One client record you keep building on

Features built to increase coaching value

Bring the background, the conversation and the next step into one mentoring workspace. Decisions, Ask MentPass, questionnaires, workflows, branding and the API work together around each client's record.

MentPass covers the whole engagement: sessions and prep, action items, client analytics, progress and recaps, and the booking, billing and admin around them.

Sessions

Full session analysis

Automatically import sessions from your own Fathom or Fireflies account, add the ones that happened elsewhere, and give each client a clear history of what was covered.

Transcripts, summaries, attendees and suggested action items from Fathom or Fireflies on Pro and Scale, with recording links from Fathom
Add a missed or unrecorded session by hand, or import a single Fathom recording by its link
Clients see their own session history with the summary, transcript and recording link
Attendance detection compares your Google Calendar with recorded sessions and flags the ones that need action
Zoom and Google Meet links picked up automatically from your calendar events

MentPass doesn't record calls. Imports need your own Fathom or Fireflies plan, and a recording is matched to a client by the email address invited to the meeting.

Session · 18 September

Imported

Reviewed last month's enquiries and agreed to shorten the discovery-call introduction before the next round of calls.

Attendance: Completed
Recording: Link from Fathom

Illustrative session record · fictional example data

Client analytics

Integration with GA4, Ads, Meta, etc

No more logging in between 100s of accounts to find the correct one just so you can see a single metric. Everything is collected and segmented in MentPass for you to see.

Google Analytics 4, Search Console, Google Ads and Meta Ads for each client
Several Google accounts, properties, sites and ad accounts per client, each in its own currency
Google Ads down to keywords, search terms and Performance Max assets
Meta Ads by campaign, ad set and ad, with age, gender and placement breakdowns and creative previews
The client connects their accounts, or you connect them on the client's behalf

Read-only reporting on Pro and Scale. MentPass never changes campaigns, budgets or account settings, and each client uses their own accounts.

Client numbers

Read-only

Organic sessions · GA4: 1,240 +12%
Clicks · Search Console: 860 +8%
Cost per lead · Google Ads: €34 −6%
Leads · Meta Ads: 41 +3

Illustrative client metrics · fictional example data

Progress and recaps

Per-client progress tracking

Agree a goal, record milestones and let the record show movement, then close each month with a recap you approve. Never let the value you bring go unnoticed.

A shared goal the client proposes and you agree, plus the milestones you record
A progress page with sessions, completed actions and metric movement against a fixed baseline
A monthly recap drafted from the record, which you edit, preview and approve before it is sent
A shareable link to each approved recap for the client to pass on
Supporting statements the client can print or save as a PDF for an employer or training budget

Metric movement needs connected analytics (Pro and Scale) and a 30-day baseline. Recaps are AI-drafted, and a person always approves them before they reach the client. A supporting statement isn't an invoice or tax document.

Progress

Agreed together

Book four qualified discovery calls a month

Milestone: New introduction live · 20 September
Enquiries vs baseline: +18%

September recapDraft · waiting for you

Edit any section, preview it, then approve.

Illustrative progress record · fictional example data · nothing is sent from this page

Session prep

Intelligent session prep

Before each session, the client adds what they want to discuss, and you get a short brief built from their record.

Clients keep an agenda for the next session on their home page, next to their open questions
An email 48 hours before the session lets the client reply from a secure link, without signing in
A prep brief reaches you 24 hours ahead: a headline, three agenda items, wins, concerns and open loops
Briefs draw on session summaries, action items, metric changes, open questions and the client's agenda
Past briefs stay on the client profile, and you can rate each one

Prep briefs are AI-generated from session summaries, never full transcripts, and are only created when there is something to brief on. They are for you; clients don't see them.

Thursday 10:00 session

Before the call

On my agendaIs the new pricing page headline clear enough?

Open questionShould the introduction mention pricing?

Added from the agenda email, without signing in

Illustrative agenda and prep brief · fictional example data

Decisions

Clear decision tracking

Never again wonder when you agreed on something or when a critical change was implemented. Add a decision during the session, or review a suggestion pulled from an imported transcript. The client can see it, comment on it and keep the record current.

Manual decisions, edits, comments and change history for both mentor and client
Fathom and Fireflies transcript extraction on eligible plans
Pasted or uploaded transcripts for eligible meetings
Suggested action items a mentor reviews before they're added
Clients see their own decisions by default; mentor-private notes stay private

AI extraction from an imported transcript draws on the plan's decision-processing allowance (see Pricing). Manual decisions and comments don't use that allowance.

Monthly check-in

Agreed

“Test a shorter discovery-call introduction over the next five calls.”

Recorded: 17 September
Next conversation: Compare notes from those calls

Illustrative decision · fictional example data

Action items

Automated action item creation and tracking

Track the work between sessions with a clear owner and date, so nothing agreed in a call quietly disappears.

Deadlines, priority flags and an owner: the client, you, or not yet assigned
Action items are generated automatically directly from your session recordings
Suggested items from imported sessions wait until you approve them or the client accepts them
Clients can mark an item as waiting on you
Stale suggestions and long-overdue items move to an archive you can restore from

Action items are on every plan. Suggestions from imported sessions need Pro or Scale.

Action items

Two views

Draft the shorter call introductionYou · due Tuesday
Send the September enquiry listYou · due Wednesday
Review the draft introductionWaiting on your mentor

Illustrative action items · fictional example data

Branding

Complete White Label

Use your practice name, logo and colour across the client portal. Extend that identity with domains and email controls on eligible plans.

Branded client portal on every current plan
Custom portal and sending domains on Pro and Scale
Email layout editing on Pro and Scale
Custom CSS on Scale

Branding differs by surface: the login page stays a MentPass platform surface. Domain availability requires setup and verification, and configured items are re-checked if a workspace moves to a smaller plan.

NNorthstar Advisory

Welcome back.

Your next session is Thursday. Here is where the conversation continues.

Your next session24 September · 10:00

Two action items to revisitConnected to your September session

Illustrative practice identity and client workspace

Ask MentPass

AI-powered answer engine

Search the client context for something you remember, or ask a question and follow the citations back to the supporting records.

Search meetings, decisions, questionnaires and other available client records
Related-term and spelling-similarity search over your own workspace records
Cited answers and private answer history on Pro and Scale
Mentor-enabled client answers, capped per client within the plan's shared AI allowance
Cross-client analysis across 2–12 clients on Scale

Related-term search is lexical (word and spelling similarity), not a semantic or vector search. Results depend on source access and processing; an AI answer should always be checked against its cited source.

Ask MentPass

Client record

What did we agree to test this month?

You agreed to try a shorter introduction in five discovery calls, then compare notes at the next session.

View source · September decision

Decision recorded 17 September

“Test a shorter discovery-call introduction over the next five calls.”

Illustrative question, answer and citation · fictional example data

Questions and messages

In-context questions

Clients can ask a question straight from their workspace, about a session or anything else, with the context you need to answer well. Quick exchanges stay in one thread per client.

Client questions, general or about a session, with context, a screenshot or PDF up to 10 MB, or a Google Doc link
Threaded follow-ups, read receipts and a private draft while you prepare an answer
Direct chat with each client, with in-app and email notifications you can mute per client
Announcements to every client, sent now or scheduled, with an optional end date
A Monday action digest and a Thursday numbers update for clients, capped at two emails a week and each easy to turn off

The Thursday update highlights one movement from connected analytics and is AI-written. Chat is text only.

Question

About 18 September

Should the new introduction mention pricing, or wait for the second call?

Context: a screenshot of the current script

Wait for the second call. Lead with the outcome they asked about, then confirm fit.

Illustrative question and answer · fictional example data

Questionnaires

Questionnaire creation and analysis

Collect the background before onboarding, check in between sessions, and see how a client's answers change over time.

Sections, required questions, conditional visibility and scoring
Onboarding assignment and bulk assignment to existing clients
Recurring assignments through workflows
Aggregate analytics and AI response summaries on eligible tiers
Compare up to 20 submissions over time

Monthly business check-in

Client preview

How confident do you feel about the coming month?

LowMediumHigh

What would make the next session useful?

Illustrative questionnaire preview · fictional example data

Workflows

Automated workflows

Create automated workflows that allow you to spend less time in manual admin work and scale your practice. Start from a manual run, a schedule or a supported record event. Arrange stop-only conditions, delays and MentPass actions in the order your practice needs.

Manual, event and schedule triggers, with draft/publish versioning
Assign questionnaires, send reminders, share resources and suggest action items
Create a message draft for the mentor to review and send — sending stays a human action
Request a monthly recap draft, or start a sequence once a draft is ready — a person always approves a recap before it is sent
Run history, plan-usage tracking, and pause/resume for eligible workflows

Conditions stop a sequence when their test isn't met — this release doesn't include branching workflow trees, metric-triggered flows or external action steps.

Monthly check-in

Example sequence

On the first day of the monthFor active clients
Assign Monthly business check-inUse the latest published questionnaire
Wait three daysContinue after the delay
If the questionnaire is still openOtherwise stop this sequence
Send a questionnaire reminderKeep the follow-up attached to the assignment

Illustrative workflow · this example does not run

Calendar and booking

Google Calendar and booking platform integration

Connect your Google Calendar and your booking link, and clients see their next session and how to book the one after.

Google Calendar sync with read-only access, daily or on demand
A client calendar showing the sessions they're invited to, with a Join call button
Your TidyCal, Calendly or Cal.com link inside the portal, with a different link per client if you need one
The next session worked out from your calendar or a date you set

MentPass doesn't host scheduling or create meetings; booking stays with the service you choose. Google Calendar is the calendar MentPass connects to.

Client calendar

Your booking link

Your next sessionThursday 24 September · 10:00

Join call

Clients book the next session in your TidyCal page, embedded in the portal.

Illustrative client calendar · fictional example data

Client billing

Direct client billing through Stripe

Connect Stripe, then send invoices or subscription proposals to clients from the workspace where you run the engagement.

Payments go to your own connected Stripe account
Invoices start as drafts and are only sent when you finalise them
Subscription proposals the client reviews before Stripe Checkout
Clients can see and cancel their subscriptions in their settings
A financials view of what each client pays, converted to euros

Client invoicing and subscriptions are on Pro and Scale. MentPass isn't a tax or VAT engine.

Invoice · October mentoring

Draft

Client: Northstar Advisory
Amount: €600
Status: Not sent until you finalise

Illustrative invoice · fictional example data · nothing is sent from this page

Resources and templates

Resource Library with per-client sharing

Keep your materials in one library, share them with the right clients, and turn a programme that works into a template.

A resource library of files up to 15 MB and links, shared with the clients you choose
See when a client has viewed a shared resource; clients are notified when something new arrives
Clients can share their own files and links with you
Programme templates with actions scheduled from a client's start date, optionally drafted from your past sessions
A Latest News feed for your chosen industries, weekly on Pro and daily on Scale

Template drafts from past sessions are AI-generated, and nothing is saved until you save it. The news feed is AI-curated from recent articles.

Library

Shared with 3 clients

Discovery-call question bankPDF · viewed by 2 clients
Pricing page checklistLink · new this week
Proposal outlineDocument · shared with 1 client
90-day launch planProgramme template · 12 actions

Illustrative resource library · fictional example data

Onboarding and your data

Seamless onboarding for new clients

Invite clients in a few clicks, see exactly what they see, and keep your records hosted in the EU and ready to take with you.

Email invitations with one-tap password setup, and an onboarding questionnaire if you choose
Guided setup checklists for you and for each new client
View as client, to check any client's portal the way they see it
Client statuses (active, paused, archived or locked) and private notes only you can see
Application data hosted in the EU, with files downloadable and a full workspace export on request

A one-click full export isn't available yet; a complete workspace export is packaged for you on request. See the exit guarantee for what happens if you leave.

Set up your workspace

4 of 6 done

Illustrative setup checklist · fictional example data

API

Direct API integration

Use scoped API keys to work with client records, decisions, questionnaires, tasks and eligible workflow runs. Signed webhooks tell your tools when records change.

Mentor-issued keys with explicit, named permissions
Private fields (like notes and transcripts) need separate, explicit access
Signed webhook events with delivery history
Versioned /api/v1 endpoints

Connect Zapier or Make through their generic HTTP request tooling and the MentPass API on an eligible plan. This isn't a dedicated MentPass app, a connector catalogue, OAuth or an MCP server — see Integrations for the connection boundary.

Example: CRM contact → client workspace

Find the client by external ID
      Create a client if no match exists
      Assign the onboarding questionnaire
      Keep the invitation tied to that record

Illustrative sequence · generic HTTP pattern, not a code sample that runs from this page

Explore the API and HTTP integrations

See how it fits your practice

Walk through a branded client portal and a real session record.

Request a demo Compare plans