In terms of downloading this type of data, you have a few options:
1. Download all your coach data, which includes your appointment session notes and the clients' form answers (from My Account > Login & Membership > scroll down to section “Export Your Data”).
2. Go to each client profile and download all their data, which includes the appointment notes and their form answers (in Contacts > Contact Name > Profile tab > scroll down to section “Export Client's Data”).
3. You can go to Contacts tab > Contact Name > Appointments > and click the button “View All” > “Print Notes”.
When it comes to deleting the session notes, there is no one-click feature for this. You would need to delete the notes for each appointment (one at a time) using the “Take Notes/Call Strategy” button to the right of it.
But you cannot delete the answers to the Call Strategy form(s). For this, you would have two choices, both a bit “radical” and not really recommended:
(a) deleting the appointments from your calendar or
(b) deleting the contact/client from your system.
Neither of which we particularly suggest because:
(a) If you delete past appointments, your certification report will no longer be correct and your system will no longer be able to track automatically your coaching hours. If you are not concerned with tracking hours, this might be a viable option, but again, we don't recommend it.
(b) If you feel like you really want to delete the client, but want to keep the coaching hours in the Certification Report, there is a solution of compromise where you can anonymize the client data (in the delete options).
(c) However, if you delete clients, you will no longer have their profile information, invoice/payment history that might be needed for tax purposes, etc. Again, this is something we would not recommend.
For clients who are concerned about client data privacy and confidentiality, we would recommend that the hired virtual assistant sign a non-disclosure agreement with you and establish clear boundaries for what the VA should and should not access when logged into your Console system. Do keep in mind that VA's have a similar type of code of ethics they follow, just as we—the Coaches Console company—do (through the ICF).
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