Your logbook

Your logbook is the record of the hours you have coached and the hours you have been coached. It is the audit-ready ledger behind your CPD, and it turns practice you did into evidence you can show.

Your logbook is private. Only you can see it. The people you log, whether practice partners, clients, or anyone else you record hours with, never see your entries, your notes, or your totals. It is your record, for you, and you are responsible for it. Who controls your data on Robin explains what that means. Managing your contacts and logbook covers how to export or delete everything.

Robin does not decide how your hours are categorised. You tag entries however your body counts them: ICF's "coaching given" and "coaching received", EMCC's hours scheme, AC's split, or your own internal labels. The same entry can carry whichever tags you need, so one logbook serves whichever accreditation you work toward.

Logging a session

Open Logbook and tap Add entry. The private entry editor opens with four fields:

• Date. When the session happened. Past or future, your call.
• Minutes. How long the session ran.
• With. The name of the person you coached, or who coached you. Type the name freely, or pick one of your saved contacts from the dropdown that appears as you type. If the name is not saved yet, Robin saves it for you when you log the entry. There is no extra step, and no separate trip to your contacts list. After the save, a toast offers a rename if you spotted a typo.
• Notes. Optional. Anything you want to remember, such as reflections, themes, and what came up.

Then add tags and save. Robin creates a session for the entry and opens it. If you held that session on Zoom or Meet, you can add its transcript there. An entry dated in the future has no session. There is more on tags below.

Calls you run on Robin log themselves

You do not have to log a Robin video call by hand. When you finish a call you booked or started on Robin, Robin creates an entry for you automatically, with the date, the minutes you were actually on the call, and the partner you practised with.

This is for Robin video calls only. If a session met on your own link, such as Zoom or Teams, Robin can't see the call, so it makes no entry. Log that session by hand. Starting and joining a call explains meeting on your own link.

The hours are logged even if you never write a note. Open the session and choose Add notes to edit your private entry, add your own tags, or write optional notes. Without notes gathers Robin sessions in the review queue without your notes; blank manual entries are not part of that queue. Reviewing your sessions explains the workspace.

A reviewable session without an entry appears as No hours logged. Opening it does not log hours or recreate an entry you deleted: you must explicitly save an entry.

How tags work

Every coach starts with five seeded tags: practice session, paid, pro-bono, coaching given, and coaching received. They are a starting vocabulary, not a prescription. You add your own as you go.

Several patterns tend to work:

• Direction. coaching given against coaching received. ICF's hours split runs along this line, so most coaches keep these.
• Context. paid, pro-bono, practice session, plus whatever your own work breaks into. Some coaches add mentor session, supervision, group, or discovery call.
• Programme. If you work toward a specific credential, a tag such as ACC-track or PCC-prep lets you filter to only the hours that count for it.

You can apply as many tags to an entry as you like.

Adding a new tag

There are two ways:

• From settings. Open Logbook → Logbook settings, tap + New tag, type the name, and press Enter. The input stays open, so you can add several in a row. This helps when you set up your taxonomy before you log anything.
• From the entry editor. Open the tag picker and type a new name. If the tag does not exist yet, a Create "your tag" option appears at the top of the list. Tap it, and Robin creates the tag and selects it on the current entry in one go.

Filtering your entries, and seeing your hours

Above the session list are two controls: Filter by tag and Filter by contact. Pick any combination:

• Tags apply as AND. The entry must carry every tag you picked. coaching given plus paid shows you only paid coaching you have delivered.
• Contacts apply as OR within the picker. The entry's contact must be one of those you picked. Filter by contact: Sarah, Maya shows entries with either of them.
• Tags and contacts together apply as AND. The entry must match both controls.

Logged hours in this view and the entry count describe only saved entries under the active view and filters. Sessions with No hours logged contribute no hours. Without an entry, a session can match a contact filter through your saved Robin contact, but has no tags to match.

Choose All sessions and clear both filters to see everything you have logged. Sorting changes the row order, not the hours or export contents.

Editing or removing entries

Open session takes a Robin session to its workspace; Add notes goes directly to its Notes pane. A manual entry's Open entry takes you to its private editor. You can change the date, minutes, notes and tags, then save or delete the entry. Manual entries also let you change the contact; a session-linked entry keeps its session contact.

Your own entry stays editable even if you lose access to the session workspace. Deleting an entry removes its logged hours, not the session's shared files.

Edits leave no version trail. The current state is the state. We are a tool for your record-keeping, not a compliance system that tracks your every change.

Managing your saved contacts

Need a partner’s details for your coaching log? See Asking for and sharing contact details for asking privately and getting permission. Sharing is always optional.

Your Contacts are the people you coach with. Find them in the sidebar, or under More on mobile. The page shows your list, with the count of logbook entries each contact is referenced from.

Tap any contact to open the edit drawer. A contact can hold:

• Name. Used everywhere the contact is referenced.
• Email. Optional. This helps if you track client contact details alongside your hours as accreditation evidence for ICF, EMCC or AC.
• Phone, Organisation, and Notes. All optional. Notes is a free-text catch-all for anything you want to remember.

Several rules of thumb apply:

• A rename propagates everywhere. Every past logbook entry that references that contact updates to the new name automatically. A rename is the right way to fix a typo on a name you have used across many entries.
• Email is unique per coach. You cannot have two contacts with the same email address in your own contacts. If you try, we ask you to use a different email or merge the entries.
• Tag your contacts to classify them. Every coach starts with practice partner and coach. Add your own, such as mentor, paid client, or ACC-track, from the contact edit drawer or from Contacts → Tags. The contacts list filters by tag.
• A contact with no entries is safe to delete. We tell you it is safe before you confirm.
• A contact still referenced from logbook entries cannot be deleted. Delete or move the entries first. If a typo is the real issue, rename the contact instead.

Saved contacts belong to Robin as a whole, not only to the logbook. They will appear in other surfaces as those land. Robin never fills in a contact's email or phone from someone else's account. If you have an email on a contact, it is because you typed it yourself.

Managing your tags

Open Logbook settings from your Logbook to see all your tags as a list, with the number of entries each one is on.

• Rename a tag. The rename applies everywhere instantly, and all entries with that tag show the new name.
• Delete a tag. We tell you how many entries it is on first. A delete removes the tag from those entries, and the entries themselves stay.

Exporting your hours

Tap Export CSV in the filter bar. You get two options:

• All entries. One row per logbook entry, with Date, Contact, Email, Minutes, Hours, Tags, and Notes columns. This is the granular dump.
• Summary per contact. One row per contact you have coached, with Client Name, Contact Information, Start Date, End Date, and Hours. This is the big-picture view of who you have worked with, and over what span.

Both formats respect your current view and filters, including Without notes. They export only saved entries, matching the labelled hours total. Choose All sessions and clear the filters first if you want your full ledger.

PDF export is not here yet. Every accreditation body has its own form layout, so CSV is the universal interchange for now.

What is not there yet

One thing is coming that is not in this first version. Date-range filtering: you can filter by tag combination, but not by "the last 3 months" or "since I last applied."

If you hit that, or anything else you would want, post a note in the community. We read every one, and it shapes what we build next.