Importing existing notes

The migration tool is the fastest way to get years of notes into CoachFile. You give it the documents you already have, and it organizes them into draft client records for you to review. It never imports anything as final on its own. You stay in control.

What you can import

• Word documents (.docx), PDFs, and plain text files.

How it works

• You upload files. CoachFile reads the text and uses Anthropic's AI to organize it into structured client records.
• We use Anthropic's standard API tier. Your content is not used to train any AI model. Anthropic keeps short-lived logs for about 30 days for abuse monitoring only, then deletes them.
• The AI organizes what is in your documents. It does not make up names, dates, or session details. When something is unclear, it flags it for you instead of guessing.

Reviewing the results

Every imported client lands in a review queue as a draft, never as a finished record. For each one you can:

• See the original document side by side, with the source text highlighted, so you can check every detail against where it came from.
• See a confidence indicator on each field, and a clear flag on anything sensitive, so nothing personal is imported without your explicit say-so.
• Approve, edit, or skip each client. You can approve them one at a time, or in bulk with a short undo window.
• Match client photos to the right records, if you upload headshots.

On the free preview you can import up to 5 clients to see the quality for yourself before you activate a plan. See Billing and subscriptions.