Prospective Coach FAQ

What is Grove?

Grove is a coaching platform for health and wellness practitioners. It gives you a lightweight daily layer between sessions — habits, check-ins, notes, and quick touchpoints — so the work continues between calls without adding to your evening admin.

Who is Grove for?

Grove is built for solo and small-practice coaches working in health, wellness, and life coaching. If you run 1:1 client work and care about the relationship continuing between formal sessions, Grove is for you.

How is Grove different from a notes app or generic CRM?

Grove is shaped specifically for coaching: client-facing daily check-ins, habit tracking, session prep, and a coach-side dashboard that surfaces what matters today across your roster. Generic tools require you to build the workflow yourself; Grove ships with it.

How do I get started with my clients?

After your application is approved, you onboard inside Grove (~10 minutes), invite your first client by email, and they install the client app. The client experiences daily check-ins; you see their activity in the coach dashboard.

Most coaches turn on self-coaching first and run it themselves for a few days before inviting a real client. See Get set up and coach yourself first.

For the step-by-step walkthrough of inviting a client, see Invite and onboard your first client.

Can I pre-fill my client’s first goal or habit?

Their outcome goals, no; the structure around them, yes.

During sign-up, your client picks their own outcome areas and goals from Grove’s library (“What are you working toward?”). That part is client-authored by design, so it reflects their own signal instead of your assumption of what they need, and you’ll see their picks on their profile as soon as they finish signing up.

Everything else you can (and should) prepare before they arrive: goals, habits, actions, intake, and a first session, all from the “Getting ready” checklist on their profile. Your client sees what you’ve set up the moment they accept the invite, and coach-added habits appear in their daily check-ins right away. The Invite and onboard your first client guide walks through it.

See Invite and onboard your first client for the full walkthrough of what your client experiences during onboarding.

For how to shape what you prepare, including when to keep something Future versus make it Active right away, see Build habits and goals that stick.

Is my client data private?

Yes. Each coach’s client data is isolated to their organization. Coaches see only their own clients; clients see only their own coach. Full details are in the Privacy Policy.

Is Grove HIPAA-compliant, and do coaches need to be?

Grove is not a HIPAA-covered platform, and we do not claim to be. It is built for cash-pay health, wellness, and life coaches whose work sits outside the scope of HIPAA, so it is not intended for storing Protected Health Information (PHI) such as diagnoses, lab results, or treatment records.

For most coaches that is fine, because most coaches do not need to be HIPAA compliant. HIPAA applies to “covered entities” (healthcare providers who bill insurance electronically, health plans, and clearinghouses) and to their “business associates.” An independent, cash-pay coach generally is not a covered entity.

The National Board for Health & Wellness Coaching (NBHWC) frames this through the National Provider Identifier (NPI): board-certified coaches need an NPI only “if they work for a healthcare organization or in partnership with a physician, and if they currently have the ability to bill for insurance.” Outside of that, you are typically not operating in HIPAA-covered transactions. See the NBHWC taxonomy-code page.

One nuance: if you coach under a platform or employer that is itself a covered entity, or you otherwise handle PHI on their behalf, HIPAA can reach you as a “business associate.” If that describes your work, check your agreement with that organization.

Even where HIPAA does not apply, the board expects coaches to understand the HIPAA Privacy and Security Rules and to keep strong confidentiality practices as a matter of professional ethics. See the NBHWC Code of Ethics and Professional Conduct.

If your practice bills insurance electronically, or otherwise meets the definition of a HIPAA Covered Entity, please review our Terms of Service before using Grove. This is general information, not legal advice; confirm your own situation with a qualified professional if you are unsure.

What does Grove do to protect client data?

There is no government “HIPAA certification” for software; HIPAA is a set of obligations, not a certificate. What matters is what a platform actually does. Here, plainly, is how Grove protects the things your clients share with you.

Your practice is isolated. Every client’s data is tied to your practice and filtered at the database layer on every request. No other coach can see your clients, and no one outside the coaching relationship, including an employer who may be sponsoring the coaching, can see an individual client’s information.

The AI never sees who your clients are. When Sage helps, your clients’ names, email addresses, and phone numbers are swapped for neutral placeholders before anything is sent to the AI, so the AI only ever works with de-identified information. The real details stay in Grove and are restored only in your own view of the result. This happens on every AI request, by design.

No one is quietly reading client content. Our application logs record activity and IDs, not the contents of messages, check-ins, or notes. We have no internal tools that surface what your clients write, and the production database is not openly accessible. There is no standing way for anyone, including the Grove team, to browse client content.

Encrypted, with consent built in. Messages and client data are encrypted in transit and at rest. Consent is part of the onboarding both you and your clients complete, so clients agree to how their information is used before they start.

Maintained for security. We monitor our software dependencies for security patches automatically, and an extensive automated test suite runs before any change reaches you.

Full detail is on our Trust page. If you would like something to share directly with your clients, you can point them to our plain-language client privacy page.

Clients FAQ

Why doesn’t my new client show up on the dashboard?

New clients go through a setup flow before they appear on your main dashboard:

1. You create the client — they start as a Draft and appear in the “Onboarding” section of your dashboard
2. You send the invite — they move to Invited status and stay in the Onboarding section
3. They accept and sign up — they become Active and appear on your main dashboard

Until your client completes signup, they’ll be in the Onboarding section, not the main client list.

For the full walkthrough of inviting and onboarding a client, see the Invite and onboard your first client guide. Clients created through CSV import land in Draft the same way; see the Import your existing client roster guide.

Can I resend a client’s invite?

Yes. Click “Resend Invite” on their card in the Onboarding section. There’s a short cooldown (a couple of minutes) between resends. Resending generates a fresh invite link — the old one stops working.

See the Invite and onboard your first client guide for the full step-by-step flow.

What happens if I change a client’s email after sending the invite?

The invite is automatically invalidated and the client reverts to Draft status. You’ll need to send a new invite to the updated email address.

See the Invite and onboard your first client guide for the full step-by-step flow.

What if my client doesn’t complete onboarding?

Grove sends two reminder emails automatically (at 48h and 7 days). If they still haven’t completed it after a week, a nudge in your coach dashboard will surface them. A quick personal message from you usually breaks the log-jam.

See the Invite and onboard your first client guide for the full step-by-step flow, including what to do once their first check-in lands.

If my client is in a different timezone, how do check-ins work?

Check-ins use the client’s local date, not yours. If your client in Los Angeles checks in at 10 PM Pacific on Tuesday, it counts as Tuesday — even though it’s already Wednesday in your timezone.

On your dashboard, check-ins are labeled by the client’s local date, so you’ll always see the date as the client experienced it. You pick the client’s timezone when you add them; see the Invite and onboard your first client guide.

See also the Run the weekly rhythm (check-ins as dialogue) guide for how this shows up in your daily response queue.

Can a client submit more than one check-in per day?

No. Each client gets one check-in per calendar day (in their local timezone). If they try to submit a second, they’ll see a message that they’ve already checked in today.

Clients can backfill missed check-ins for the past 14 days.

See the Run the weekly rhythm (check-ins as dialogue) guide for the full daily response flow.

Reactions FAQ

Can I change a reaction after I’ve sent it?

Yes. Just tap a different emoji and it replaces the previous one. However, you can’t remove a reaction entirely — only swap it for another.

See the Run the weekly rhythm (check-ins as dialogue) guide for the full daily response flow.

Does my client get notified when I react to their check-in?

Yes. Your client receives an email notification with the emoji and your name. If you also send a message on the same check-in, the reaction and message are combined into a single email (they won’t get spammed with two separate notifications).

See the Run the weekly rhythm (check-ins as dialogue) guide for the full daily response flow.

How many reactions can I add to a check-in?

One. Each check-in gets a single emoji reaction. If you want to say more, use the message feature alongside the reaction.

See the Run the weekly rhythm (check-ins as dialogue) guide for the full daily response flow.

Self-Coaching FAQ

What is self-coaching mode?

Self-coaching mode lets you use Grove on yourself. You run your own goals, habits, actions, sessions, and reflections inside Grove, the same way your clients do, but from your seat in the practice instead of theirs.

It’s the same Grove you already use with clients. When you turn it on, labels you’re used to seeing about a client become labels about you (“My Next Session,” “My Habits,” “My Notes”), so it feels like your own program rather than a tool you’re operating on someone else.

Why would I use Grove on myself?

Three reasons coaches reach for it:

1. Build client empathy. Working through Grove from your client’s seat is the fastest way to feel what they feel: what’s friction, what’s clarifying, what you’d want to change.
2. Practice before you onboard. Run a few weeks on yourself before bringing real clients in. You’ll arrive on day one with the muscle memory.
3. Tend to your own growth. Coaches need a coaching practice too. Grove gives you a structured place to set goals, track habits, and reflect on what’s working in your own life, alongside the clients you’re guiding.

See the Get set up and coach yourself first guide for the full walkthrough, from creating your account through your first few days of self-coaching.

How do I activate self-coaching?

New accounts start with it: Grove’s guided setup walks you through your intake, a starter playbook, and your first check-in on your own record. If you skipped that, look for the Coach yourself card on your dashboard and click Start.

Two things will help Grove give you better insights once you’re up and running:

• Enable Weekly Reflections. Regular reflections give Grove (and you) something to learn from over time.
• Fill out your intake form. Filling in your own intake gives Grove the same context it would have on any client, which shows up in your suggestions and session prep.

Day to day, you check in right from your dashboard’s Tend yourself section — no separate app needed. If you also want the exact client’s-seat experience, sign in to the Grove client app with the same email you use as a coach.

See the Get set up and coach yourself first guide for the full walkthrough.

Does self-coaching count against my client limit?

No. Coaching yourself doesn’t count against your paid client seat count. It’s part of the free tier alongside Grove’s sample client, so you can run a full self-coaching practice (plus one real client) before you ever need to subscribe.

See the Get set up and coach yourself first guide for the full step-by-step walkthrough.

Does my self-coaching data mix with my client data?

No. Your own work stays separate from your clients’ work. It doesn’t roll into your Client Insights, and it doesn’t add to the items competing for your attention day to day as a coach. Your practice is there waiting for you whenever you have time to work on yourself, without quietly pulling focus while you’re with clients.

See the Get set up and coach yourself first guide for the full step-by-step walkthrough.

Sessions FAQ

Can I undo a session lock-in?

No. Lock-in is a permanent commit. Once you confirm, all changes (new habits, modified actions, set-aside items, topic assignment) are saved and the session is marked as completed.

You can still make changes after lock-in — just edit habits or actions directly from the client’s profile. But the session itself can’t be reopened.

Tip: The lock-in confirmation screen shows you exactly what will be committed. Review it carefully before confirming.

See the show up prepared guide for where lock-in fits in the full prep-to-reflection flow.

What actually happens when I lock in a session?

Lock-in commits everything you planned during the session:

• New habits and actions are created on the client’s profile
• Modified items are updated with your changes
• Set-aside items stay on the client’s agenda for a future session (they’re not deleted)
• The selected topic is assigned to the client
• A plan snapshot is saved as a record of what was locked in
• Your client gets notified with the topic and reflection question
• The next recurring session is auto-created (if recurrence is on)

After lock-in, you can optionally add private notes and a shared summary.

What’s the difference between Suggested moves and Your agenda?

Suggested moves (“What you could do”) is the panel Grove surfaces during session prep with ideas based on the last session, recent client signals (check-ins, habits, mood), and intake data. Sage drafts these from the same activity behind your Talking Points. The items are prompts, not commitments. You can add any of them to your agenda with one click, or dismiss them.

Your agenda (“The plan for today”) is what you actually plan to discuss. Items only land here when you add them yourself, either by adding a suggested move, carrying an item over from your last session, or typing a new one directly. This is what gets committed at lock-in.

(These panels were previously labeled “Suggested Agenda Items” and “My Agenda” before the session prep redesign; the underlying behavior described here is unchanged.)

What happens when I dismiss a suggestion?

Dismissing a suggestion hides it from the current session’s Suggested moves panel. It won’t reappear for that session, even if you refresh or come back later. Dismiss is session-scoped — the signal can still resurface in future sessions if it remains relevant.

See the show up prepared guide for where suggested moves fit into building your agenda.

Where do agenda items come from?

Each item on your agenda is tagged with its source so you can see how it got there:

• Manual — you typed it in during prep or the session
• Carryover — it was on the agenda in the last session but wasn’t covered (or you set it aside)
• Suggestion — you added it from the Suggested moves panel

This helps you quickly distinguish between topics you chose deliberately and ones the client or system raised.

See the show up prepared guide for how these tags show up as you build your agenda.

What does “set aside” mean during a session?

During a session, you can set aside an agenda item instead of checking it off. Set-aside items are not discarded — they stay on the client’s agenda and automatically carry over to the next session as Carryover items. Use this when a topic is worth keeping visible but isn’t the right fit for today.

See the show up prepared guide for the full prep-to-reflection walkthrough.

Do agenda items carry over between sessions?

Yes. Any active agenda item that wasn’t checked off in the last session — including anything you set aside — carries over automatically. You’ll see them tagged as Carryover in the next session’s prep, so you never lose track of a loose thread.

See the show up prepared guide for how carried-over items show up in “Since you last met.”

Weekly Reflections FAQ

See Make reflections a measurable practice for the full walkthrough of turning reflections on, customizing questions, and reading responses in session prep.

When are reflections sent?

Grove sends a client’s reflection 3 days before their next scheduled session, in their own timezone. If a client has no upcoming session, it goes out on your org’s fallback day instead, so nobody drops off the rhythm just because a session hasn’t been booked yet.

Can I change when a client without a session gets their reflection?

Yes, two ways. The fallback day in Settings > Weekly Reflections sets the default for your whole practice. You can also override it for one client from their Profile tab: turn on Send on a specific day each week and pick a day, which overrides the session-based timing for that client only.

What happens if a client doesn’t submit their reflection?

It shows Past due starting the day after the full calendar day following when it was sent (sent Monday, past due starting Wednesday). A past due reflection doesn’t block anything else in the product. The next period’s reflection goes out on its own schedule regardless, and an unsubmitted one shows as “Not submitted” in the client’s reflection history rather than disappearing.

Can I change the reflection questions?

Yes. From Settings > Weekly Reflections, once reflections are enabled, click Customize Questions to open the reflection form in the form builder, the same editor used for other Grove forms. Every client on your practice gets the same set of questions; there’s no per-client question set yet.

Does self-coaching mode include reflections?

Yes. Enabling Weekly Reflections in Settings applies to your self-coaching record the same way it applies to your clients, so you can run the practice on yourself before (or instead of) turning it on for anyone else. See self-coaching mode for how to turn that on.

Habits & Goals FAQ

What does “Future” mean when I create a habit or goal?

Future means “planned for later, but not visible to the client yet.” It’s a way to set up habits and goals ahead of time without activating them.

• Active — appears in the client’s check-ins and program view right away
• Future — only visible to you. The client won’t see it until you activate it.

This is useful when you’re planning ahead — for example, creating goals during one session that you’ll introduce in a later session.

Can my client see their Future habits or goals?

No. Future items are completely hidden from the client’s view. They won’t appear in check-ins, the client’s program, or anywhere the client can see. Only you can see them.

How do I activate a Future habit or goal?

It’s a manual step — there’s no automatic activation based on a date.

• Goals: Click the “Activate” button on the goal card, or change its status from Future to Active
• Habits: Habits need to be activated through the status change flow

When you’re ready for your client to start working on it, just flip it to Active.

For the full walkthrough of creating, activating, rooting, and archiving habits and goals, see Build habits and goals that stick.

Do Future items affect my client’s streaks or briefing?

No. Future items are excluded from everything — completion tracking, streaks, briefing attention items, and dashboard summaries. They’re purely a planning tool for you until you activate them.

Can I create a Future action?

Yes. When creating an action, choose “Future (planned for later)” from the status dropdown. Future actions are hidden from the client until you activate them. When you activate a future action, a due date is set automatically (default: 7 days from activation). You can also set a target due date at creation time.

What’s the difference between archiving a habit and setting it to Future?

• Archived = “we’re done with this, but keeping the history.” Can be restored later.
• Future = “we haven’t started this yet.” The client has never seen it.

When you restore an archived habit, you can choose to bring it back as Active or Future.

If I edit a habit’s description, does it reset the streak?

No. Streaks and completion history are tied to the habit itself, not its wording. If you change “Drink 6 glasses of water” to “Drink 8 glasses of water,” all past completions and the current streak carry forward — nothing resets.

Will past check-ins show the old or new habit description?

Currently, the new one. There’s no version history for habit descriptions yet — past check-ins display the current wording.

This is a known limitation we’re planning to address:

• GRO-833: Show edit history on modified habits during sessions (so you can see what changed and when)
• GRO-832: Habit evolution reporting over time (track how a habit’s wording progressed and the client’s success rate at each version)

In the meantime, if you want to preserve the record of the original habit wording, note it in your session notes before editing.

Can I edit a habit that’s been archived?

No. Archived habits are locked. If you need to change the wording, restore the habit first (to Active or Future), make your edit, then re-archive if needed.

Playbooks FAQ

What is a playbook?

A playbook is a named bundle of related coaching items (habits, actions, agenda items, topics, and resources) that you build once and reuse across clients. Think of it as a reusable program. Common examples: “Onboarding,” “Foundations of Movement,” “Stress Reset,” “Nutrition Deep Dive.”

Playbooks live in your global library at /playbooks. From there, you assign a playbook to a client and work through its entries with them over time, optionally grouped into phases.

See the Build and assign a program guide for the full walkthrough, from a blank library to a client’s first activated phase.

How do I create a playbook?

Go to /playbooks and click New playbook. An empty playbook drawer opens in edit mode (name, description, optional linked goal, and an entries list below).

Add entries (habits, actions, agenda items, topics, resources) directly in the drawer. Changes save as you go, so there’s no separate “save” step. You can group entries into named phases (for example, “Session 1: Kickoff”) or leave them ungrouped.

Playbook lifecycle

A playbook moves through three states from your point of view:

1. Draft. You’re authoring it in your global library. Status applies only once a playbook is assigned to a client.
2. Assigned to a client. Pick a client and assign the playbook. Grove creates a copy on that client and the copy starts as Draft.
3. Active on the client. As soon as you activate the first entry on the client (a habit, action, topic, or resource), the client’s playbook auto-flips from Draft to Active. You can activate entries one at a time or activate an entire phase at once. When every entry has reached its completion criteria, the playbook auto-flips to Completed.

You don’t need a manual “publish” or “ready” step. Activating any entry on the client is what starts the playbook running.

What “activate” and “complete” mean per entry type

What activation does, and what counts as “done,” depends on the entry type:

Entry type	What happens when I activate it	How the entry is considered complete
Habit	Added as a Future habit on the client and proposed in the next session’s agenda	When the habit is marked Active for the client (in a session, or directly from their Habits tab)
Action	Added as a Future action on the client and proposed in the next session’s agenda	When the client completes the action
Resource	Assigned to the next scheduled session	When that session is held with the client
Topic	Assigned to the next scheduled session	When that session is held with the client

Note on resources and topics. Because they activate by being assigned to a session, the client must already have a session scheduled before you can activate a resource or topic (or activate a phase that contains one).

What’s the difference between the global library and a client-assigned playbook?

The global library is your reusable catalog at /playbooks. You write a playbook once here and assign it to as many clients as you want. There’s no separate “duplicate” step. Each assignment creates an independent copy on the client.

A client-assigned playbook is the copy that lives on a specific client. Activations, completions, and any client-specific edits happen on that copy and don’t affect the global version or any other client’s copy.

The mental model: write once globally, assign to many clients, work through each copy at that client’s pace.

See the Build and assign a program guide for the assign step in context.

How do phases work?

Phases are named sections inside a playbook (for example, “Week 1: Baseline,” “Week 2: Build,” “Week 3: Push”). They’re an organizing tool: you decide which entries belong together and what order to introduce them in.

When you’re ready to start a phase on a client, you can activate the entire phase in one step or activate individual entries inside it. Activating a phase activates every entry in it (habits and actions are queued as Future and proposed in the next session’s agenda; resources and topics get assigned to the next scheduled session).

Two constraints follow from how activation works:

• A phase can hold at most one topic. Activating a phase assigns its topic to the next session, and a session can only have one topic at a time.
• Phases that include a resource or topic need a scheduled session. Because resources and topics activate by being assigned to a session, the client must have a session already scheduled before you can activate that phase.

Phases are optional. Ungrouped entries work the same way (one-at-a-time activation), just without the visual grouping or one-click phase activation.

See the Build and assign a program guide for how grouping entries into phases and activating them looks step by step.

Can I edit a playbook after assigning it to a client?

Yes. You can edit either the global playbook or any client-assigned copy.

• Editing the global playbook updates the blueprint for future assignments. It does not retroactively change copies already assigned to clients.
• Editing a client-assigned copy updates that client’s playbook only. Items you’ve already activated on the client (their now-active habits, actions, etc.) live as normal client entities, so any changes to them happen from the client’s profile.

This is intentional. Assigning a playbook is the moment it becomes the client’s, and your global library can keep evolving without disturbing work that’s already in flight.

See the Build and assign a program guide for why assigning creates an independent copy in the first place.

How do clients see playbook content?

Clients don’t see playbooks as a thing. Playbooks are a coach-side organizing tool.

What clients see are the items the playbook produces: habits to practice, actions to take, topics in their sessions, resources you’ve shared. Those flow into the existing client experience. The structure of the playbook (its name, phases, sequencing) stays on your side.

What happens to an assigned playbook if I archive the global one?

Existing client copies stay put. Each client-assigned playbook is an independent copy, so archiving the global version doesn’t disturb any client who’s mid-program. Active habits, actions, topics, and resources you’ve already activated on a client remain on that client’s profile as normal entities.

Archiving the global version simply removes it from your library so you can’t assign it to anyone new. If you want to stop work on a specific client, archive that client’s copy of the playbook directly from their playbook view.

See the Build and assign a program guide for the full build-to-activate walkthrough.

Topics FAQ

If I change the Default Topic, does that change it for all my clients?

No. Changing the Default Topic only affects the suggestion for future sessions — it does not change the topic for any client who already has one assigned.

Here’s how the two layers work:

• Default Topic (set in the Topics tab) is an organization-level suggestion. It auto-populates the topic picker when you start planning a new session for a client who doesn’t already have a topic assigned.
• Per-client topic assignments are stored independently. Once a topic is assigned to a client — either manually or during session lock-in — that assignment persists until you explicitly change or clear it for that client.

Example

You change the Default Topic from “Stress Management” to “Goal Setting”:

• Clients who already have “Stress Management” assigned keep it — nothing changes for them
• New sessions where no topic has been drafted yet will suggest “Goal Setting” as the starting point
• To move a specific client to the new topic, change it in their session planning view

What happens if I archive the Default Topic?

The Default Topic is automatically cleared — it goes back to having no default set. You can then choose a new default from your remaining active topics.

Can I delete a topic?

Only if it has no active client assignments and isn’t the current default. If it’s in use, archive it instead — you can always restore it later.

Measurements FAQ

What’s the difference between a measurement and a goal?

A goal is a target your client is working toward — like “lose 10 lbs” or “run a 5K.” Goals have a target value and track progress over time.

A measurement request is a recurring data collection schedule — like “record your weight every week.” It defines what to measure, how often, and in what units.

Measurements can optionally be linked to numeric goals. When linked, the measurement data feeds into the goal’s progress tracking.

How do starter suggestions work? Can I customize them?

When creating a new measurement, you’ll see a “Common measurements” row with pre-built suggestions like Weight, Body Fat, VO2 Max, etc. Clicking one auto-fills the name, unit, and direction fields.

You can edit any auto-filled value — they’re just a starting point. You can also ignore the suggestions entirely and type whatever you want.

The suggestion list is currently fixed. Custom suggestion templates are not yet available.

What happens when I pause a measurement?

Pausing a measurement temporarily stops the schedule:

• The client won’t receive reminders
• The next due date stops advancing
• The measurement stays in your list with a “Paused” badge

You can resume it at any time. When resumed, it picks back up on its original schedule.

What happens when I delete a measurement? Is data lost?

Deleting a measurement request archives it — it disappears from the active list. Any measurement data already recorded against it is preserved; only the recurring schedule is removed.

How does goal linking work?

When creating or editing a measurement request, you can link it to one of the client’s active numeric goals. The dropdown only shows numeric goals (not milestone goals), since measurements need a numeric value to track against.

Linking is optional. If the linked goal is completed or archived, the measurement request continues independently.

How does client submission work?

When a measurement is due, it appears as a task in the client’s Today tab. The client taps it, enters a numeric value, and submits. After submitting:

• They see a confirmation with the value and delta from the previous entry (e.g., “Down 1.5 lbs”)
• If this is their first entry, it shows “First entry recorded”
• If the measurement is linked to a goal, the goal’s current value is updated automatically
• The next due date advances according to the frequency schedule

What happens if a client misses a due date?

The measurement appears with an “Overdue” badge (matching the task list badge). When the client eventually submits, the due date leap-frogs forward to preserve the original cadence. For example, a weekly measurement due March 1 submitted March 20 advances to March 22 (preserving the Saturday cadence).

How do one-time measurements work?

A one-time measurement has no recurring schedule. It appears as a task, and once the client submits a value, the measurement request is automatically marked as completed. It won’t appear in the task briefing again.

What does the confirmation screen show?

After submitting, clients see:

• Value headline: “168.5 lbs”
• Delta with arrow: ”↓ Down 1.5 lbs” or ”↑ Up 0.3 %”
• Encouragement: Cycling messages based on progress direction — positive progress shows “Nice progress”, “Keep it going”, or “On track” in green; neutral shows “All data helps”, “Good to track this”, or “We’ll adjust together”
• First entry: “First entry recorded” / “You’re on the board” (when there’s no previous value)
• Goal note: “Goal progress updated” (when linked to a goal)
• Confetti: A brief confetti animation fires on positive progress (movement in the goal direction)

The confirmation includes a bounce + cascade animation. The screen auto-navigates back to the Today tab after 3 seconds.

What do clients see on the submission form?

The measurement submit page shows:

• Measurement name with a chart icon and optional “Overdue” badge
• Coach tip card: If the coach added instructions, they appear in a highlighted card labeled “Tip from your coach”
• Input field: Large numeric input with the unit displayed inside (right-aligned)
• Goal hint: A subtle hint below the input — ”↓ Goal: decrease over time” or ”↑ Goal: increase over time” — based on the measurement direction
• Contextual button: “Log weight”, “Log body fat” etc. (uses the measurement name)

Can clients see their measurement history?

Yes, for measurements linked to a numeric goal. On the Program page, tapping a numeric goal card expands it to reveal a progress trend chart above any linked habits and actions. The chart shows each recorded value over time with tooltips. Numeric goals with no linked habits or actions still expand — they show a ”▸ View progress chart” hint when collapsed.

The chart needs at least 3 data points before it renders. Until then, clients see “Trend chart appears after a few more entries” with a count of how many points have been recorded so far.

Charts only show on numeric goals — milestone goals don’t have time-series data, so their cards expand to habits and actions only.

A standalone view of measurement requests not tied to a goal (e.g., a metric the coach is tracking outside any goal) is not yet exposed in the client app.

Can I track photos or body composition?

Photo-based measurements and body composition tracking are planned for Story 13.8. For now, measurements are numeric values only.

What frequencies are available?

• Weekly — once per week (default)
• Biweekly — every two weeks
• Monthly — once per month
• Quarterly — every three months
• Every 6 months — semi-annual
• One-time — single data point, no recurrence

What does the reminder offset do?

When reminders are enabled, the offset controls when the reminder is sent relative to the due date:

• Day of — reminder sent on the due date itself
• 1 day before — reminder sent the day before the due date

Forms & Intake FAQ

What are intake forms and why would I use one?

Intake forms let you collect structured health and wellness information from your clients before or during onboarding. Instead of emailing a questionnaire or taking notes during a call, you create a form once and reuse it for every client.

The responses feed into your client’s profile and can power coaching suggestions during session prep — like flagging medical sensitivities or surfacing conversation starters based on their goals.

How do I create an intake form?

Go to Settings > Forms. You have two options:

• Start from the Health Coaching Template — a pre-built form with sections for profile info, medical history, goals, nutrition, movement, and stress/sleep. You can customize it however you like.
• Create a Blank Form — start empty and add your own sections and questions.

You can mix and match: start from the template, remove what you don’t need, and add your own questions.

What question types are available?

The form builder supports: short text, long text, number, date, time, single select (radio buttons), multi select (checkboxes), yes/no, and consent/agreement. You can also mark any question as required or optional.

What are “Suggested Questions”?

When adding a field, you’ll see a Suggested Questions panel organized by category (Profile, Medical, Goals, Nutrition, Movement, Stress & Sleep). These are pre-configured questions with sensible labels, field types, and answer options — they save you time compared to building each question from scratch.

Some suggested questions are tagged as Coaching Intelligence questions (marked with a sparkles icon). These are special — Grove uses the answers to generate coaching suggestions during session prep. You can rename them freely, and the intelligence connection stays intact.

How do I get intake data for a client?

Three ways:

1. Enter it yourself — go to the client’s profile, click the Intake tab, and click “Enter Intake Data.” You’ll see the form and can fill it in on the client’s behalf (e.g., from a phone call or paper questionnaire).
2. Import via CSV — go to Clients > Import and upload a spreadsheet. The column mapper matches CSV headers to Grove’s contact fields (name, email, phone, timezone) and creates clients from that; it does not touch intake or form fields. See the Import your existing client roster guide for the full walkthrough.
3. Client self-fill — send your client a secure link to fill out the form themselves. When they submit, you’ll get an email notification so you know to review their responses.

Where do I see a client’s intake data?

On the client’s profile page, click the Intake tab. You’ll see their responses organized by section, with a progress badge showing how many fields are completed. Each section is collapsible — click to expand and see the full responses.

The tab also shows how the data was collected (coach entered, client submitted, or CSV imported) and when.

Can I edit a client’s intake data after it’s saved?

Yes. On the Intake tab, click “Edit” to reopen the form with the existing answers pre-filled. Make your changes and save. The previous version is preserved in the response history.

See the Set up intake forms guide for where this fits in the full build-and-review flow.

What happens if a client fills out the form more than once?

Their profile is updated with the most recent answers. The previous responses are kept in history. Coaching suggestions in session prep are based on the latest data.

See the Set up intake forms guide for the full delivery flow, including sending and re-sending a form.

How does CSV import work with intake fields?

It doesn’t; that’s on purpose. When you upload a CSV, the column mapper only ever offers Grove’s contact fields as a match target: Full Name, First Name, Last Name, Email, Phone Number, and Timezone. It auto-suggests matches based on column names — for example, “First Name” in your CSV automatically maps to the First Name field. A column with no close match auto-skips, and you can also manually skip any column yourself.

Contact fields (name, email, phone, timezone) land on the client record. Health and wellness data still needs an intake form; CSV import has nowhere to put it, by design, so it never asks you to map a column to one.

See the Import your existing client roster guide for the full CSV import walkthrough, from upload through the column mapper to a landed roster of Drafts.

Will I get notified when a client fills out the intake form?

Yes. When a client submits their intake form through the secure link, you’ll receive an email notification letting you know it’s been completed. The email includes the client’s name and a link to view their responses on the Intake tab of their profile.

Do all my clients need intake data?

No. Intake is completely optional. Clients without intake data still have full access to check-ins, habits, goals, and sessions. Session prep will simply generate suggestions from those other sources instead.

See the Set up intake forms guide for how to build and deliver one when you do want it.

How does intake data show up in session prep?

If a client has intake data from Coaching Intelligence questions, session prep can surface suggestions like:

• Flagging medical sensitivities to be aware of
• Highlighting stress or sleep concerns worth discussing
• Suggesting conversation starters based on the client’s stated goals
• Noting quick wins based on existing healthy habits

These suggestions appear in the Suggested moves panel during session prep, alongside signals from check-in trends, habit streaks, and prior sessions. Promote any suggestion to your agenda with one click, or dismiss it if it’s not relevant — dismissed suggestions stay hidden for that session.

See the Set up intake forms guide for the full build-to-payoff walkthrough, from the form builder through this exact moment in session prep.

Resources FAQ

What are resources?

Resources are links to articles, videos, documents, exercises, and other materials that coaches can organize and share with their clients. They live in the Resource Library on the coach portal.

How do I share a resource with a client?

There are two ways:

1. From the Resource Library — Click the share icon on any global resource, then select the client(s) you want to share it with.
2. Client-specific resources — When creating a resource, assign it directly to a specific client. It will only be visible to that client.

Can my client see the resources I’ve shared?

Yes. Clients see a Resources page in their app that shows all resources shared with them. They can search by title and filter by type (Article, Video, Document, Exercise, Other).

Only explicitly shared resources appear — clients do not see your full Resource Library.

What resource types are available?

• Article — Blog posts, guides, written content
• Video — YouTube, Vimeo, or other video links (embedded player shown on the card)
• Document — PDFs, spreadsheets, slide decks
• Exercise — Worksheets, activities, practice materials
• Other — Anything that doesn’t fit the above categories

Can I share the same resource with multiple clients?

Yes. Global resources from your library can be shared with any number of clients. Each client only sees resources that have been explicitly shared with them.

Can I unshare a resource?

Yes. From the client’s resource section in the portal, you can remove a shared resource. The client will no longer see it on their Resources page.

Can I delete a resource?

You can delete a resource from the library as long as it is not linked to any active goals or sessions. If a resource is in use (linked to one or more goals or sessions), you’ll need to unlink it first.

Can I archive a resource instead of deleting it?

Not currently. Resources can only be deleted, not archived. To remove a resource from your library, delete it from the Resource Library page. Note that a resource cannot be deleted while it is linked to any active goals or sessions — you must unlink it first.

If you want to keep a resource out of sight without deleting it, consider creating it as a client-specific resource rather than a global one, so it only appears for that client.

How do video resources work?

When you create a resource with type Video and paste a link from YouTube, Vimeo, or another video platform, Grove automatically fetches the video’s title, description, and thumbnail via OpenGraph metadata. The video card displays the thumbnail and metadata so coaches and clients can preview it at a glance.

Clients see an embedded video player directly on the resource card when they open the resource from their Resources page. Supported platforms include YouTube, Vimeo, and any site that provides OpenGraph video metadata.

Do resources appear anywhere else?

Resources can be linked to goals and sessions. When setting up or editing a goal, you can attach relevant resources so both you and your client can reference them in context. Resources can also be attached to coaching sessions and will appear in session summaries shared with clients.

Sage, your Assistant Coach FAQ

Who is Sage?

Sage is your assistant coach in Grove — the AI that works alongside you. Each morning, Sage reads the recent check-ins of every client who has opted in and surfaces a Daily Pulse: a short read of what changed and what matters today. Before a session, Sage drafts Talking Points from the same activity. Sage gathers and summarizes; you coach.

What does the “Authored by Sage” badge mean?

Anything Sage drafted carries an “Authored by Sage” badge — on Daily Pulse cards and Talking Points. The badge is your marker that the content was AI-generated. Hover it for the full note: drafted by Sage, review before relying on it. Content without the badge was not AI-generated.

Can I trust what Sage writes?

Treat Sage like a sharp assistant, not an oracle. Every Daily Pulse carries the reminder right on the card: AI can be wrong, so use your own judgment. Sage never decides what a session is about — it hands you a starting point and gets out of the way. You’re free to lean on it, edit it, or read right past it.

What does “Monthly usage” mean, and what happens at the limit?

Sage’s work draws on a monthly AI budget that comes with your plan. The “Monthly usage N%” pill near Sage’s output shows how much you’ve used. At 100% you’ll see “You’ve reached this month’s limit on Sage” — existing Pulses and Talking Points stay visible, but new generation pauses until your budget resets next month or you upgrade your plan from the Get More page.

What client data does Sage see?

Only data from clients who have opted in to AI assistance, and consent is required from both sides — you and the client — before Sage reads anything. Either side can turn it off at any time. A client who hasn’t opted in simply doesn’t appear in Sage’s output, and Grove never sends personal client details to any external AI provider.

Can I turn Sage on for a client, or turn it off for just one client?

No. Enabling Sage, or pausing it with “Pause Coach Assist,” is a practice-wide switch on your side — it applies to every client at once, not one at a time. You can see whether an individual client has turned Sage on from a status pill on their profile, but only the client can flip their own switch, from their own app. See Turn on Sage safely for the full dual-consent walkthrough.

Consent & Data Entry FAQ

When I enter data on behalf of a client, who is responsible for consent?

You are. When you manually enter health information for a client through Grove’s intake form, the client hasn’t consented through Grove’s platform directly. You’re responsible for having your own consent relationship with your client — whether that’s verbal consent during a session, a signed intake form, or your practice’s standard consent process. The same is true for health data you bring in from another system; see the Import your existing client roster guide.

How can I avoid this?

Use the client self-fill link instead. When a client fills out the intake form themselves, they consent directly through Grove’s platform consent language. Go to the client’s Intake tab and click “Send Form Link.”

What does the consent attestation mean?

When you check the consent box before entering data for a client who hasn’t yet joined Grove, you’re confirming that you have your client’s consent to store their health information. Grove records this attestation for compliance purposes.

Why don’t I see the consent prompt for all my clients?

The consent attestation only appears for clients who haven’t accepted their Grove invite yet (draft or invited status). Once a client accepts their invite and joins Grove, they consent to Grove’s terms directly — so no additional attestation from you is needed.

See the Set up intake forms guide for where this attestation fits in the flow of entering a client’s intake data yourself.

Is the attestation a one-time thing?

Yes. Once you’ve confirmed consent for a specific client, you won’t be prompted again for that client. The attestation covers all data you enter for them going forward.

Archiving FAQ

What’s the difference between archiving and deleting?

• Archiving hides an item from your active views but keeps it in the system. You can restore it anytime.
• Deleting permanently removes the item. It’s only allowed when there’s no history attached.

Can I restore something I archived?

Yes. Topics, habits, and goals can all be restored from their archived state back to active.

Do archived items still show up in my client’s history or briefings?

No. Archived habits are excluded from completion streaks, briefing data, and dashboard summaries. They won’t clutter your view or skew your client’s progress metrics.

If you need to reference what a client was working on previously, you can view archived items by toggling the archive filter on.

Why can’t I delete this topic/goal?

• Topics can’t be deleted if they’re assigned to any client or set as the default. Archive it instead, or clear the assignments first.
• Goals can’t be deleted if they have progress history. Archive it instead — the history is preserved.
• Habits don’t support deletion at all — archive is the only option.