Clients

In the sidebar, open Clients → All clients. The top tabs are Clients, Companies and Import. The list shows each name, next session, last activity and status. Search by name or email and switch between table and cards.

Use All, Session today, With pending items and No contact in 30+ days. Under Filters, combine status, payments, tag, source and company, choose the sort order or load a segment. Save view saves the filter combination as a segment in this browser. If someone is missing, return to All and clear filters and search.

Select several checkboxes to tag clients, email them, open WhatsApp or share a tool. Check the recipients before confirming each flow.

Click once on a row to open the side preview: initials, name, tags, next session, last contact, session count and pending items. From here, choose Record session, Schedule or Message.

Double-click the row or select Open full profile to open the profile. Record session opens that composer tab directly; Schedule prepares a future appointment. Viewing a profile does not activate that client for working with a tool.

Left: identity, tags and four quick facts. Edit Goal, Email, Phone and Stage; changes save when you leave the field. Check the save status. Hide empty fields only hides empty additional details: profession, company, location, time zone, source, notes, custom fields or consent. The four base fields stay visible. Clear the checkbox to complete other details.

The icons let you schedule, start a video call, open Client space and open ⋯ More. More contains Work/activate, Edit, group video call, Client space, Send form, Intake, Onboarding, Survey, Feedback, Protocol, Contract and Invoice, according to your account access. Use ← Clients to return to the list.

Centre: the timeline brings activity together. Filter by All, Sessions, Messages, Notes or Tools. History opens detailed history and Client Log retains the full conversation, attachments and controls.

Right: Actions contains goals and milestones, between-session actions, Pending on their side and Share tool. Select Add action and check it when completed. Tools contains forms, tools and protocols; Appointments shows appointments and series. Documents contains files and links; Billing shows invoices and the Invoice button. On narrower screens, the right column moves below.

The Summary and Forms and tools names in the “Previous panel” chapters are not tabs in this profile. Use Actions for goals and surveys, Tools for responses, Documents for files and links, and Payments for invoicing. Open the AI pre-session brief from the appointment window in Schedule.

At the bottom of the centre column, choose WhatsApp, Email, Internal note or Record session. Ctrl + Enter sends or saves the active tab.

WhatsApp: write and select Send. You need WhatsApp connected in Settings and a valid international phone number in the profile; if either is missing, a notice appears and nothing is sent. Email: the message is published in the Client Log and the service sends an email notification, plus WhatsApp if configured. The profile needs an email address: this is not a separate email outside the conversation. Internal note: select Save note; it is saved privately, visible only to you, and appears in the timeline without notifying the client.

Record session: check date, duration and tool, describe what you worked on and enter agreements and tasks, one per line. Agreements become between-session actions. Check Do not notify the client before saving. More details opens the full form with your draft to add a title, ratings, an audio link and other details.

Select Save session and check the confirmation, new timeline entry and updated session count. The composer returns to WhatsApp. You can also get here from Record session in the side preview or ＋ New → Record session.

Select New client in the list or ＋ New → Client. Enter the required Name and optionally Email and Phone. Email is used to send their space and tools; check it carefully. If the name is missing, an error appears beside the field.

Select Add client and wait: the saved profile opens automatically. Complete the goal, fee, company and custom fields afterwards. Fields in the left column save when you leave them; for the photo and the rest of the full form, use ⋯ More → Edit. Cancel closes the form without creating a profile.

In the dashboard, open Clients → Clients in the side menu. You can view existing records or create a new one here.

Type in Search clients. If a record does not appear, clear your search and check filters before creating another.

Switch between cards and a table using the view selector. Use Sort to change their order; this does not change record data.

Open Filters and combine available criteria, such as status or tag. Check active filters when a search returns fewer results than expected. Select Clear to remove filters and also clear the search field to return to the full list.

Use the save-segment control and give it a recognisable name. You can then choose it in the segment selector. These saved filters belong to this browser.

Select New client. To correct an existing record, open it and use Edit to keep its history.

Enter the name that will identify the record. A name is required. If a possible-duplicate message appears when saving, check the existing record before confirming a new one.

Add available contact details. Email can be left blank; if entered, it must have a valid format. Check the address before using email delivery.

In the new panel, open the profile and select ⋯ More → Edit client. Use the photo selector in the full form and save your changes. The photo is processed after the record is saved.

Add occupation, company, city or country when useful. Language is stored as a record detail; do not assume it automatically changes every screen the client sees.

Select the client’s time zone when known. When preparing appointments, also check the date, time and zone displayed in Calendar or Bookings.

Write a concrete main goal. Add work areas and check that they appear as added items. You can record measurable goals separately in the record.

Enter the delivery mode, frequency, start date and process status as appropriate. Paused describes client status; Archive is a separate action that removes the record from the usual list.

Use Notes for context you want to retain. Tick the consent box only if the client has already signed the document it refers to. Ticking it does not create a signature request; see Signatures for that workflow.

Select Save and wait for confirmation. Return to the list and check the record. If an error appears, correct the indicated field or check your connection before saving again.

Open Tags management to create or edit names and colours. Apply tags from the client list and use them later as a filter criterion.

Open Custom fields and choose the Client tab. Define its name, type and relevant options. Check whether the field will be required before adding it to records.

Open the available field sets and review their contents before adding one. Country selection helps find relevant sets; afterwards check which fields were added to the form.

Manage names in Companies. In Edit client, select the Linked company and save. The free-text Company field and linked company are separate fields.

Select Import and download the template. Keep its supplied column headers, including in the English interface. Enter one person per row and save the CSV file in UTF-8.

Upload the CSV and review the preview. Correct highlighted rows: they may lack a name or have an invalid email. Email addresses already present or repeated in the file are skipped; this does not update existing records.

Select the import button once the preview is correct. Review the result: records added, duplicates skipped and invalid rows. Find the new records in the list before repeating the process.

Select View record on the card or row. Check the name before using its tabs. Opening this record does not automatically select that person as your working client.

Select Work or the equivalent record control. Check the active client’s name before opening a tool. Assignment identifies the person; how data is saved depends on each tool.

Select another person to change clients. Use the working-client indicator control to clear the selection when finished. This does not delete their record.

Use Summary, History, Forms and tools, Billing or Logbook. The record name remains your reference for the person you are viewing.

In Summary, review the next appointment, outstanding items and recent activity. Open the item you need to address. A scheduled appointment and a recorded session describe different moments in the process.

On the Next session card in At a glance, select Prepare with AI, whether or not an appointment is booked. This client’s pre-session brief opens. Authorization, results and notices are explained in Schedule → Prepare the session with AI.

In the record’s Overview tab, under Ask the AI, click Ask. Type the question, for example “What agreements about delegation have we worked on?”, tick the authorization box and click Ask.

The AI reads only this client’s history: sessions, agreements, actions, goals, forms, completed tools, Client Log and transcript excerpts, plus your context documents. It uses your own AI key, the recaps one.

The answer is short and each fact has a button with its source: Session, Action, Form, Log… Click it to open that record. Documents appear with their name. If the history does not answer the question, the AI says so instead of guessing.

Questions and answers are not saved: they stay in the window while it is open. Always review the answer before using it.

In the same window, under This client’s documents for the AI, click Upload document and choose a PDF, Word (.docx) or TXT file up to 5 MB, for example their job description. Only the text is kept, not the file.

The AI uses it when answering and in Prepare with AI, but never presents it as something the client said. Click Remove so it stops using it.

In Goals, select the add control. Enter a title and, where relevant, a unit, initial value, current value, target and target date. Save and check that it appears in the list.

Edit the goal to update its current value or status. The bar requires initial, current and target values, with different initial and target values. Do not interpret a missing bar as no progress. Review before deleting a goal.

When creating or editing a goal, under Weekly check-in select Ask for a value every week. Enter the question for your client and choose the send day and the scale with its minimum and maximum. Select Save goal. With the check-in on, “Where they are today” updates from the history and is not edited by hand.

Your client receives a single email per week with all their pending measures, on the first configured day from Monday to Sunday, between 8 am and 9 pm in their time zone. Each question comes with buttons for the scale values; if the scale has decimals or more than eleven values, it comes with one button to log the value. Selecting a button opens a page that asks for confirmation: opening the link saves nothing. They can change the value, add a note and select Confirm value. If they have an active link to their space, the email includes it too, and they can log the value there under Weekly check-in.

The email needs a valid address on the record. It does not ask about measures already logged that week.

On the goal’s row, select Weekly history.

The chart shows records as a solid line, the target as a dashed line and the starting point when the goal has an initial value. Below, the table lists week, value, source (Email, Space or Coach) and note.

In the history, select Export history to PDF and wait while “Generating PDF…” is shown. The file downloads named after the goal and includes the chart, the question, the client and the table. It uses your White Label brand (logo, name and colours); without White Label, it shows the name CoachPro Tools. Review the PDF before sharing it: downloading it does not send it to the client. If “Could not generate the PDF. Please try again.” appears, select the button again.

In the history, enter This week’s value within the scale, add a note if you like and select Save value. If this week already has a record, it is updated. The form only appears when the check-in is on and the goal is Active.

Write a concrete action and add a date if relevant. Select Add and check that it appears in the list. Tick its box when complete; untick it to correct its status. Delete removes that action.

Write in General report and wait for the saved indicator before changing records. This field summarises the process and does not replace individual session records.

In Documents, select Upload file. Choose a supported format, such as PDF, DOCX, XLSX or an image, up to 20 MB per file. Wait for it to appear in the list. Documents are shown in the client’s space.

Use Download to keep a copy or Copy link to share that file. Copy client link opens their space workflow. A copied link has not yet been sent; share it through the channel you agreed on. For a PDF, Sign opens the Signatures workflow.

Check the days remaining beside each file and download anything you need to retain before it expires. The system highlights files nearing expiry. Delete removes the file: check that you have the copy you need before confirming.

In Relationships, choose another record and describe the relationship before adding it. Removing a relationship does not delete either person. Review the process’s appointment series and use Calendar to manage their appointments.

Open History, use its search field and expand the section you need. If more items are available, use the show-more control. Check the date before editing an earlier entry.

Select the record’s new-session control. Enter the date, duration and title. This form records work carried out; use Calendar to book a future time.

Complete the goal, notes, agreements, outstanding tasks and next steps based on what happened. Distinguish your notes from text you want to share and review the summary contents before sending it to the client.

Record mood, energy at the start and end, and commitment when you have reviewed them. Leaving a rating unselected is not the same as a low score. You can associate a tool used in the session.

The audio field accepts a URL beginning with http:// or https://; it does not upload a recording from your computer. Check that the link opens the file and its permissions allow the intended access.

Select Save, wait for confirmation and check the session in history. From its entry you can edit, attach documents or prepare its summary. Review before deleting a session.

Open Forms and tools and review each item: name, status, date and available response. Expand a tool to review its measurements and notes. An active link does not mean the client has responded.

From the record you can open Share tool, Client space or Logbook. Follow the relevant chapter and check the generated link. For email delivery, review its result separately. See Client space and Tool bar.

Use Archive and read the confirmation. The record leaves the usual list; this is a different action from permanently deleting it. To indicate a pause, change process status in Edit.

Open Delete client and read the items that will be removed. The system requires the exact name and confirmation checkbox. Retain anything you need first; Cancel exits without deleting.