FAQ

Answers to the most common questions about CoachKeeper.

How do I sign up?

CoachKeeper is currently invite-only during its private beta. Head to coachkeeper.com and either register with email + password (plus your invite code) or use one-click Continue with Google / Continue with GitHub — both paths ask for the invite code before creating a new account. Email sign-ups also get a verification step: check your inbox for a link before you can sign in. Existing accounts are never affected by the invite gate, only first-time sign-ups.

What’s an invite code, and what do I do if I don’t have one?

An invite code is required to create a new CoachKeeper account while the product is in private beta — this applies whether you sign up with email or with Google/GitHub. If you don’t have one, access is simply invite-only for now; there’s no waitlist or request-access flow yet, so hang tight until registration opens more broadly.

Is CoachKeeper free?

Yes — there’s a free tier, no credit card required. It includes the AI coach, tasks, calendar, and a monthly AI usage allowance, plus a small knowledge base of uploaded sources. When you outgrow it, Pro and Team plans add a much larger AI allowance, unlimited source files, and access to stronger models — see the pricing table on the landing page, or upgrade directly from Settings → Billing.

The codebase is open source, so you can also self-host on your own infrastructure for complete data ownership. Self-hosting is, and will always remain, free.

Where is my data stored?

On the hosted version, your data lives in the EU — application servers in Helsinki (Hetzner), database in Frankfurt (Neon). Nothing leaves the EU. If you self-host, your data stays entirely on your infrastructure.

Can I export or delete all my data?

Yes, both — self-serve from Settings → Data & Privacy. Download my data gives you a ZIP with all your notes (as Markdown), tasks, events, and AI memories (GDPR Article 20). Delete my account permanently removes your account and all data — notes, tasks, events, documents, and AI memories — after you confirm with your password (GDPR Article 17). Deletion cannot be undone. Per-note export to PDF / Markdown / HTML also works from the editor’s export menu.

What does the AI see, and does OpenAI keep it?

The coach sends only what’s needed to answer your request: the message itself, relevant retrieved chunks from your notes / sources, and a compact summary of your workspace state (tab open, view, weekly availability). Nothing else is forwarded.

CoachKeeper uses the OpenAI API (not ChatGPT). Under OpenAI’s API terms, your inputs and outputs are not used to train models and are retained at most 30 days for abuse monitoring before deletion. If you self-host with your own API key, the same OpenAI policy applies.

How are backups handled?

On the hosted version: continuous WAL backups via Neon (point-in-time recovery within 7 days) plus nightly server snapshots. If you accidentally wipe a note, contact support and we can restore from PITR.

For self-hosted setups, take regular pg_dump snapshots of your Postgres instance and back up the /storage volume that holds uploaded images and documents.

Can I see my CoachKeeper events in Google Calendar or Apple Calendar?

Yes. Settings → Calendar Sync (ICS) generates a private subscribe link you paste into Google Calendar (“From URL”) or Apple Calendar (“New Calendar Subscription”) — your events show up there and refresh automatically. The same section offers one-shot export of all your events as an .ics file and import from files exported by other calendar apps (duplicates are skipped). See the Calendar guide for details.

Does CoachKeeper sync across devices?

Yes — in real time. CoachKeeper pushes changes to every open session over server-sent events: edit a todo on your phone, and the Kanban board open on your laptop updates instantly. The same applies to changes made in another browser tab, by the AI coach, or over MCP — open views stay current without a reload.

The server is the source of truth; there is no offline or local-first sync layer, so you need a connection for changes to flow.

Do I need an OpenAI API key?

Not on the hosted version — AI features (chat, Quick Capture, AI editing, note summarization) are included in every plan, metered by your tier’s monthly allowance. An API key only matters if you self-host: then the AI features run against your own OpenAI key, and without one you still get all core features — editor, todos, calendar, sources — just no AI.

What AI models does CoachKeeper use?

CoachKeeper runs on OpenAI models, configured per plan tier: fast, cost-effective models handle most interactions on the free tier, and paid tiers unlock heavier models for more complex work. The exact models evolve as better ones ship — the lineup isn’t frozen to any single model ID. Semantic search across your notes and sources uses OpenAI text embeddings.

Can I use CoachKeeper offline?

Currently, CoachKeeper requires an internet connection. Offline support is planned for future versions.

What file types can I upload?

The Sources feature supports PDF, DOCX, TXT, and Markdown files. Images (JPG, PNG, GIF, WebP) can be uploaded and viewed but don’t have text extraction. Once uploaded, document text is extracted and made searchable by the AI.

Can the AI access my uploaded documents?

Yes. When you upload a source, CoachKeeper extracts the text, breaks it into chunks, and creates vector embeddings. When you ask the AI a question, it searches across both your notes and your uploaded sources to find relevant context, by meaning, not just keywords.

How does Coach mode differ from Assistant mode?

Assistant mode is direct, you ask, it does. Coach mode adds proactive productivity coaching: it checks in on your current state, flags stale tasks, surfaces unscheduled priorities, and suggests what to focus on next. The tone is always supportive and offer-based, never nagging.

What is Quick Capture?

Quick Capture (Alt+I / Cmd+I) is a floating input you can open from anywhere in the app. Type naturally, “Meeting with Alex tomorrow at 3pm”, and the AI classifies it as an event, todo, or note, shows a preview, and creates it when you confirm. It’s the fastest way to capture a thought.

Is there a mobile app?

A native iOS app (SwiftUI) is on the roadmap. For now, CoachKeeper works on mobile browsers with its responsive three-breakpoint layout (mobile, tablet, desktop).

How much can it hold?

There’s no hardcoded per-user limit. In practice the editor stays comfortable into the tens of thousands of notes / todos; semantic search over sources scales linearly with the number of chunks (pgvector + HNSW indexes). If you push the hosted version past those numbers, get in touch.

How does the AI action log work?

Every action the AI takes (creating a todo, scheduling an event, updating a note) appears in a live action log in the chat. You see exactly what changed, with an “Open” button to jump to the item and an Undo button to reverse it. For bulk operations (6+ changes), the AI presents its plan and waits for your approval before executing.

Can the AI undo its actions?

Yes. Click the Undo button on the entry in the action log, or tell the AI “undo that” or “undo the last 3 actions.” The AI tracks up to 20 recent actions for reversal.

Can I see how much AI usage I’ve consumed?

Yes. Open the avatar menu and choose Usage for a read-only panel showing your token usage — handy for keeping an eye on your plan’s monthly allowance.

Can I connect other AI tools to my workspace?

Yes. CoachKeeper exposes its agent toolset over the Model Context Protocol, so Claude Code, Claude Desktop, Cursor, or any MCP-compatible client can work against your notes, todos, and calendar. See the MCP Integration guide for setup.

What are @mentions?

In the chat input, type @ to reference a specific note, todo, event, or source. The AI pins that item to the conversation with its full content, giving it deep context without you needing to describe it.

Does CoachKeeper support multiple languages?

Yes. The interface is available in English and Spanish. You can switch languages anytime in Settings.

Is CoachKeeper open source?

Yes. The full source code is available on GitHub.

How do I report a bug or request a feature?

Use the in-app feedback system (accessible from Settings) to submit bug reports or feature requests with optional screenshots. You can also open an issue on the GitHub repository.