Connect an AI assistant

Goal#

Let an AI assistant you already use, such as Claude or ChatGPT, work with what you see in Coaching Toolkit: read your clients, sessions and notes, help you prepare and review, and set things up when you ask. The assistant acts with your own access and never more.

Prerequisites#

• A practice on the Studio package. On other packages the AI assistants page shows what to upgrade to.
• AI assistants turned on for the practice by an Admin (step 1).
• An assistant that can add a remote connector: Claude, ChatGPT, or any assistant that supports remote MCP servers over Streamable HTTP with OAuth.

1. Turn AI assistants on for the practice (Admin)#

AI assistants are off for every practice until an Admin turns them on. In the app: Settings, AI assistants. Read the statement, tick the box and press Turn on for the practice.

The statement says that the practice decides whether its Coaches may share client information with third-party AI assistants, that the practice is responsible for a lawful basis for that sharing and for telling its clients, and that Coaching Toolkit is not a party to the practice's agreement with the assistant's provider. If the statement changes, AI assistants go off for the practice until an Admin accepts the new text.

Turning the switch off refuses every assistant on the practice at once. No connection is removed; they work again when an Admin turns the switch back on.

2. Open a connect window#

Each Coach connects their own assistant. On Settings, AI assistants:

1. Copy the Server URL: https://coaching-toolkit.com/mcp.
2. Read your own statement, tick the box and press Connect an assistant.

This opens a connect window of 15 minutes. The first new assistant that signs in with your account inside the window is approved at once, and the window closes. To connect a second assistant, open a new window.

3. Add the server in your assistant#

Claude: open Settings, then Connectors, then Add custom connector. Paste the server URL, choose Connect, sign in with your Coaching Toolkit account and allow access. On a Claude Team or Enterprise plan, the plan's owner may need to add the connector first.

ChatGPT: open Settings, then Apps & Connectors. Turn on developer mode if ChatGPT asks for it, then choose Create. Paste the server URL, choose OAuth, sign in with your Coaching Toolkit account and allow access.

Other assistants: give the assistant the server URL and sign in with your Coaching Toolkit account when it asks.

The sign-in page is Coaching Toolkit's own, through WorkOS, with the email you use for the coach app.

4. Approve a waiting assistant#

An assistant that signs in outside a connect window gets nothing. It appears under Connected assistants as Waiting for approval, and you get an email naming it. If you connected it yourself, press Approve. If you did not, press Revoke: someone may have tricked you into allowing it.

What an assistant can read#

Everything you can read in the app, except credentials and secret links:

• Today, your agenda and sessions, the client list with what needs attention, and groups;
• each client card: profile, timeline, sessions, goals and action items, exercise results, and the status and amounts of payment requests;
• your own client notes and session notes (never another Coach's);
• exercises and tools, whiteboards (names, status and the text on them), your public profile, your booking pages with their availability, the practice's offers (yours or everyone's), landing pages and templates;
• the practice: package, branding, coaches, consent documents, connected calendars (which calendars, never their access), and, for an Admin, the practice's audit log.

It cannot read your calendar feed address, portal links, landing-page preview links, video-room links, Stripe links, or a client's record export.

What it can change at once#

Changes only you and your practice see:

• add a dated paragraph to a client note, marked as added by the assistant; it never rewrites or deletes what you wrote;
• write your note for a session that has none yet (topics, the note and your reflection); it never replaces a note you wrote and adds no action items;
• create and update goals, set a goal's status, complete and reopen action items;
• mark an exercise result as seen;
• create, rename, archive and restore whiteboards that are not shared with a client;
• create, edit and duplicate draft landing pages, and set a draft's address.

What waits for your confirmation#

A change that reaches a client, the public or a calendar does not happen when the assistant asks. The assistant tells you the change is waiting, and it appears on the AI assistants page under Changes waiting for you, where you confirm or discard it. A change you do not confirm within 24 hours expires.

• Sessions: plan (with one client or a whole group), edit, mark as held, no-show or cancelled, and approve or decline a reschedule request.
• Exercises: assign to a client or a group, and cancel.
• Clients: create, update, pause, resume and end (an ended client keeps reading their portal).
• Whiteboards: share with a client, and change a shared board.
• Booking pages: your public profile and photo; create a page, and change a page's booking settings, availability and Offers. Deleting a page or making it the default stays in the app.
• Landing pages: publish, unpublish, make default, change a published page, delete.
• Offers: create your own, change and delete your own (an Admin: any Coach's); their prices show on your booking and landing pages.
• Branding and practice settings (Admin): name, address, colours and logo.

What it can never do#

Whatever your role:

• Money: request or delete payments, connect or change Stripe, check out, change or downgrade the package, start or join a video room.
• People and access: invite, remove or change coaches, reassign clients, send portal links, connect calendars or change the calendar feed, turn the practice's AI assistants switch on or off, approve or revoke assistants.
• Irreversible or legal steps: delete the practice, erase or export a client, set up a custom domain, change the practice's terms and privacy texts, change your own account or accept terms for you, or write to us through the Contact form.

Revoke an assistant#

On Settings, AI assistants, press Revoke next to the assistant and confirm. Its next call is refused at once, even if the assistant still holds a valid sign-in. To use it again, open a new connect window and connect it again. A revoked assistant can then be removed from the list.

An Admin sees every Coach's assistants under AI assistants of your coaches and can revoke any of them. Removing a Coach from the practice revokes their assistants.

Revoking does not delete what the assistant's provider already received. That is between your practice and the provider.

Verify it worked#

• The assistant is listed under Connected assistants as Connected, with a last-used date after its first call.
• Ask the assistant something only your workspace knows, such as "Which sessions do I have this week in Coaching Toolkit?". It answers from your agenda.
• Ask it to plan a session. The change appears under Changes waiting for you and nothing reaches the client until you confirm it.

Failure cases#

What the assistant reports	Why
CONNECTION_PENDING	It signed in outside a connect window. Approve it on the AI assistants page, or open a window and connect again.
PACKAGE_FEATURE_UNAVAILABLE	The practice is not on Studio. Connections are kept and work again after an upgrade.
AI_ASSISTANTS_OFF	An Admin has not turned AI assistants on, or the statement changed and must be accepted again.
Asks you to sign in again	The assistant was revoked, or its sign-in expired. If it was revoked, open a new connect window first.
COACH_INACTIVE	The practice has more coaches than its package allows and you are past the limit. The assistant can read but not change anything.
MCP_DISABLED	We have paused AI assistants for every practice. Connections stay as they are.