Please suggest a CRM tool for managing meetings after user does few steps.

We are a small business who are working to provide series of health consultations and activities to users who register from us. I wanted to use a CRM Software or management software where I can do these steps:

1. After registering, we give user few documents to review and submit back. I need these fields, that will manually get checked as user does some steps.
2. After step 1 is complete, we assign sessions on different dates on basis of availability of the trainer. I want to be able to assign dates to a specific trainer (and this name can only see what's assigned to them – like a calendar or Kanban). Trainer can then mark when the session is done or not.

We used to do this on excel but we have expanded recently and have many trainers (10) and more people so it's become difficult to schedule and track.