The AI Bot joins your onlinecalls, transcribes the conversation, and generates structured notesso you can focus on the session—not on taking notes.

Key features:

• Auto Call Join: Joins meetings without manual input.
• Smart Transcription: Captures and processes key discussion points.
• Note Generation: Summarizes key topics, tasks, and agreements.
• Coaching Score: Provides a coaching score based on standards like the ICF Code of Ethics.
• Auto Save: Notes are stored directly in the session for easy access.

Theracoach.ai integrates directlywith Calendly, a leading scheduling tool trusted by millions.

Benefits:

• You get Calendly’s paid Standard plan for free.
• Unlimited meetings and meeting types.

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How it works:

• Click “Get Started” to sign up or log in to Calendly using the same email as your Theracoach.ai account.
• Accept the invite to join Theracoach.ai's Calendly org

• If on a free Calendly plan, you're upgraded for free. If already paid, your billing stops while you're subscribed to Theracoach.ai.
• Canceling Theracoach.ai removes you from the org and reverts Calendly access.

Yes. We use industry-standardsecurity across all layers:

Database Infrastructure:
We use Neon.tech for database hosting, a platform that implements enterprise-grade security measures including:
    • AES-256 encryption for all data at rest
    • SSL/TLS encryption (TLS 1.2/1.3) for all data in transit
    • Secure data centers with SOC 2, ISO 27001, and ISO 27701 certifications
    • GDPR and CCPA compliance to protect your personal information

Deployment Security:
Our application is deployed on Railway, which provides:
    • End-to-end encryption for all stored data
    • Physical infrastructure hosted in secure data centers
    • Continuous security monitoring and vulnerability scanning
    • Storage-level encryption for all user data

Access Controls:
We implement strict access controls to ensure your coaching data remains confidential:
    • Role-based access control (RBAC) limits data access to only authorized personnel
    • Strong authentication requirements with secure password policies
    • Regular security audits to verify access protocols are functioning correctly
    • All access to customer data is logged and monitored

Regulatory Compliance:
Our platform is designed with privacy and compliance in mind:
    • GDPR-compliant data processing practices
    • Transparent data handling procedures
    • Data minimization principles to collect only necessary information
    • Clear data retention policies with secure deletion when required

Ongoing Security Commitment:
We continuously improve our security measures through:
    • Regular security assessments and penetration testing
    • Prompt application of security updates and patches
    • Monitoring of emerging security threats
    • Ongoing review and enhancement of our security policies and procedures

Our commitment is to provide a secure environment for your coaching relationship, protecting the confidentiality and integrity of all your data while maintaining the availability of our services.

Not at this time. We do notsupport white-labeling or UI customization.

The platform works best on Google Chrome.

After each session, you can:

• Add notes under session details.
• Share them via the platform or email.

If AI Bot is enabled, it will:

• Auto-generate a summary and suggested action items.
• Let you edit, add deadlines, and then share them with your client.

You can create clear tasks with due dates from your session notes. These show up in the client’s dashboard and help with accountability.

Coaches can schedule a session with a client by clicking “Schedule session” from the Upcoming Session widget or from the Calendar. This will launch the coach’s Calendly page from which a meeting type and a suitable date/time can be picked. Meeting confirmations are sent to the coach and the client.

If the coach allows a client to schedule sessions, they can schedule in a similar way from the dashboard. They are shown the coach’s availability on the calendar from which a suitable date/time can be picked.

At the scheduled time, a “Start”button appears in thedashboard. Clicking it opens the meeting.

⚠️ Coaches must admit theTheracoach.ai bot into the session for AI notes to work.

Coaches control who can scheduleand which meeting types are visible.

To change permissions:
Clients > Select Client > Profile Info > Scheduling

You can accept payments via PayPal, Venmo or Stripe by specifying your default payment URL. It’s shared with clientswhen invoices are sent.

Starter – $29.99/mo
    • 5 free AI note hours ($1/hour extra)
    • Free Calendly Standard plan ($10 value)
    • Net cost: ~$14.99/month

Premium – $59.99/mo
    • 40 free AI note hours ($1/hour extra)
    • Free Calendly Standard plan ($10 value)
    • Net cost: ~$9.99/month

You’ll be prompted to choose a plan. Any unused AI credits carry forward when you switch plans.

Go to:
Settings> Subscription > Manage Subscription > Cancel

Your AI hours are saved andrestored if you choose to re-subscribe later.