Private client memory for coaches
Never walk into a client session cold again.
CoachFile is a private client memory system for independent life and business coaches. Drop in your Word documents, PDFs, and text files to import existing session notes, get AI-drafted prep briefs before each session, and never lose track of where each client left off.
Import up to 5 clients free. No credit card.
The problem
Your client history exists. It just is not at hand.
Notes scatter
Most coaches do not lose their notes. They lose track of them. The history lives in a Word document here, a folder of PDFs there, a notebook, an inbox, a memory.
Follow-ups slip
A client goes quiet for two months and no one notices until they are already gone. The discipline lives in your head, and heads get full.
Word does not scale
At 50, 100, or 200 clients, files plus folders plus memory stops working. You walk into a call trying to recall what someone said back in March.
How it works
Drop in your folder. Get an organized roster back.
CoachFile reads the notes you already keep and turns them into structured client records, as drafts, in about 30 to 45 minutes. Every extracted fact links back to its source. Duplicate merges need your confirmation. Sensitive content is flagged for review, never imported on its own. You approve before anything is saved.
- 1
Upload your notes
Drag in your Word docs, PDFs, and text files.
- 2
Review the drafts
AI organizes the content into draft records. Every detail links to its source, and duplicates and sensitive notes are flagged for you.
- 3
Approve into your roster
Approve, edit, or skip each one. Nothing lands in your client list until you say so.
Every week, not just import day
It earns its place between sessions.
Importing your notes is the start. CoachFile keeps working in the background so the right context reaches you at the right moment.
A prep brief, 30 minutes ahead
Schedule a session and CoachFile sends you the context you already recorded: the last conversation, what is still open, what to follow up on. You are ready before you sit down.
A nudge to capture it while it is fresh
A few minutes after a session ends, CoachFile prompts you to log what happened, using your own templates, so notes get written down instead of forgotten.
A reminder before they slip away
CoachFile watches for clients you have not seen in a while and surfaces them on a gentle cadence, so no one falls through the cracks.
Every screen, built for coaching
Designed for the way you actually work.
From your client roster to your weekly insights, every screen does one job: keep you ready for the people you coach.
Client roster 
Client profiles 
Sortable list 
Quick search 
Guided import 
Session history 
Log a session 
Insights
See the whole thing
Watch a full setup, start to finish.
Built for sensitive work
Your clients trust you. You can trust CoachFile.
Coaches record the real things clients say: their marriages, their money, their hardest stretches. CoachFile is built to protect that, and to be specific about what we can and cannot see.
Encrypted, and then some
Your data is encrypted in transit and at rest. Your most sensitive fields, like client names and session notes, get an extra layer of encryption inside the database.
Your data is yours
Export everything as JSON or CSV at any time. Delete your account yourself, with a 30-day grace period before anything becomes permanent.
Organized, never invented
CoachFile structures the notes you give it. It does not fabricate client details or fill gaps with fiction, and you review every imported draft before it is saved.
Non-clinical by design
Built for coaching, not clinical care. CoachFile is not for HIPAA-regulated patient records, licensed mental-health treatment, or crisis response.
No risk to try
Start with 5 clients free, no credit card. When you activate a paid plan, you get a 14-day money-back guarantee on your first charge.
Read the full security model on our security page.
Pricing
Simple plans. Start free.
Try with 5 clients free, no credit card. Activate any time to unlock unlimited clients, session logging, templates, and Insights.
Solo
$39/mo
- Up to 50 active clients
- All features
Practice
$79/mo
- Unlimited clients
- Multi-practitioner (up to 5)
Mastermind
$149/mo
- Everything in Practice
- White-label branding
Questions
Questions coaches ask.
Is my client data private?
Yes. Your data is encrypted in transit and at rest, with an extra layer of encryption on the most sensitive fields, and each coach's data is isolated at the database level. No one on our side has standing access to your client notes, and we never use your records to train AI. You can export or delete everything at any time.
What files can I import?
Word documents, PDFs, and plain text files. CoachFile organizes the content into drafts that you review before anything is saved.
Does the AI make things up?
No. CoachFile organizes what you give it and shows the source for every detail. It flags anything sensitive or ambiguous for you to decide, and it never invents client information.
Can I cancel any time?
Yes. Start free with no credit card. When you activate a paid plan you get a 14-day money-back guarantee on your first charge, and you can cancel whenever you like.
How is this different from practice-management tools?
CoachFile is not scheduling, invoicing, or CRM software. It is a private client memory system: it organizes the notes you already keep so you are never unprepared. The thing it actually replaces is a folder of documents plus memory.
Can I use it for therapy or clinical care?
No. CoachFile is built for non-clinical coaching. It is not for HIPAA-regulated patient records, licensed mental-health treatment, crisis response, or protected health information.
Start free. Import your first 5 clients in 30 minutes.
No credit card. Bring your folder, see your roster organized, and decide from there.