Coaching session notes software
Session notes are the memory of a coaching relationship. When they live in a word processor under a client’s first name, they become impossible to search and easy to lose. Exantur makes them structured, retrievable and tied to the program they belong to.
It is part of Exantur, coaching practice management software built for the practice of professional coaching, not adapted from a generic project management tool.
By Martijn Mauritz, Founder & Coach at Exantur
Structured notes, not a blank page
Each session record captures the date, duration, format or location, and a structured set of notes across the categories that matter most to coaching documentation: observations about what the coach noticed, insights that emerged, breakthroughs that occurred, and action points that were agreed. Free-form content is supported too, the categories are prompts, not requirements.
Coach-private notes stay private
Coach-private notes are stored separately and are never exposed through the coachee portal. What the coachee sees and what the coach keeps for themselves are cleanly separated.
A searchable documentary history
Over the course of a program, session records build into a complete history of the engagement, searchable, reviewable, and available as context for every session that follows. In the minutes before a session, a coach can scan the whole arc instead of reconstructing it from memory.
How note-taking fits a session
Before a session, the coach opens the client record and reviews the previous notes, outstanding action points and recent check-ins, the context is already there. During the session, notes are captured against the four categories, with action points recorded as they are agreed. After the session, those action points become accountability items that persist into the next session, so nothing agreed quietly disappears. The note is not a dead document; it is the connective tissue between one conversation and the next.
Frequently asked questions
- Can coachees see my session notes?
- Only what you choose to share. Coach-private notes are stored separately and never exposed through the coachee portal.
- Are notes secure?
- Notes are stored in the EU, encrypted in transit and at rest, with row-level security so no one can access data they are not explicitly authorized to see.
- Can I use my own note structure?
- Yes. The categories, observations, insights, breakthroughs, action points, are prompts, not requirements, and free-form content is supported alongside them.
Document coaching the way it actually works
See structured session notes in a live demo of Exantur.