CoachingTrackr - User Manual

Version 1.0 | Last updated: 31 October 2025

Overview
Getting Started
Modules and Features
Standard Workflows
Data Protection and Security
Freemium Model
Tips and Tricks

Overview

CoachingTrackr is a professional coaching management app for iOS, iPadOS, macOS, and visionOS. The app supports you with:

Client Management: Contacts, medical history, documents
Coaching processes: coaching programmes with individual sessions
Session documentation: structured notes and reports
Task management: tasks for clients and coaches
Calendar integration: synchronisation with Apple Calendar
Document management: contracts, forms, reports
Organisation management: Companies, teams, contact persons
iCloud synchronisation: Automatic synchronisation across all your devices

Platforms

iOS: iPhone (iOS 18+)
iPadOS: iPad (iPadOS 18+)
macOS: Mac (macOS 15+)
visionOS: Apple Vision Pro

Getting started

1. Launch the app and dashboard

When you first launch the app, you will see the dashboard with:

Quick statistics (clients, sessions, tasks)
Upcoming appointments
Overdue tasks
Quick access to important functions

2. Navigation

The app uses three-column navigation (iPad/Mac) or tabs (iPhone):

Main modules:

📊 Dashboard: Overview and statistics
👥 Contacts: People and organisations
🎯 Coaching: Coaching programmes and sessions
✅ Tasks: Task management
📅 Calendar: Scheduling
📄 Documents: File management
⚙️ Settings: App configuration

3. Create your first client

Tap on Contacts → People
Tap on + (top right)
Fill in the basic information:

First name, surname
Optional: photo, date of birth, gender

Add contact details:

Email, telephone, address

Tap Save

4. Start your first coaching session

Tap Coaching → Coaching sessions
Tap + (top right)
Select a client
Enter title and start date
Optional: goals, content, conditions
Tap Save

Modules and features

📊 Dashboard

Overview of all important information:

Statistics cards:
Number of active clients
Scheduled sessions this week
Open tasks
Overdue tasks
Upcoming appointments:
List of the next 5 sessions
Date, time, client
Direct access to session details
Overdue tasks:
Prioritised list
Due date
Quick actions (complete, postpone)
Quick access:
Create new session
Add new client
Create new task

👥 Contacts

People

Client management with extensive functions:

Basic information:

First name, surname, title
Profile picture
Date of birth, gender
Status (prospective customer, active, closed, paused)

Contact details:

Email: Multiple email addresses (work, private, other)
Telephone: Multiple numbers (mobile, work, private, fax)
Addresses: Multiple addresses (private, work, other)
Street, postcode, city, country

Bank details:

IBAN, BIC, account holder
Bank name, bank type

Relationships:

Supervisor, partner, mother, father
Subordinate employees

Notes:

Free text notes
Markdown support
Timestamp

Private notes (🔒 encrypted):

Medical history questions: Health data, medical history
Diagnosis notes: Assessments, observations
End-to-end encrypted: AES-256-GCM
Tag system: Categorisation with standard tags
Cross-device: Encrypted and synchronised via iCloud

Documents:

Contracts, forms, reports
Folder structure
Preview function

Coaching overview:

All coaching sessions for this client
Status, time period, progress

Contact import:

Import from Apple Contacts
Automatic duplicate detection
Multiple selection possible

Search function:

Name, email, telephone
Real-time filtering

Standard workflows

Workflow 1: Add new client

Step by step:

Create client:

Contacts → People → +
Enter basic information
Add contact details

Optional: Import contacts:

📱 From contacts button
Select client from Apple contacts
Data is automatically transferred

Conduct anamnesis:

Open person → Anamnesis tab
Add new anamnesis question
Formulate question
Assign tags (e.g. ‘Health’, ‘Living conditions’)
Save (will be encrypted)

Upload documents:

Open person → Documents tab
Create ‘Contracts’ folder
Upload coaching contract
Assign ‘Contract’ tag

Create notes:

Open person → Notes tab
Create first note
Use Markdown formatting

Result: Complete client profile with all relevant information.

Workflow 2: Start coaching programme

Step by step:

Create coaching:

Coaching → Coaching sessions → +
Select client
Enter title (e.g. ‘Executive coaching’)
Set time period (start, end)
Status: “Planned”

Define goals:

‘Goals & Content’ tab
+ Add goal
Title: e.g. ‘Improve communication skills’
Description: Specific goal description
Additional goals as needed

Set conditions:

‘Conditions’ tab
Enter hourly rate
Number of planned sessions
Total amount is calculated automatically

Plan first sessions:

‘Sessions’ tab
+ New session
Date, time, duration
Enter topic/focus
Create additional sessions

Start coaching:

Set status to ‘Active’
Save

Result: Structured coaching programme with defined goals and planned sessions.

Data protection and security

Encryption

Private notes (medical history & diagnosis):

End-to-end encryption: AES-256-GCM
Key derivation: HKDF-SHA256 based on Apple ID
Cross-device: Deterministic key works on all devices
No access: Even Apple cannot read this data
GDPR Art. 9 compliant: Protection of special categories of personal data (health data)

Standard data:

iCloud encryption: All other data encrypted via iCloud
TLS/HTTPS: Secure transmission
Keychain: Encryption keys stored securely in Apple Keychain

Biometric authentication

Face ID / Touch ID:

App lock: Lock app on launch
Timeout: Automatically lock after 5 minutes of inactivity
Privacy Screen: Screen blurred when switching apps

Activation:

Settings → Privacy & Security
Activate Face ID/Touch ID

Freemium model

Free version

Limits:

✅ Up to 3 clients
✅ Up to 3 sessions per client
✅ All basic features available
✅ iCloud sync enabled
✅ Calendar integration
✅ Private notes encrypted

No restrictions on:

Tasks (unlimited)
Organisations (unlimited)
Documents (unlimited, depending on iCloud storage)
Notes (unlimited)

Pro Version

Unlimited:

✅ Unlimited clients
✅ Unlimited sessions
✅ All Free features
✅ All future Pro features
✅ Priority support

Prices:

Monthly: £9.99/month (cancellable at any time)
Annual: £89.99/year (~£7.50/month, 25% discount)
Lifetime: £189.99 one-time payment (pay once, use forever)

Tips and tricks

Productivity

1. Keyboard shortcuts (macOS/iPad with keyboard):

⌘ + N: New item (depending on context)
⌘ + S: Save
⌘ + F: Search
⌘ + ,: Open settings

2. Markdown shortcuts in the editor:

(space): Heading
- (space): List item
Text: Bold
Text: Italics

3. Quick actions:

Swipe on list item: Delete/edit
Long press: Context menu
Double tap: Quick edit

Security

1. Enable Face ID/Touch ID:

Protects sensitive data
Faster than a password
Recommended for all users

2. Regular backups:

Automatically via iCloud
Additional manual export (JSON) monthly
Store export securely (encrypted USB stick)

3. Be careful when sharing:

PDF exports contain plain text
Encrypt emails (e.g. S/MIME)
For sensitive data: personal delivery

CoachingTrackr is a trademark of Reficio.

Manual

Erste Schritte

Features

Workflows