Client Log

Open Between sessions → Client Log in the sidebar. The inbox shows conversations and unread entries.

Enable Unread only to find pending conversations. Disable it to see the others.

Select the client’s row. Their record opens on Client Log and new entries are marked as read. Check their name before writing.

Write in the top box and check that it belongs to this record’s client. If you only send a voice note or files, you can leave the text empty: the entry is posted as “Voice note” or “Attachment”.

Select Update, Question, Reflection or Win to classify it. If no type is selected, it is posted as a message.

In Not linked, select one of this client’s sessions, tasks or goals. The link appears in the posted entry. You can leave it unlinked.

Select Private note so only the coach can see it. Leave it unchecked to show it in the client space. Check this box before posting, including when replying.

Select the paperclip and choose files. Check their names in the pending list; use the cross to remove one before posting. PDF, Word, Excel, PowerPoint, PNG, JPG, WEBP, CSV, TXT and audio (WebM, M4A, MP4 and OGG) are supported, up to 20 MB per file and ten files per entry.

Select Post or Ctrl + Enter. Wait and check the new entry, text and visibility. If posting fails, keep the text and review the message before retrying.

Public coach entries can generate an email notification with space access. Private entries do not. Review any thread notice about email or the link.

In the message box, select Record voice note and allow the microphone if your browser asks. The counter shows the recorded time up to 5:00; at that limit, recording stops automatically. Select Stop recording when you finish.

When you stop, “Ready to send. You can listen first.” appears with a player, and the file joins the pending list. Listen to it; if it is not right, select Discard note and record another. Then check the Private note box and select Post. The note counts as one of the entry’s ten files.

In the entry, select Listen to note. The audio downloads at that moment and the player appears. If it does not load, the button shows “Could not load the audio. Please try again.”.

With the client’s record open on Client Log, new entries, edits and read receipts appear on their own: when the direct connection is available a signal arrives instantly and, in addition, the panel checks for updates every 25 seconds. With the browser tab hidden it pauses and updates when you return. What you were typing is kept; if you switch clients, the draft is discarded.

Select Reply under the message. A box opens beneath that entry. Write, check Private note and select Reply. The reply appears beneath the original.

Select the edit icon on a coach entry. Correct it and select Save, or Cancel to discard. You cannot edit text written by the client.

Select the delete icon and read confirmation. If accepted, content and attachments are removed; replies remain. Check the entry before confirming.

Select the pin to move the entry to the pinned section. Select it again to unpin; the entry is not deleted.

Select the file name in the entry. If it will not open, check connection and availability before requesting another copy.

Filter by type, private notes or attachments. Search text, author or file name. Clear filters and search if an entry seems missing.

Check Seen or Not seen under a public coach entry. This indicates reading in the space; it does not mean a reply or a completed task.

In the inbox, select Settings. My account → Reminders opens at Client Log options. Change notifications or response information and select Save.

In the Client Log settings, select Also notify the client by WhatsApp and select Save. You need WhatsApp connected in CoachPro and the client’s phone number with its country code, for example +44. Email is still sent: WhatsApp is an additional notice with the link to their space. If WhatsApp fails, the client still receives the email. If the record has no email but has a valid phone number, the notice may arrive by WhatsApp only. Private notes do not generate notices.

In the Client Log inbox, select Message several clients. A panel opens above the conversations.

In Program cohort, keep “All my active clients” or choose an active cohort: the list narrows to its active enrolees. Choosing a cohort does not tick anyone; search by name or email and tick each person. You can tick up to 100 per send and the counter shows it. Write the message: it is text only, with no type, attachments or private note.

Select Send to selected clients. “Message sent to N clients.” appears and the message is saved as your entry, visible in each person’s conversation and space. No one sees the other recipients. Notifications are not sent instantly: they go out in the next hourly round, under the same conditions as any of your entries.

The client opens their link and finds Your Client Log. Review the coach’s hours and response note and write. This information is not an automatic reply.

Select Update, Question, Reflection or Win when appropriate. Attach using the paperclip or record a voice note and select Send. Check the posted message and files actually attached. Client voice notes are explained in Client space.

If Edit appears, correct and save. Client editing is available for 30 minutes after posting. Clients have no delete button.

Read new entries and select Reply beneath the relevant one. Private coach notes do not appear here. If the link will not open, ask the coach to check its status and share a valid one.