour
Portal welcome message at the top of every client’s dashboard
Journey Preview, see exactly how your clients will see a journey before you assign it (signed 1-hour link)
Welcome email when a new client account is created (always on)
Rich-text editor for milestone descriptions
Video URL embeds on milestone descriptions (YouTube, Vimeo)
Plain-text and clickable-URL reflections (Pro adds the rich-media embed)
Client experience: Resources library (PDFs, links, videos attached to journeys or specific milestones), practitioner notes per client and per milestone, video URL embeds in reflection bodies, file uploads on reflections (image, PDF, doc), re-enrol, pause, resend welcome
Reports and data: branded PDF Progress Reports, JSON export and import, Pro insights dashboard widget (pending sign-offs, average completion, reflections this week vs last)
Communications: 7 additional email events with per-event toggles (milestone completed, journey assigned, journey completed, reflection submitted, sign-off requested, practitioner note, checkpoint signed off), and a branded login page that matches your portal
Multi-practitioner Team plan: up to 5 practitioner seats with strict per-practitioner data isolation, branded invite emails, ownership transfer with a signed time-limited confirmation link
Branding: hide the “Powered by Wondersome” footer
Coach Pro by Wondersome requires the free Coach by Wondersome plugin to be installed and active. Learn more at https://wondersome.co/pricing/.
External Services
Coach by Wondersome is designed to keep your client data on your own WordPress installation. Plugin emails are sent through your site’s own wp_mail() (which you can route through any SMTP plugin you choose), and the plugin’s typography is loaded from font files that ship inside the plugin (no Google Fonts request, no preconnect).
There are two narrow exceptions where the plugin reaches out to a third party. Both are documented below.
1. YouTube and Vimeo oEmbed (only when you paste a YouTube or Vimeo URL into a milestone)
When a practitioner pastes a YouTube or Vimeo video URL into a milestone’s “Video URL” field, Coach by Wondersome uses WordPress’s built-in oEmbed system ( wp_oembed_get() ) to fetch the embed metadata so the milestone page can show the video. This sends one HTTP request to the relevant provider’s oEmbed endpoint to retrieve the iframe HTML; the provider sees the milestone’s video URL plus a referrer header from your site. The response is cached by WordPress for 24 hours, so subsequent page loads do not re-fetch.
What is sent: the video URL the practitioner pasted (and the standard request headers WordPress emits, including a referrer pointing at your site).
When it is sent: when a portal page or admin page renders a milestone that contains a YouTube or Vimeo URL, and only on the first render within the 24-hour cache window.
Service providers and policies: YouTube (Google LLC), https://policies.google.com/terms, https://policies.google.com/privacy
The feature is opt-in by behaviour: pasting a video URL into a milestone is the only way to trigger it. Leave the field blank and Coach by Wondersome never contacts either service.
2. Bug report email (only when you click “Send Bug Report”)
The optional Report a Bug form in Coach, Settings, Tools sends a single email through your site’s own wp_mail() to the Coach support address. The form is never submitted automatically. When you click the button, the email contains:
The description you typed in the form
The screenshot you attached, if any
The System Information block: Coach by Wondersome version, WordPress version, PHP version, site URL, active theme name, and the name of any SMTP plugin you have installed
What is sent: only what you typed plus the System Information block above.
When it is sent: only when you click “Send Bug Report”.
Service provider: Coach support (https://wondersome.co/), terms https://wondersome.co/terms/, privacy https://wondersome.co/privacy-policy/.
Coach’s Privacy Policy: https://wondersome.co/privacy-policy/ Coach’s Terms and Conditions: https://wondersome.co/terms/
See it in action
Screenshots & previews.
Client portal dashboard, a branded space showing the active journey, progress ring, recent milestones, and notes from the practitioner.Client journey page, with a visual milestone tracker showing exactly where the client is and what's next.Client milestone page, with the practitioner's guidance and an embedded video for the week.Client reflections, every entry the client has written across their journeys with milestone context and a jump-back link.Practitioner dashboard, with journey and client counts, a recent activity feed, and per-client progress across every journey.Journey editor, with the client-facing role label, an industry preset, and a one-click Preview Journey button so practitioners see exactly what their clients will see.Milestone editor, with a rich-text description editor and the ordered list of every step in the journey.Enrolments, grouped by journey with per-client progress bars, start dates and status at a glance.Branding settings, where you set the portal name, upload your logos, and pick the brand colour used across the portal and email headers.Backup/Restore, with nightly auto-snapshots and reversible restore for safe data recovery.
02 / Source details
Gettingstarted.
01Upload the plugin zip via Plugins → Add New → Upload Plugin , or install directly from the WordPress Plugin Directory
02Click Activate
03Go to Coach → Settings → Branding and set your portal name, logo, and brand colour
04Go to Coach → Settings → Tools and send a test email to confirm delivery
05Create your first journey at Coach → Journeys → Add New
06Add a client at Coach → Clients → Add / Edit Client and assign them to a journey
07The client receives a welcome email with their portal login link
Important: Set your WordPress permalink structure to Post name (Settings → Permalinks → Post name) before activating Coach by Wondersome. This is required for the /portal/ URL to work correctly.
Recommended: Install and configure an SMTP plugin (WP Mail SMTP, Post SMTP, FluentSMTP, or Easy WP SMTP) to ensure reliable email delivery. By default, WordPress sends mail through your hosting server, which can be filtered or junked by Gmail/Outlook/Yahoo. Coach by Wondersome detects an active SMTP plugin and shows its status in Coach → Settings → Tools .
03 / Source details
Frequently asked questions.
Does Coach by Wondersome work with any WordPress theme?
Yes. The client portal at /portal/ is fully self-contained and does not inherit your theme’s styles. It works correctly with any theme, including page builders like Divi, Elementor, and Beaver Builder.
Do clients need a WordPress account?
Yes, each client has a WordPress user account with the wondersome_coach_client role. This role gives them access only to the client portal, not to wp-admin. Coach by Wondersome creates the account automatically when you add a client.
Where is the client portal?
At /portal/ on your WordPress site (e.g. yourdomain.com/portal/ ). You can find the full URL in Coach → Settings → Portal . Share this link with your clients.
What happens to my data if I deactivate the plugin?
Nothing, by default. The “Protect data on uninstall” setting is ON by default, which means all your journeys, clients, milestones, and reflections are kept in the database even if the plugin is deactivated or deleted. You can change this behaviour in Coach → Settings → Tools .
Does Coach by Wondersome work with my SMTP plugin?
Yes. Coach by Wondersome detects WP Mail SMTP, Post SMTP, FluentSMTP, and Easy WP SMTP automatically and routes all email through whichever is active. We strongly recommend installing an SMTP plugin for reliable delivery.
Can I use my own branding?
Yes. You can set a custom portal name, upload separate logos for the login page and the portal nav bar, set logo heights, and pick a primary brand colour (used for buttons, progress bars, and accents in the portal and emails).
Can I change how I’m referred to in client emails?
Yes. When creating or editing a journey, set the “Client-facing role” field to whatever suits your profession, coach, trainer, mentor, teacher, tutor, instructor, guide, etc. This replaces the default “practitioner” in all client-facing emails for that journey. A suggestion is auto-filled based on the Industry/Category you select, but you can change it to anything you like.
What does the paid Coach Pro by Wondersome plugin add?
Coach Pro by Wondersome (sold separately at wondersome.co) layers on the practitioner toolkit: checkpoint sign-offs, scheduled milestone unlocks, custom check-in fields, a Resources library, practitioner notes, file uploads on reflections, branded PDF progress reports, JSON export and import, multi-practitioner Team support, and a branded login page. See https://wondersome.co/pricing/ for the full feature list.
Does Coach by Wondersome contact any external services?
Coach by Wondersome keeps your client data on your own WordPress installation, sends emails through your own site’s wp_mail() , and ships its display font (Poppins) inside the plugin so the portal does not contact Google Fonts.
There are two narrow situations where the plugin does reach out to a third party, both opt-in by behaviour:
When a practitioner pastes a YouTube or Vimeo URL into a milestone’s Video URL field, Coach by Wondersome uses WordPress’s standard wp_oembed_get() to fetch the embed metadata from YouTube or Vimeo so the video can render. The response is cached for 24 hours.
When you click the optional “Send Bug Report” button under Settings, Tools, Coach by Wondersome emails Coach support with the description you typed plus a System Information block.
Both are documented in full in the External Services section of this readme, including Terms and Privacy links for each provider.
Is Coach by Wondersome GDPR-compliant?
Coach by Wondersome is built to support GDPR compliance. Client data is stored only on your own WordPress installation. You remain the data controller for all client data on your site.
How do I back up my Coach data?
Coach by Wondersome ships a built-in Safety & Backups page (Coach, Safety & Backups, admin-only). It takes snapshots of all nine Coach DB tables (journeys, milestones, clients, progress, reflections, notes, resources, custom fields, field responses) directly inside your own database. Nothing is sent off-site. By default the plugin takes a snapshot every night and after every plugin update, plus you can take a manual snapshot any time. Restores are reversible (a pre-restore safety snapshot is taken automatically). Both automatic behaviours can be disabled in the Settings tab. This is a safety net for routine “before I touch this” moments, your hosting provider’s full-site backups remain the authoritative recovery path for catastrophic loss.
What are the hosting requirements?
PHP 7.4 or higher (PHP 8.0+ recommended) WordPress 6.0 or higher MySQL 5.7+ or MariaDB 10.4+ HTTPS (SSL certificate), required for the client portal login
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