See What Your Clients Are Working On
Glass box AI memory for coaches — full visibility, zero black boxes
The Problems We're Solving
These pain points kept coming up when we talked to wellness coaches. Sound familiar?
Franken-Stack Fatigue
Practice Better for scheduling. Notion for notes. Google Docs for shared content. WhatsApp for quick questions. None of them talk to each other.
→ We give you one place where context lives
AI Memory Gap
ChatGPT forgets what your client said last week. Session notes don't synthesize patterns. You're manually connecting dots across months of work.
→ Our AI remembers the entire journey
WhatsApp Dependency
Clients message your personal number. "Quick question" at 10pm. Boundaries erode. No professional record. WhatsApp isn't a CRM.
→ Bounded, professional communication
The Hub: Multi-Client Command Center
Switch between clients. Full context loads instantly. No manual copying between tools.
Multi-Client Dashboard
See all your clients in one place. Quickly switch context without juggling tabs or apps. Each client's shared content, practices, and progress lives in their dedicated space.
check Client list with activity indicatorscheck Search across specific client's contentcheck One-click context switching
Permission-Based Sharing
You only see what clients explicitly share. No access to private journals unless they choose to share. Professional boundaries built into the system.
check Client controls what you seecheck Granular sharing (individual entries, insights, practices)check GDPR-compliant, secure
The "Glass Box" Difference
Clients journal with AI guides between sessions. You review their conversations and get synthesized insights.
Full transparency. No black boxes. Every AI conversation is visible to you.
You (Coach):
"What patterns are emerging in Sarah's approach to work-life balance over the past 3 months?"
Sage AI:
Based on Sarah's shared journals and insights, three patterns stand out...
↑ Click any citation to view the source content
How It Works:
check Client journals with AI between sessions (philosophical reflection, not therapy)check You review their conversations in the Hub before your next sessioncheck Every insight is backed by citations — click to see exact sourcescheck AI synthesizes patterns across months (not session-by-session amnesia)
The Gap in Every Other Platform
"Deep, longitudinal client intelligence—an 'AI memory' that spans the entire client lifecycle—is still missing from mainstream platforms."
— From our GTM research across 100+ wellness tech platforms
AI-Powered Analysis for Coaches
Generate tailored summaries of your client's journey. Each analysis type serves a different coaching need.
Pre-Session Brief
Quick prep for your next session. Get context on what your client has been working on this week — key reflections, emerging patterns, and suggested conversation starters.
→ Weekly session preparation
Progress Report
Show distance traveled over time. Track growth trajectory, wins, shifts in perspective. Perfect for quarterly reviews or demonstrating ROI to clients.
→ Quarterly reviews, ROI
Pattern Monitor
Spot behavioral drift between sessions. Track whether clients are stuck, regressing, or moving forward. Catch early warning signs before they become blocks.
→ Inter-session tracking
Risk Assessment
Safety monitoring and duty of care. Flag concerning patterns, assess protective factors. Use when client wellbeing requires closer attention.
→ As needed for safety
Case Study
Professional documentation for supervision. Comprehensive case formulation with longitudinal context, perfect for accreditation or peer consultation.
→ Supervision, accreditation
Each analysis includes citations to source content. Click any citation to review the exact journal entry, conversation, or insight that informed the summary.
Pre-Loaded Psychological Frameworks
Evidence-based tools your clients use between sessions. No building from scratch.
Breaking Frame
ACT-based cognitive defusion
Help clients step outside automatic thought patterns. Based on Acceptance & Commitment Therapy principles.
Values Clarification
Schwartz values model
Guided workflow to identify core values, order priorities, and align actions with what matters most.
Future Self Dialogue
Temporal self-continuity research
AI-generated letters from client's future self, grounded in their current goals and values.
Ikigai Discovery
Life purpose framework
Explore what clients love, what they're good at, what the world needs, and what they can be paid for.
All frameworks include AI-guided reflection and synthesis. Clients work independently, you see the results.
Simple, Transparent Pricing
No per-session charges. No setup fees. Cancel anytime.
Starter
check Up to 15 active clientscheck Multi-client Hubcheck AI memory & synthesischeck All psychological frameworkscheck Email support
Professional
check Up to 30 active clientscheck Everything in Startercheck Priority supportcheck Early access to new featurescheck Quarterly check-in calls
Start with a free trial. No credit card required.
Common Questions
Do I get access to my client's private journals? expand_more
No. You only see what clients explicitly share with you. GroundedNinja has a granular permission system—clients can share individual journal entries, insights, or practices. Everything else stays private. This protects both professional boundaries and client autonomy.
Can I see what my clients are saying to the AI? expand_more
Yes — full transparency. This is what we call the "Glass Box" model. You can review all AI conversations your clients have, see exactly what sources the AI is citing, and track their reflection patterns over time. Unlike "black box" AI tools where conversations happen privately, we believe coaches need visibility to integrate AI into their practice safely.
Research finding: "The critical determinant of whether an AI tool is perceived as a threat or an enhancement is Oversight." — Our 2026 B2B coaching market research
How does the AI remember context across months? expand_more
When you switch to a client in the Hub, the AI loads their entire shared journey: journals, values, practices, insights, aspirations. It synthesizes patterns over time (not just the latest session) and cites specific sources. Every response is grounded in actual content, not generic prompts.
Can I use this for session notes? expand_more
GroundedNinja isn't a practice management tool. We don't replace your calendar, billing, or formal session notes. We complement your existing tools by providing the thing they're missing: longitudinal AI memory and synthesis of your client's self-reflection work.
What about GDPR and data privacy? expand_more
Fully GDPR compliant. All data encrypted at rest and in transit. Clients own their data and can delete it anytime. We use Row-Level Security (RLS) to ensure you only access content explicitly shared with you. UK-based servers, not resold or used for AI training.
How is this different from BetterHelp, SimplePractice, or Practice Better? expand_more
Those are practice management tools (scheduling, billing, notes). We're not. We focus on one thing: AI-powered synthesis of client self-reflection work between sessions. Think of us as the "space between sessions" tool that complements your existing practice management setup.
What if I only have 5 clients right now? expand_more
Perfect! Start with the Starter tier (£99/mo for up to 15 clients). As your practice grows, upgrade to Professional. Many coaches use GroundedNinja to deepen work with a small number of committed clients rather than scaling volume.
Let's Talk About Your Practice
30-minute discovery call. No pressure. Just a conversation about whether GroundedNinja fits your coaching work.