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Table of contents

Welcome to My247Coach

My247Coach is a platform for therapists, coaches, and health professionals. It combines audio recordings with a personal AI Coach that supports your clients 24/7 between sessions.

With My247Coach, you can:

  • Listen to professional audio recordings in the Audio Library and add them to your own collection
  • Upload and record your own audio for your clients
  • Create and manage clients through an intake flow
  • Offer a public AI intake on your own website, so prospective clients can have an anonymous, no-obligation first conversation
  • Activate or deactivate the AI Coach per client
  • View transcripts of AI conversations
  • Log sessions in the client file
  • Manage your own settings (language, password, AI instructions)

Your Dashboard

After logging in, you land on your personal dashboard. At the top, you see a welcome message and four overview cards:

  1. Recordings — the total number of audio recordings in your collection
  2. Clients — the number of clients you have created
  3. AI Credits — your available AI balance (see the chapter AI Credits)
  4. Storage — how much storage space you have used

Below that, you’ll find three main sections: My Recordings with all your audio recordings and search and filter functions, My Clients with all your clients, their status and latest activity, and at the bottom Intakes with the public AI intake and all conversations coming through it.

In the top right of your dashboard, you’ll find three buttons:

  • Talk to Clara — open Clara, your personal help assistant who answers all your questions about the platform (see the chapter Clara — your help assistant)
  • Settings — open your profile and preferences (language, password, AI instructions)
  • Log out — log out

Between the overview cards and the main sections you’ll also find quick-navigation buttons: My Clients, My Recordings, Audio Library, Intakes, Top up credits, and Log out. Handy for jumping straight to a section or action without scrolling.

Audio Library

The Audio Library is a collection of professional therapeutic audio recordings that you can listen to and add to your own recordings. The audios are available in various categories such as stress, anxiety, self-confidence, weight management, sleep, and smoking cessation.

Listening to and adding audios

  1. On your dashboard, scroll to the “Audio Library” section
  2. Browse the available categories or use the search function
  3. Click on an audio recording to listen to a preview
  4. Click “Add” to add the recording to your own collection under My Recordings
  5. Once added, you can assign the recording to your clients

Availability

Some audios are directly available, while other audios appear grayed out and locked. Locked audios become available with a full subscription. The Audio Library is regularly expanded with new recordings.

Managing Recordings

In the My Recordings section, you see two buttons:

  • “+ AI Recording” — Coming soon: have AI generate a professional therapeutic recording that you can assign to multiple clients. Click the button for more information.
  • “+ Own Recording” — Upload or record your own audio.

Uploading your own recording

  1. Click the “+ Own Recording” button above your recordings list
  2. Enter a title (required) and an optional description
  3. Select the “Upload file” tab
  4. Drag your audio file into the upload area or click to choose a file
  5. Supported formats: MP3, WAV, OGG, M4A, WebM, MP4
  6. Click “Save Recording”

Recording audio with your microphone

  1. Click the “+ Own Recording” button
  2. Enter a title
  3. Select the “Record” tab
  4. Click “Start Recording” and give access to your microphone
  5. Click “Stop” when you’re done
  6. You can listen to the recording before saving
  7. Click “Save Recording”

Editing or deleting a recording

Click on a recording’s title to see its details. Use the edit button to change the title and description. Use the delete button to permanently remove a recording — this cannot be undone.

Assigning a recording to a client

  1. Click “Assign” next to the client in your client list
  2. Select the recordings you want to assign
  3. Optional: check whether you want to send a notification email
  4. Click confirm

The client receives an email and can listen to the recording on their own dashboard.

Managing Clients

In the My Clients section, you see two buttons:

  • “+ Custom AI Recording” — Coming soon: have AI generate a personalized recording, tailored to a specific client. Click the button for more information.
  • “+ New Client” — Create a new client through the intake flow.

Creating a new client (intake flow)

The intake flow has up to 6 steps. The number of steps depends on the topic and whether you activate the AI Coach.

Step 1 — Basic information
Fill in your client’s first name, last name, and email address. Choose the country and language.

Step 2 — Topic and AI Coach
Choose what you use My247Coach for (weight loss, smoking cessation, anxiety, self-confidence, sleep, pain, stress, or other). Choose whether to activate the AI Coach.

Step 3 — Approach (only for “Weight loss”)
Choose the approach: Magic 5 Protocol or own approach.

The Magic 5 Protocol (M5P) is a specialized hypnotherapy masterclass for weight loss, developed for fellow therapists. More info at magic5protocol.com. If you’re guiding a client through this method, you can indicate here how many sessions have already been completed — this way Sophie knows where your client is in the journey and can tailor her support accordingly.

If you choose own approach, Sophie works with the context you fill in during the next step.

Step 4 — Context for the AI
Optional fields to help the AI Coach align better: the client’s main goal, what’s already going well, what they struggle with, and what support they need.

Step 5 — Crisis alert
Optional: activate the crisis alert. If you turn this on, you receive an email if the AI suspects your client is in immediate danger.

Step 6 — Confirmation
Review all details and click confirm. The client receives an activation email with login credentials.

Editing a client

  1. Click on a client’s name in your client list
  2. Go to the “Overview” tab
  3. Click “Edit client”
  4. Adjust the fields you want
  5. Click “Save”

You can also activate or deactivate the AI Coach here, change the transcript frequency, and add extra AI instructions.

AI Intake with Nora and Sam

In addition to the manual intake flow for existing clients, My247Coach offers a public AI intake: your own web address where prospective clients — visitors of your website, your socials, or your newsletter — can have a non-committal, anonymous first conversation with Nora or Sam, your AI intake assistants. Only when the conversation is going well and the visitor wants to take things further do Nora or Sam ask for contact details to book an appointment with you.

Think of it as a tireless, always-available receptionist — one that’s there 24/7, speaks multiple languages, and dramatically lowers the threshold for people to get in touch. The alternative — Google Ads or paid social campaigns — quickly runs €300 to €1,000 per month. An AI intake on your own site costs you just a fraction of that.

Why does this work so well?

The AI assistants in My247Coach are not general models like ChatGPT. Think of it as a Swiss Army knife next to a set of specialized chef’s knives. A Swiss Army knife can do a lot, but nothing exceptionally well. Nora, Sam, and Sophie are like a razor-sharp filleting knife — built for one domain: hypnotherapy-related conversations. They know the nuances, the pitfalls, the language, and the tone.

The goal is not for AI to do therapy itself, but for you as a therapist to have powerful tools at your disposal: to welcome visitors, support clients between sessions, and get your own practical platform questions answered. The AI works for you, not instead of you.

Activating your intake

  1. On your dashboard, scroll all the way down to the Intakes section
  2. Click the arrow to the right of “Intake Settings” to expand the panel
  3. Check “Activate Intake”
  4. Set your preferences (see below)
  5. Click “Save”

As soon as you’ve activated the intake, your unique intake link is immediately active.

Configuring your intake

In the Intake Settings panel, you’ll find the following options:

  • Your intake link — a personal web address (e.g. https://my247coach.online/index.php/intake/?t=pb1319). Click “Copy link” to put it on your clipboard. You place this link on your website, in your email signature, in your Instagram bio, LinkedIn, or anywhere you like.
  • Language — choose the language in which your intake is offered by default (Dutch, French, English, or Spanish).
  • Title line 1, 2, and 3 — three lines of text that appear at the top of your intake page. These set the right tone for your visitor. Example: “Have doubts about hypnotherapy? / Not sure if it’s right for you? / Talk it through openly and anonymously with one of our AI assistants.”
  • Demo audio — check this if you want Nora or Sam to be able to offer a short sample audio during the conversation. This gives visitors an immediate taste of your audio recordings’ quality.

Note: each intake costs a small amount of AI credit, even if the visitor leaves no contact details. So keep in mind that curious visitors count too. For most therapists, one new client from an intake more than pays back the cost of many conversations.

Nora and Sam

Your visitors can choose who they talk to themselves:

  • Nora — the female AI assistant. Warm, empathetic, calm.
  • Sam — the male AI assistant. Straight-shooting, friendly, down-to-earth.

Both work according to the exact same therapeutically-trained style. The choice between male and female voice is purely visitor preference.

Viewing received intakes

Beneath the Intake Settings panel, you see a list of all intake conversations that have taken place. For each conversation, you see:

  • Date — when the conversation took place
  • Assistant — who the visitor talked to (Nora or Sam)
  • Name and Email — only filled in if the visitor left contact details
  • Topic — what the visitor was seeking help with
  • Messages — the number of messages exchanged
  • Contacted — date on which you followed up with this visitor (if applicable)
  • Actions — four buttons for working with this intake (see below)

Conversations where no contact details were left remain anonymous in the list — this lets you see how often your intake is used, even without conversion.

The four action buttons

Next to each intake you’ll find four action buttons. Each has its own function:

  • Eye icon — View & convert to client
    Opens the full transcript of the intake conversation. You can read the transcript, copy it (e.g. to paste into your own records), and — most powerfully — in one click convert this visitor to a full client in your system via the “+ Create Client” button. The name, email address, and topic are automatically carried over, so you don’t have to type everything again. This saves a lot of time on a warm conversion.
  • Phone icon — Mark as contacted
    Click this when you’ve followed up with the visitor — by phone, email, or any other way. A small window opens where you choose the date on which you made contact, then click “Save”. This date then appears in the “Contacted” column. This keeps you on top of who you have and haven’t reached out to — handy when you’re following up on multiple leads at once.
  • Box icon — Archive
    Visitors who, even after follow-up, don’t book an appointment — or anonymous intakes that never lead to contact — can be archived. The intake then disappears from your active list, but is not deleted: all data is preserved for potential later reference. This keeps your list workable, especially if your intake is actively used.
  • Lock icon — GDPR deletion
    Under the GDPR, every European citizen has the right to request that all their personal data be permanently erased. If a visitor explicitly requests this from you, use this button: all personal data for this intake (name, email, transcript content) is irreversibly deleted. This action cannot be undone. Only use this upon written request from the person concerned.

What an intake costs

Each intake automatically deducts credit from your balance, based on the number of messages exchanged. For an average conversation, this is a small amount. You can find this later in your cost overview (see the chapter AI Credits).

The AI Coach

How does the AI Coach work?

The AI Coach — named Sophie — is a personal chat assistant your clients can use 24/7. Like Nora and Sam, Sophie is a specialized assistant: she knows the context of the journey (topic, approach, session progress), follows your instructions and therapeutic style, and never sends clients away from you — she is a complement, not a replacement. Sophie always refers to “your therapist” and never claims to be one herself.

Clients can chat with Sophie whenever they want: in the middle of the night after a difficult day, in the morning when in doubt, or just before a challenging moment. The AI knows the background you’ve filled in and builds on that, conversation by conversation.

Activating or deactivating the AI Coach

  1. Open the client details (click on the client’s name)
  2. Click “Edit client”
  3. Toggle “AI Chat enabled” on or off
  4. Click “Save”

Setting your own AI instructions

You can give Sophie instructions at two levels:

Per client: Open the client details, click “Edit client,” and fill in the “Extra AI instructions” field. Example: “This client is sensitive to guilt; never use shaming language.” or “For this client, put extra emphasis on body-centered anchoring.”

For all your clients: Go to your Settings (button in the top right) and fill in the “Your AI instructions” field. These instructions apply to all conversations with all your clients — a good place for your general therapeutic style or taboos.

Credits and blocking

Sophie consumes credit with every conversation. If your balance is empty, Sophie is automatically paused until your balance is topped up. Your clients then see a clean message that the AI Coach is temporarily unavailable. They can still listen to audio recordings. More details in the chapter AI Credits.

AI Credits

AI credits are your balance for using My247Coach’s AI assistants: Sophie (the AI Coach for your clients), Nora and Sam (the AI intake on your website), and Clara (your own help assistant). Every conversation costs a small amount, depending on length and type of conversation.

Your balance is shown in euros on your dashboard and in all your emails. No foreign currencies, no abstract points — just an amount you understand.

What does a conversation cost?

The cost per conversation is low and depends on length. In practice, this ranges from a few cents for a short conversation to around half a euro at most for a very extensive conversation. For most therapists, we’re talking about a few euros per month in normal use — a fraction of what a single paying client brings in.

Viewing your balance

You can always see your available balance in the top right of your dashboard in the AI Credits card. There you’ll also see whether your current subscription is expiring, whether any warnings are active, and when you last topped up.

Warnings — three levels

We don’t want you to ever be unpleasantly surprised by an AI that suddenly goes quiet. That’s why we send you an email at three moments:

  1. Low balance — you’re still well above zero, but we warn you early so you have time to top up. The exact threshold depends on your subscription (around 10% of your monthly balance, with a minimum of €2).
  2. Balance empty — your balance is €0 or negative. The AI assistants still work for now, but you get an urgent notification that topping up is needed now.
  3. Below the minimum threshold — your balance has dropped below -€2. This is the last warning before the AI stops.

What happens with an empty balance?

At a balance below -€2.50, Sophie, Nora, Sam, and Clara are temporarily paused. Your clients see a clean message that the AI Coach is temporarily unavailable; visitors to your intake page see that the intake is currently closed; and Clara herself lets you know in a friendly, lightly humorous way that topping up is needed. As soon as you top up, everything starts again automatically — you don’t have to do anything.

Good to know: your clients can continue to listen to audio recordings during this period. Only the AI chat is temporarily offline.

Topping up your balance

You can top up your balance in two ways:

  1. Via a subscription — every month (or every year) a fixed balance is automatically added. This is the simplest option.
  2. Via a one-off purchase — click the “Top up credits” button on your dashboard or in the warning email. You can choose from fixed amounts (€10, €25, €50) or enter your own amount under “Other amount”.

When topping up, we briefly ask you for a reason: precaution, extra campaign, M5P package, or “Other” where you can enter a short text yourself. This helps us understand your usage and serve you better — there’s no wrong answer.

Payment is done through Mollie, a European payment provider. All common methods are supported: Bancontact, iDeal, credit card, SEPA. Your balance is credited immediately after payment.

Viewing Transcripts

After every AI conversation, a transcript is automatically generated. This contains a summary, a mood indication, and any points of attention. This way you stay informed about what was discussed between your client and Sophie, without having to read every word.

Finding transcripts

  1. Click on a client’s name
  2. Go to the “AI Chats” tab
  3. You see a list of all conversations with summary and mood
  4. Click on a conversation to read the full transcript

Mood indications

  • Positive — the conversation went well, the client is motivated
  • Neutral — normal conversation without anything special
  • Concerned — possible points of attention have been detected

For a concerned conversation, you automatically receive an email with the details, so you can intervene quickly if needed.

Setting transcript frequency

You can choose how often you want to receive transcript emails: after every conversation, daily overview, weekly overview, or never. You set this via your Settings (for all clients at once) or per client via the client details (for individual exceptions).

Logging Sessions

Your face-to-face sessions — the real encounters with your clients — are the backbone of every journey. My247Coach helps you document them systematically, so you:

  • keep a complete view per client (face-to-face sessions and AI conversations in one timeline)
  • see immediately at the next session where you left off
  • have a basis for invoicing and administration
  • keep your own clinical observations in one safe place

Your private notes remain strictly yours — clients never see them.

Logging a new session

  1. Open the client details
  2. Go to the “Sessions” tab
  3. Click “New Session”
  4. Fill in at least the date and reason (both required)
  5. Complete optional fields as relevant
  6. Click “Save Session”

What to fill in where?

  • Date — when the session took place (required)
  • Reason — briefly the goal or theme of the session (required). For example: “3rd M5P session”, “anxiety crisis moment”, “follow-up on intake”
  • Time and duration — for your planning and invoicing
  • Location — practice, remote, at the client’s home — whatever’s relevant to you
  • Technique — which hypnosis technique you applied (e.g. Ericksonian, M5P session, smoking-cessation two-part…). Handy for looking back at which approach was used when.
  • Observations — your clinical impressions: how the client responded, which themes came up, what you want to remember for the next session
  • Payment — amount and payment method, handy for your own administration
  • Private note — anything meant for you alone. Never visible to the client. Here you put feelings, hunches, questions to yourself — things that don’t belong in a formal observation.

Viewing the timeline

In the Sessions tab, you see all your face-to-face sessions in chronological order. In AI Chats, you see what your client discussed with Sophie. Together they give you the full picture — what happened in practice, and what played out in between.

Especially with long-running journeys, this is valuable: just before a session, you read the last AI chat and your own last observations, and you’re immediately up to speed again. No memory work, no “what was that again?” moment at the start of a session.

Settings

Click the “Settings” button in the top right of your dashboard to open your profile and preferences.

  • Practice name — your practice name, as visible to your clients in emails and on their dashboard
  • Email address — read-only (change via the administrator)
  • Language — choose Dutch, French, English, or Spanish. This is your interface language; every client has their own language setting.
  • Change password — enter your current password and choose a new one (at least 8 characters)
  • Default transcript frequency — how often you receive transcript emails by default (see the chapter Viewing Transcripts)
  • AI instructions — instructions that apply to all your clients, a good place for your general therapeutic style and preferences

Click “Save Settings” to save your changes.

Two-factor authentication (2FA)

Your account is secured with a password, but for extra security you can activate two-factor authentication (2FA). With this, at login you need a one-time code in addition to your password.

Important: My247Coach takes extensive technical security measures to protect your data and that of your clients, including encryption of sensitive data and secure connections. 2FA is an extra layer of security that you as a professional can enable yourself. Because you have access to confidential client data, we strongly recommend activating 2FA. Without 2FA, your account’s security depends solely on the strength of your password, and My247Coach cannot be held responsible for unauthorized access to your account.

Setting up 2FA:

  1. Click Settings in the top right of your dashboard
  2. Scroll to the Security section at the bottom
  3. You see the current status (e.g. “⚠️ 2FA is not active”)
  4. Click the “Set up 2FA” button
  5. You arrive on the configuration page — click “CONFIGURE 2FA”
  6. Choose your method:
    • One-time code via 2FA app — use a free authenticator app on your smartphone, such as Google Authenticator, Microsoft Authenticator, or Authy (available in the App Store and Play Store). You scan a QR code with the app and enter the 6-digit code shown.
    • One-time code via email — you receive a one-time code by email at every login. No extra app needed for this.
  7. Click “NEXT STEP” and follow the on-screen instructions

From now on, your extra verification will be requested at every login.

Tips:

  • Opting for the app method? Keep your recovery codes in a safe place — if you ever lose your phone, you’ll need them to regain access.
  • The email method is the simplest option if you don’t want to install an authenticator app.

Problems with 2FA? Contact the administrator of My247Coach at info@my247coach.online.

Clara — your help assistant

Clara is your personal help assistant for everything related to My247Coach. She knows the platform inside out: how features work, where to find things, what buttons do, how to approach things. Ask her questions at any moment — she’s there 24/7.

Think of Clara as a colleague always ready to guide you through the platform. No waiting time, no office hours, no question too small.

Opening Clara

  1. Click the “Talk to Clara” button in the top right of your dashboard
  2. Type your question in the chat window
  3. Clara answers immediately, in the language you’ve set

What can you ask Clara?

Anything related to the platform:

  • “How do I add an audio to my client?”
  • “Where can I see what Sophie has said to my clients?”
  • “How do I activate the public intake?”
  • “How do I top up my credits?”
  • “What does a ‘concerned’ transcript mean?”
  • “How do I enable 2FA?”

Clara explicitly does not do clinical or therapeutic work. Questions about hypnosis techniques, clinical assessments, or client-specific approach are outside her domain — for that, your expertise and your colleagues are the right channels. Clara focuses on the platform itself, and does that well.

When Clara can’t help for a moment

If your balance has dropped below the minimum threshold (see the chapter AI Credits), Clara too is temporarily paused. She lets you know in a friendly, lightly humorous way — no dry error message, but a clear hint that topping up is needed. As soon as you’ve done that, she’s immediately available again.

Need help?

First line: click “Talk to Clara” in the top right of your dashboard. Clara can answer most platform questions immediately.

Can’t figure it out, or have a question Clara can’t help with (e.g. about invoicing, your account, or a bug)? Send an email to info@my247coach.online and we’ll help you further.

Frequently Asked Questions

Can I activate or deactivate the AI Coach later?
Yes, you can activate or deactivate the AI Coach per client at any time via the client details.

What happens when my credits run out?
The AI Coach, the intake, and Clara are temporarily paused. Your clients can still listen to audio recordings. See the chapter AI Credits for the full story.

How do I top up my credits?
Via the “Top up credits” button on your dashboard, or via the link in the warning email. You can choose a fixed amount or enter your own. See the chapter AI Credits for details.

How do I activate the public AI intake on my website?
On your dashboard, scroll to the Intakes section, open Intake Settings, check “Activate Intake”, copy the link, and place it on your website. See the chapter AI Intake with Nora and Sam for all details.

Can I convert an intake visitor directly into a client?
Yes, one click is enough. Open the intake via the eye icon and click “+ Create Client”. Name, email, and topic are automatically carried over.

What do I do if a visitor asks for their data to be deleted (GDPR)?
Click the lock icon next to the intake in your list. All personal data for that intake is permanently erased. This cannot be undone — only use it upon written request from the person concerned.

Can I see what the AI says to my clients?
Yes, via the transcripts in the “AI Chats” tab of each client. You can read full conversations.

How do I change my email address?
Your email address can only be changed by the platform administrator. Send an email to info@my247coach.online.

What is the crisis alert?
If you activate the crisis alert for a client, you receive an urgent email if the AI detects signals that may indicate immediate danger (such as suicidal ideation). You can enable or disable this per client.

What is the Magic 5 Protocol?
The Magic 5 Protocol (M5P) is a specialized hypnotherapy masterclass for weight loss, aimed at fellow therapists. More info at magic5protocol.com. Within My247Coach, you can indicate for a client following this method how many sessions have already been completed, so Sophie can tailor her support to that phase.

How do I assign a recording to multiple clients?
Click “Assign” next to the client and select the desired recordings. Repeat for each client. One recording can be assigned to multiple clients simultaneously.

In what language does the AI speak to my clients?
The AI speaks in the language you’ve set for the client (at creation or editing). This can be a different language from your own.

What is the Audio Library?
The Audio Library is a collection of professional therapeutic audio recordings. You can listen to them and add them to your own recordings, then assign them to your clients. The collection is regularly expanded.

What are the AI Recording buttons?
Soon you’ll be able to have AI generate professional therapeutic recordings. The “+ AI Recording” button under My Recordings creates reusable recordings for multiple clients. The “+ Custom AI Recording” button under My Clients creates a personalized recording for one specific client. Click the buttons for more information.

Trial Account — How does it work?

You currently have a free trial account. This lets you discover the platform and experience how it works for you and for your clients.

What can you do with your trial account?

  • Listen to and add audios — Browse the Audio Library and add selected audios to My Recordings.
  • Experience the client perspective — Press the Experience as Client button next to your test client. You’ll be automatically logged in as test client and experience exactly what your real clients will see: listening to audios and chatting with Sophie, the AI Coach.
  • Ask Clara questions — Clara answers all your questions about the platform. Click the “Talk to Clara” button in the top right.
  • Upload your own audios — You can upload your own recordings (limited storage).

What’s not yet available?

  • Some audios in the Audio Library are grayed out and locked — these become available with a full subscription.
  • You can create a limited number of clients.
  • AI functions are available on a limited basis.

How do you get a full account?

Get in touch via info@my247coach.online or through the platform to start a subscription. All features then become immediately available.

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