Features: 57 in this area

Privacy, security and setup

Your records are kept on your computer, behind your sign-in, with backups you control and a log of what was done. Setting up is done once: the app reads your computer, picks the AI model that fits, and keeps itself up to date without interrupting a session.

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Privacy view switched on: the window shows only the time, a still tree and how to return, with nothing clinical on the screen, while the recording carries on.

Privacy and security

Your records are kept on your computer, where the AI runs, and you decide how long files are kept and who looks after them if you cannot.

Sign-in and lock. Windows Hello, your Windows password, or a password or PIN of the app’s own, with an automatic lock.
Disk encryption check. Reads whether BitLocker or Device encryption is on, and warns before recording on an unencrypted disk.
Automatic backups. To a folder you choose, checked after each one, sealed with AES-256 when you set a password.
Keep-until dates. Each file shows how long it is kept, from the retention period you set. Cleanup never deletes a note before that date, and files past it are listed for you to review. Deleting is always your decision.
Practice continuity plan. Name who would contact your clients and look after the records if you could not, and export the plan as a document for them.
Delete recordings after signing. Audio and video deleted a set number of days after the note is signed; the note is kept.
Transfer to another computer. Records only, or Everything, in one password-protected file. The licence moves with it.
Privacy pack. A privacy impact assessment, a client consent sheet and a security summary, written as Word documents.

All 31 features in this part

Records on this computer: Recordings, transcripts, notes and invoices are kept on this computer's disk, and the speech recognition and the AI that writes notes run on it.
Sign-in: Open the app with Windows Hello or your Windows password, or a password or PIN of the app's own.
Forgot password: On the sign-in screen, confirm with Windows that you are the account owner, then choose a new password or PIN or switch to Windows sign-in.
Automatic lock: Locks the screen after a set time with no keyboard or mouse activity, and Ctrl+L locks it at once.
Disk encryption check: Reads whether Windows BitLocker or Device encryption protects the system drive, and says how to turn it on if not.
Automatic backups: Backs up everything on a schedule to a folder you choose, such as a USB drive, checks each backup after it is made, and keeps the most recent ones.
Backup password: With a password set, each backup is sealed with AES-256 so it cannot be read without the password; the schedule still runs on its own.
Restore from a backup: Checks the backup and shows what is in it, saves a copy of your current records, then puts the backup in their place and closes the app.
Move to another computer: Makes one password-protected file with the whole practice, to restore on the new computer.
Transfer to another computer: Move your practice to a new computer: Records only (fast) or Everything, in one password-protected encrypted file. The licence moves with it, and a summary compares the counts on both computers.
Retire this computer: Clears your records from a computer you no longer use. It checks every record is in a transfer file or backup you choose, frees the computer's place on your subscription, then deletes the records folder once the app closes. You confirm twice.
Your responsibilities: The eight things that stay yours as the clinician, shown with the terms when you accept them, and in Help.
Bringing in records: A transfer file, a backup and a cloud backup all come in by the same rules: everything is checked before it is put in place, signed notes stay as signed, nothing is lost, and you are asked at most one question.
Signed reports kept as signed: A signed report is kept exactly as signed, as a signed note is. Its text and fingerprint are kept at signing; unsigning it to amend keeps the signed text under Versions; and nothing in the app changes a signed report in place.
Export the whole practice: Every chart and the books at once, into a dated folder you choose: a PDF of each client's full record, spreadsheets of clients, sessions, appointments, invoices, payments, refunds, credit notes, write-offs and measures, and a README. Recordings and a password seal are optional.
Cloud backup: Once a day, an encrypted copy of your practice is sealed on this computer with your recovery code and kept online. Only your recovery code opens it. Restore it on this computer or a new one.
Move my records: Moves the records to another folder on this computer: a backup first, then every file copied and checked, then the app switches over and restarts. The old folder is kept, renamed.
Keeping client files: Set how many years a file is kept after the last contact, and after a young client turns 18. Each file shows its keep-until date, automatic cleanup never deletes a note before it, and one list shows the files past their date.
Practice continuity plan: Name the person who would contact your clients and look after the records if you could not, how to reach them, where the records and backups are, and what you would like done. Export it as a document for them.
Report a problem: Say what went wrong in your own words and send it from the app. It adds the version, Windows and the end of the technical log, takes out every client's name, email addresses and numbers first, and shows you exactly what will be sent.
Delete recordings after signing: Deletes a session's audio and video a set number of days after its note is signed; the transcript and note are kept.
Free up space and delete old sessions: See the space used by audio, video, notes and the database and delete old recordings now, or have complete sessions deleted once they reach a set age.
Choose what to delete: Lists each client, and each session under it, with what its audio, video and transcript weigh and a total; tick what to remove for a whole client or one session, then confirm a summary of files and space freed.
Keep a client or session from cleanup: Locks a client, or one session, against every cleanup: the ones you choose and the automatic ones, including deleting recordings after signing. Kept clients and sessions show "Kept".
Activity log: A record of sign-ins, locks, files opened, notes signed and amended, exports, deletions, backups and AI and setting changes.
Privacy pack: Writes a privacy impact assessment, a client information and consent sheet, and a one-page security summary, from how this computer and your online services are really set up. It never claims a safeguard that is off, and shows any that is off first.
Initials in notifications: Desktop notifications show a client's initials, not their name, unless you choose full names.
AI rules: The standing rules every AI output follows, such as only what was said and diagnoses worded as provisional, each switchable, plus your own rules.
Your own note formats: Make your own note format: a name and its section headings in order, each with an optional line on what goes in it. It is drafted like DAP or SOAP, offered wherever you choose a format, and shared as a small JSON file.
Terms of use: The terms of use and disclosure are accepted once per version before the app is used, and can be read again later.
Licence and trial: 30 days with everything on, then a subscription activated by approving a code at canadatherapy.ca, or a licence file. How long it lasts is always in the footer, and in Settings with the date.

Settings and setup

Set up once: it reads your computer, picks the AI model that fits, and keeps itself up to date.

Set up this computer. Reads the memory and graphics card and picks the notes model that fits. It runs on an ordinary PC, faster with an NVIDIA graphics card. Nothing downloads until you press the button.
My modalities. Mark each of 33 approaches Core, Occasional or Don’t use; cues, techniques and playbooks follow your choices.
Interface language. 11 languages, switched while the app runs. Arabic and Persian are laid out right to left.
Updates. A check a minute after the app opens and every few hours; the update is checked, then installed when you choose (Update now, or when you close the app), never during a recording.
Help. Every feature listed in the app, with a Show me link that opens the place it lives.

All 26 features in this part

Set up this computer: Reads this computer's memory, graphics card and cores, lists what it needs with the download size, then sets up the AI engine, the notes model and card transcription.
Records from another computer: On a new computer, "I have records from another computer" on the first-run screen or in Settings brings in a transfer file made on the old one.
Setup assistant: The whole setup on one screen: how far along you are against five essentials, why each step matters, and the step itself or a link to it.
Movement and privacy: Three switches: Movement (the tree and Oliver move gently), Sessions in the dark theme (on by default), and Full names on Today (off: clients by their initials).
Practice profile: Your name, professional title, registration body and number, supervisor, practice name, address, phone, professional email and time zone, all optional, used on notes, letters, reports and invoices. Also whether reports include diagnostic impressions (off unless you turn it on).
Crisis resources: Your own emergency and crisis numbers, shown on safety plans and in the risk and safety window. Lines for this computer's country are suggested from a verified list with official sources, marked "Please verify"; you add the ones you have checked.
Themes and text size: Choose from four colour themes (Light, Warm, Dark and High Contrast), switch between your light and dark ones, and make all text larger or smaller.
Your logo: Add your logo to invoices, receipts, statements, reports and letters, and to the top of the window.
Interface language: Switch the language of the whole app while it runs; Arabic and Persian are laid out right to left.
Your voice, learned: Your voice signature is learned by itself: the voice in sessions with different clients is yours. You are asked once, with a short clip, "Is this you?", then it labels you as the therapist live and after every session, and keeps improving.
Transcription on the graphics card: Downloads the NVIDIA libraries and models so transcription runs on the graphics card, with a speed test.
Set up video recording: Downloads the component that video recording needs; the app also tries this by itself in the background at launch. Once it is there the card says "Ready ✓" with its version.
AI writing: The notes AI runs on this computer, through the built-in engine or an Ollama already installed, with the graphics card used when there is one, and a choice of model for live suggestions.
Model library: Shows which model writes notes and suggestions, measures a model on this computer, and downloads, switches or removes models.
My modalities: Mark each approach Core, Occasional or Don't use, and choose stances; live suggestions, techniques and playbooks follow your choices.
Updates: The app asks canadatherapy.ca for a newer version a minute after it opens and every few hours while it is open. You choose what happens then: the update window opens, it installs when you close Olive Grove, or only the footer says so.
Version always in sight: The footer always shows the version, and says "Update available" in the accent colour when a newer one is out. The window title and Settings, Licence show it too.
Start with Windows: Starts the app in the background when you sign in to Windows, so appointment notifications arrive without opening the window.
Settings search: Settings in six groups, each one scrolling page, with a box that finds any setting by name.
Go to anything: Reach any client, page, setting, action or feature by typing a few letters.
Help and What Olive Grove can do: The Help page lists everything the app can do with a Show me link for each, how to work day to day, answers to common questions and the keyboard shortcuts.
Left menu and shortcuts: Eight places down the left (Today, Record, Clients, Calendar, Meetings, Billing, Growth, Settings), each with a shortcut, and a menu that folds to icons.
Open out any area: Open any text area, list or table in a large window to read or write properly; what you type goes back to the page.
New button: One button at the top of every page to start a session, add a session from your notes, import a recording, add past sessions, add a client or book an appointment.
One copy at a time: Opening the app again brings the running window forward instead of starting a second copy.
Logs and data folder: Open the log folder when something goes wrong, or the folder holding your records. Logs record what the app did, not what clients said.

Step by step, in the help centre

How to set up and use what this page describes.

Compare its draft with the note you would have written

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