Everything coaches, consultants, and mentors ask before signing up -- and what they wish they had known sooner.
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These come up in nearly every onboarding call. We put them at the top so you do not have to scroll.
Does Coach AI replace my methodology?
No. Coach AI is designed to amplify your existing framework, not override it. Whether you use ICF competencies, the GROW model, or a proprietary approach, the assistant adapts to your language and your process. You stay in the driver seat.
Is my clients' data private?
Yes. Each client workspace is fully isolated. No data crosses between clients and nothing is used to train shared models. End-to-end encryption for session notes is available on all paid plans. Your clients' conversations stay yours.
How long does setup take?
Most coaches are fully operational in under 30 minutes. The onboarding wizard walks you through importing existing clients, configuring your brand voice, and running your first assisted session prep. No developer required, no IT ticket to file.
Coach AI is an intelligent assistant built specifically for professional coaches, consultants, and mentors. It handles the administrative and cognitive overhead that surrounds your sessions so you can give every client your full attention during the hour that matters most.
In practice this means: generating session prep briefs from your notes and prior conversations, drafting action items and accountability summaries after each call, writing progress reports for clients or sponsors, and surfacing patterns across multiple sessions so you can notice what your clients might be circling around.
Coach AI does not conduct sessions, evaluate clients clinically, or provide therapeutic support. It is a professional productivity tool built by and for coaches, not a coaching replacement.
Our primary users are:
If you spend 2-4 hours per week on session prep, notes, and follow-up for every 5-6 hours of actual coaching, Coach AI was built for you.
Not at all. Coach AI is a web application -- there is nothing to install. The onboarding flow is designed for coaches, not developers. You will:
The most technical thing you will do during setup is copy a calendar link. If you can do that, you are ready.
Yes. The free trial gives you 14 days of full access to the Professional plan, no credit card required. You can add up to 10 clients, run unlimited session preps, and use all integrations during the trial period.
At the end of 14 days, you choose a plan or your account moves to the free tier (up to 3 clients, 10 session preps per month). Nothing is deleted automatically -- your data stays intact.
Coach AI is not an ICF-certified program or provider. It is a software tool, and software tools are not within the ICF certification scope.
That said, our product team includes working ICF-credentialed coaches who helped shape every feature. The session prep framework, note-taking structure, and competency language are designed to align with ICF core competencies and ethical guidelines. You are still the credentialed professional -- Coach AI just handles the paperwork.
Coach AI does not join or transcribe live sessions by default -- many coaches prefer this boundary for client trust and ethical reasons, and we respect that.
However, if you want live session transcription, you can connect Zoom, Google Meet, or Microsoft Teams through our integration. The transcript stays in your account only and is never accessed by our team unless you open a support ticket and explicitly grant access.
A lighter alternative that many coaches prefer: use the post-session dictation feature. After your call, spend 3 minutes speaking your raw notes into the app. Coach AI converts them into structured session notes, extracts commitments, and drafts the follow-up summary you can send to the client.
Yes, and this is one of our strongest use cases. Group coaching creates a compounded note-keeping challenge: one session generates observations about 8-15 people simultaneously. Coach AI handles this by:
Group plans start at the Business tier and allow up to 200 participants across unlimited cohorts.
The Coach AI interface is currently in English only. However, the underlying AI engine can process and generate notes in French, Spanish, German, Portuguese, and Dutch with reasonable fluency. If you coach in those languages, set your account to the appropriate language in Settings and the prep briefs will be generated to match.
Full multilingual interface support (menus, prompts, reports) is on our H2 2026 roadmap.
Before each session, Coach AI generates a one-page brief tailored to that specific client. The brief includes:
You can customize which sections appear, set the tone (more clinical vs. more intuitive), and override any suggestion before the session. The brief is a starting point, not a script. You are still the coach.
Yes. This is one of the most-used features among experienced coaches with established methodologies. In your account settings, you can define:
The system uses these preferences to shape every brief, note, and report it generates. You can override on a per-client basis when a specific individual calls for a different approach.
By default, Coach AI generates your brief 24 hours before the session and sends a notification. You can change this to 48 hours, 4 hours, or trigger generation manually on demand.
The brief updates automatically if the client submits a pre-session check-in form (which you can configure and send them). If they email you that their situation has shifted, paste that context into the brief editor and the AI will revise the opening accordingly.
Clients do not have access to the Coach AI platform itself. What they can receive:
Your internal notes, session briefs, and pattern analysis are private to you. The client never sees anything you have not explicitly approved for sharing. This is a design decision, not an afterthought.
When you archive a client, their data is retained in your account for 90 days in case you resume the engagement. After 90 days, it is scheduled for permanent deletion from our servers. You can also trigger immediate deletion manually from the client profile.
On Business and Enterprise plans, you can export the full client history as a PDF or structured JSON file before deletion. This is useful for coaches who maintain their own long-term record-keeping systems outside of Coach AI.
You will not lose access to existing clients. If you reach your plan's limit, you will see a prompt to upgrade before you can add a new client. All current clients remain fully active and unaffected -- no one is dropped or degraded while you decide.
You can also archive clients you are not actively working with -- archived clients do not count against your limit, and you can reactivate them at any time with one click.
Yes. We offer 30% off the first year for coaches in their first 24 months of private practice (verifiable by ICF membership date or certification credential). Apply the code NEWCOACH at checkout, then email our team your certification details within 7 days to lock the rate for your renewal term.
We also offer nonprofit pricing for coaching programs embedded in mission-driven organizations. Contact the team directly for that rate -- it is evaluated on a case-by-case basis but we say yes more often than not.
Yes. Cancel from your account settings with one click. Your access continues until the end of the billing period you already paid for. No retention flows, no cancellation call required, no dark patterns.
If you cancel and want to return later, your data is held for 12 months. Reactivating restores your full client history exactly as you left it.
Yes. Annual billing saves 20% versus month-to-month and is available on all paid plans. You can switch between billing cycles from your account settings at any renewal date. If you switch from monthly to annual mid-cycle, we prorate the remaining days.
No. Your client data, session notes, and usage within Coach AI are never used to train our models or any third-party AI models. This is a hard contractual commitment, not a soft policy buried in terms of service.
We use aggregate, anonymized product usage metrics -- such as which features are used most often -- to improve the interface. That data contains no client content and cannot be reverse-engineered to identify any individual.
Coach AI is not currently HIPAA-certified. Coaching is not a HIPAA-covered activity under most circumstances, and we are not a covered entity. If you work in a context where HIPAA does apply (for example, coaching licensed healthcare professionals about clinical workflow), review that with your own legal counsel.
Regardless: all data is encrypted at rest (AES-256) and in transit (TLS 1.3). Session data is never processed on shared infrastructure, and we publish a full security whitepaper on request. We take security seriously as a matter of professional trust, not regulatory compliance alone.
All data is stored in the United States by default, on AWS infrastructure in the us-east-1 and us-west-2 regions with cross-region replication for durability. EU-region hosting is available on the Enterprise plan for coaches with GDPR obligations. Contact us before signing up if EU residency is a requirement -- we can set it up before your data is ever written to US infrastructure.
We currently support:
Apple Calendar sync is on the roadmap for Q3 2026. In the meantime, you can export Apple Calendar events as ICS and import them manually -- it takes about two minutes per import cycle.
Yes. Current integrations include:
We do not currently have native integrations with CoachAccountable, Practice Better, or SimplePractice -- but Zapier bridges most of these workflows reliably. Native integrations for the top coach platforms are planned for H2 2026.
Yes. Coach AI is not a CRM replacement -- it does not manage pipelines, billing, or contracts. It is specifically focused on the coaching work itself: preparation, notes, follow-up, and insight synthesis. It sits alongside whatever CRM or business management tool you already use.
If you use HubSpot, Notion, or Airtable as a quasi-CRM, our Zapier integration can push session completion events and summaries into those systems automatically so your records stay in sync without double-entry.
Our support team includes working coaches. They respond within one business day -- not a bot, not a knowledge base redirect. A person who understands your work.
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