How this works

You get in by invitation only; there is no sign-up page. The invitation email has a sign-in link and a temporary password that works for seven days.

1. Open the sign-in link. Enter your email and the temporary password from the invitation.
2. Choose a password of your own. It needs at least twelve characters with upper and lower case, a number and a symbol.
3. Set up an authenticator app. Any of them works: Google Authenticator, Microsoft Authenticator, 1Password, Authy. Scan the square code shown (or type the key under it), then enter the six digits the app gives you. From then on, each sign-in is your password and the current six digits.

Forgotten your password? Forgot your password? on the sign-in page emails you a link, and you choose a new one when you open it. Changed phones? Ask, and the authenticator is forgotten so you can set up a new one at your next sign-in.

Use a current Chrome, Safari, Firefox or Edge on a Mac or PC. It works on a phone for reading and ticking off actions; uploading a recording is easier from a computer.

Clients is your roster: a name per row, with company, title and the engagement's end date when you have recorded one. "Renewal soon" appears when an engagement ends within thirty days.

New client adds one person: name, email, company and title. Email matters: it is where the follow-up goes.

Import your roster takes a spreadsheet saved as CSV. There is a template to download, and the page lists the column names it understands (name, email, company, title, start and end dates, number of sessions, goals, a theme). You see what would be created before anything is saved, and running the same file twice does not make duplicates.

Open a client and everything about them is on one page, in this order.

Goals come first because everything else hangs off them. A goal is specific (something they will have done, with a target date if you have one) or a theme (what the work is about). Each goal gets a colour, and that colour marks every note and summary tied to it.

Recording consent sits under the client's name. Nothing can be uploaded or transcribed for a client until you record that they agreed: how (verbal, written, or in the agreement) and when. You can withdraw it at any time and the upload controls disappear.

Open actions are what the client (or you) said they would do, carried from approved summaries. Tick Done or Drop; whatever is still open is shown to the model when it drafts the next session's summary, so follow-up is never forgotten.

Sessions are logged by hand for now: the date, the length, whether it was held, and the session number if you count them. Each row shows where its recording stands.

Notes are yours, in one continuous scroll, newest first. Link a note to a goal and it takes that goal's colour. Notes are never sent anywhere.

Record the session the way you already do (Zoom's record button, a voice memo on your phone, anything that gives you a file). Log the session on the client's page, then choose Upload recording on that session's row and pick the file. Audio or video works: m4a, mp3, wav, mp4, mov, webm, up to two gigabytes. The upload goes straight to secure storage; you can see the percentage as it goes.

From there it runs on its own. The row says recording received, then transcribing, then transcript ready. A one-hour session takes a few minutes. The audio itself is deleted as soon as the transcript is stored; what remains is the written transcript, encrypted with that client's own key.

Click the session's date to open it. The transcript is laid out by speaker and time. Speakers are numbered, not named, because a single recording cannot tell who is who; the draft summary works out which voice is yours from who is asking the questions, and says so in its private notes when it is unsure.

If a transcription fails, the row says so with the reason, and it is retried. One recording per session: if you upload the wrong file, log a new session for the right one.

Once the transcript exists, a draft summary is written automatically in the shape of your session sheet: the topic, the goal for the session, follow-up from last time, what moved on which goal, decisions, actions with an owner and a date, accountability and supports, your private notes, and a client-ready email. It is grounded in what was said; where the transcript is silent, it leaves the section empty rather than invent.

It is a draft, always. On the session page, Edit opens every field; Save keeps your version as a new one (nothing is overwritten, so you can always see what the model wrote and what you changed). Approve fixes the summary and turns its actions into the open actions on the client's page.

A recording far longer than a session (several hours) is not summarised; the session page tells you, and that summary is yours to write.

The email is written to the client in your voice, signed with your first name, and never contains anything from your private notes. Nothing is sent from here. After you approve, Open in Mail opens the message in your own mail app, addressed to the client, for you to read once more and send; Copy email puts it on the clipboard if you would rather paste it. Opening the mail link, or Mark as sent, records that it went.

Every approved summary's actions become rows on the client's page: what, whose (the client's or yours), and by when. Mark them Done or Drop as you go. The ones still open at the next session are handed to the model, which is how the next draft knows to ask what happened. The session page lists that session's own actions too.

Every time anyone in the practice opens or changes a client's record, it is written down. The bottom of the client's page shows the latest entries ("You, opened the record", "Approved the summary"), and the full history goes back five hundred entries. If a client ever asks who has seen their file, this is the answer.

At the bottom of a client's page, Export everything downloads one file with the whole record: goals, notes, sessions, consent, transcripts, every version of every summary, action items and the access history. It is plain JSON, readable in any text editor. Give it to the client if they ask for a copy, or keep it when an engagement ends.

Delete this client removes everything about them, including transcripts and summaries, and cannot be undone; you type the client's name to confirm. Export first if you want a copy. The access history keeps one line saying the record was deleted. Only the practice owner can delete.

Each client's notes, goals, transcripts and summaries are encrypted with a key that belongs to that client alone, in a private system used for nothing else. Only you and the coaches you add to your practice can sign in; each coach sees only their own clients, and the practice owner sees all of them.

Two outside services touch session content: one turns the audio into text, one drafts the summary. Neither keeps what it is sent beyond processing it, and neither trains on it. Audio is deleted the moment the transcript is stored.

Emails to clients leave from your own mail app, not from here, and only after you approve them.

Automatic capture of a call as it happens (for now you upload the recording afterwards). Reading your calendar to log sessions for you. A resources library. Anything a client logs into. Billing. Reassigning a client between coaches. These are planned, not promised; the order depends on what you find you need first.