What it actually produces, what happens to the audio and the transcript, why bringing your own key matters, and the three places AI should not go.
An AI does not write your session notes: it writes a draft that you approve. The distinction is not semantic. A system that saves whatever it generates ends up putting sentences into the client record that were never said that way, and nobody notices until three months later.
What it saves is not judgement. It saves the half hour of writing up notes after every session, which is exactly the work almost nobody does well with five clients back to back.
Not a block of prose. Four fields that match the structure of a session, so they can be reviewed separately:
And a status of its own. The draft starts as processing, moves to ready, and only once the coach approves it does it get written into the session. It can also end as failed, and then nothing at all is saved.
This is the question to put to any tool of this kind, and hardly any of them answer it in writing. Here is the chain, step by step.
The question worth putting to any provider: «do you store the transcript?» If the answer is yes, or «it depends on your settings», your client's entire conversation lives on a server you do not control, available for whatever their contract permits.
BYOK — bring your own key — means the coach supplies their own API key instead of using the platform provider's. It sounds like a technical footnote and it changes who holds the relationship with the AI.
The honest counterpoint: BYOK means signing up with a provider and pasting a key. It is ten minutes, but it is ten minutes a platform with AI included saves you. If that puts you off, it is a legitimate argument for the other option.
The source language and the summary language are two separate things. The session can run in Spanish and the summary come out in English, or the other way round.
It matters in two concrete situations: when you work with clients across several countries and want your records in one language, and when the report goes to a company operating in another. Translating every report by hand is exactly the kind of work that adds nothing.
And one thing that is not optional: asking permission. Recording a session changes what people say. Agree it in the contract, remind them the first time you use it, and make clear they can ask for a given session not to be recorded without giving reasons. Doing it unannounced breaks precisely what holds the process together.
The recap summarises. AI Notes and the AI Co-pilot go one step earlier: they transcribe the whole session, keeping what you say and what your client says apart, and save it to their file. When it ends, the draft recap is prepared automatically and waits for you to review it.
It works with your own Gemini or OpenAI key, which you create on each provider's site.
The AI recap sits in the dashboard, inside the session. These are decisions that are implemented, not promised:
| What | How it is handled |
|---|---|
| Accepted source | Transcript, audio or video |
| The transcript | In the recap: not stored; only stage, duration and size remain. With AI Notes: saved to the client file and can be deleted |
| The audio | Never stored |
| AI Notes and AI Co-pilot | In the CoachPro video call and in Meet, Zoom or Teams, with Coach and Client kept apart |
| The AI key | Yours. Transient in the relay: not saved, not logged, not persisted |
| Providers | OpenAI through the relay; Claude direct from the browser |
| What it returns | Objective, agreements, next steps and notes |
| Output language | Spanish or English, independent of the session's |
| Before saving | The draft has its own status and a mandatory review step |
| Privacy notice | Versioned, with a record of which one was accepted |
| Isolation | Session, client and coach must belong to the same account holder |
The coach's notes stay private: the recap shared with the client never includes the notes field, and that is enforced in the query itself, not on the screen.
It depends on the provider and the length, and you pay it directly because the key is yours. The platform charges nothing per summary.
You fix it before approving, which is exactly what the review step is for. And if the process fails, the draft ends as failed and nothing is written to the session.
Yes. If you would rather not record, you can start from a written transcript or your own rough notes. The source does not have to be audio.
Only if you share it, and without the private notes. The recap your client can read carries the date, the objective, the agreements, the tasks and the next steps, with your brand if white label is switched on.
It helps that the audio is never stored and that the key is yours, but responsibility for your client's data remains yours. With the recap from a text or an audio file, you can tell them with certainty that the conversation is not kept on the platform. With AI Notes, the transcript stays in their file, and you can delete it at any time.
Yes, with AI Notes. From the client file you open the Session notes page, choose your meeting tab, and the transcript is saved to their file when you finish. It needs Chrome or Edge on a computer; if you use the Zoom or Teams desktop app, join the meeting from the browser.
AI Notes and AI Co-pilot on your own key, with Coach and Client kept apart and a draft recap you approve. Inside the CRM, next to the session. From 30 USD a month.
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