Payment, Cancellation & Rescheduling Policy

I want the practical side of coaching to feel clear and straightforward.

This policy explains how payment, rescheduling, pauses, refunds, and ending an engagement work at Root & Flow.

My aim is to create enough structure to support the coaching relationship while leaving room to respond reasonably when circumstances change.

1. Current fees

Root & Flow currently offers the following coaching services:

Clarity Conversation

90 minutes · $350 CAD + applicable tax

A focused, one-off coaching conversation for exploring a particular question, challenge, decision, or possibility.

Coaching Starters

3 sessions over approximately 6 weeks · $1,200 CAD + applicable tax

A short coaching container for people who want to experience the work, work on something specific, or begin with a smaller commitment before deciding whether ongoing coaching is right for them.

Root & Flow Coaching

12 sessions over approximately 4 months · $4,500 CAD + applicable tax

The core Root & Flow coaching container: a sustained developmental relationship designed to support meaningful change over time.

Root & Flow Coaching is priced as a coaching container. The value is in the continuity, rhythm, relationship, and developmental process.

Groundwork Studio

30-day strategy sprint · $3,500 CAD

Groundwork Studio is a strategic consulting engagement offered through the broader Groundwork practice and is designed around one important piece of work.

It includes:

• 4 × 90-minute working sessions
• preparation and strategic thinking
• review of relevant materials
• development of shared working materials
• email and voice-note support between sessions
• strategic work between meetings
• a final written strategic synthesis

Groundwork Studio has its own scope, terms, and engagement arrangements.

Other Groundwork or Root & Flow programs may also have different pricing and participation terms. Those terms will be provided before you commit to the relevant offering.

All fees are in Canadian dollars. Applicable sales taxes are added where required.

2. What you're paying for

When you engage Root & Flow, you're creating a coaching container that includes the sessions themselves as well as the preparation, reflection, planning, communication, and attention that support the work.

For ongoing coaching, this may include:

• preparation before sessions;
• reflection and integration between sessions;
• development or adaptation of coaching practices;
• coaching plans and working materials where useful;
• brief communication between sessions;
• scheduling and administrative support; and
• the continuity of an ongoing coaching relationship.

This is why ongoing coaching is priced as a container.

3. Payment

Payment arrangements are agreed when you book or begin an engagement.

One-off coaching

For one-off coaching sessions, including the Clarity Conversation and Student Coaching, payment is made at the time of booking.

Ongoing coaching

For ongoing coaching, the total fee for the coaching engagement is agreed before coaching begins.

Payments are then arranged according to a schedule that works for you and for the coaching engagement. You can generally choose to make payments:

• monthly; or
• biweekly.

We'll agree on your payment date and schedule at the beginning of the engagement.

Your payment date does not need to fall on the first day of the month or on the same date as your coaching sessions.

The payment schedule spreads the agreed coaching fee across the engagement. It does not change the total fee unless we mutually agree to change the coaching arrangement itself.

Payment methods

Payments are normally made securely through Stripe via the Root & Flow booking page.

Where we have agreed to an alternative arrangement, payment may also be made by invoice or, for international clients, through Wise where appropriate.

If a particular payment arrangement involves additional administrative or transaction costs, any applicable fee will be discussed and agreed with you in advance.

If you need to change your payment arrangement

If your circumstances change or you need to revisit your payment schedule, please get in touch.

We'll talk about what arrangement makes sense and, where possible, adjust the schedule accordingly.

I can't guarantee that every change will be possible, but I'll make a reasonable effort to find an arrangement that works for both the coaching relationship and the sustainability of the practice.

If a payment is missed or delayed

If a scheduled payment is missed or delayed, please let me know.

We'll communicate about what happened and determine the appropriate next step. Where appropriate, we may adjust the payment date or payment arrangement.

If a payment remains outstanding without communication, I may need to pause future coaching sessions until the payment arrangement is brought up to date or another arrangement has been agreed.

Taxes

All published prices are in Canadian dollars. Applicable sales taxes are added where required.

Payment-related information is handled in accordance with the Privacy Policy.

4. Clarity Conversation

90 minutes · $350 CAD + applicable tax

The Clarity Conversation is a focused, one-off coaching session.

Payment is made at the time of booking.

If you need to move your session, please give as much notice as reasonably possible. We'll work together to find another suitable time where available.

If, after the conversation, you decide you would like ongoing coaching, we can discuss whether Coaching Starters or Root & Flow Coaching is the right next step.

5. Coaching Starters

3 sessions over approximately 6 weeks · $1,200 CAD + applicable tax

Coaching Starters is a short coaching container designed to create enough continuity to begin meaningful work while keeping the initial commitment relatively contained.

Sessions are generally scheduled as a regular rhythm across the six-week period.

Payment for Coaching Starters is arranged as part of the engagement. Where payments are made in instalments, the schedule and payment dates will be agreed before coaching begins.

If you decide you would like to continue into ongoing Root & Flow Coaching, we'll discuss the next step together.

6. Student Coaching

60 minutes · $75 CAD + applicable tax

Student Coaching is available to currently registered students in an eligible educational program who want focused coaching support around a particular question, challenge, transition, decision, or possibility.

Student Coaching is a one-off, 60-minute session and is paid upfront at the time of booking.

7. Your regular coaching time

For ongoing coaching, we generally establish a regular recurring session time wherever possible.

A consistent rhythm helps create continuity and gives the coaching enough space to unfold over time.

The standard Root & Flow Coaching container includes 12 sessions over approximately four months. This timeframe intentionally provides some space around the sessions for integration, reflection, rescheduling, and the realities of life.

In practice, the coaching rhythm may include periods of three consecutive weeks of sessions followed by a week that creates additional space for integration. The exact rhythm will be agreed as part of your coaching engagement.

The coaching container has a defined number of sessions and an agreed timeframe. The engagement ends at the end of that agreed timeframe.

You will normally receive an automatic reminder before your session. I may also contact you by email or text where appropriate.

The practical rhythm of your coaching engagement is described further in the Coaching Agreement.

8. Rescheduling

Life happens, and sometimes a coaching session needs to move.

If either of us needs to reschedule a session, we'll communicate as soon as reasonably possible.

For ongoing coaching, we will generally move the appointment to the same time the following week. If that time doesn't work, we'll find another suitable time together.

The aim is to maintain the rhythm of the coaching relationship while making room for the realities of life.

The overall coaching engagement ends at the end of the agreed timeframe. Rescheduling a session does not automatically extend the engagement beyond that timeframe.

The timeframe already includes some room for rescheduling and unexpected events. If something arises that requires more flexibility than the agreed timeframe allows, we'll talk about it and decide together what makes the most sense.

9. If you're running late or miss a session

If you're running late, please join when you're able.

If you don't attend a scheduled session and I haven't heard from you, there is no additional no-show fee. The coaching will simply continue at the next scheduled session.

A missed session does not automatically create an additional session or extend the coaching engagement beyond its agreed timeframe.

If something unexpected has happened, please reach out when you're able. We'll determine whether a different arrangement makes sense within the coaching container.

10. Pausing coaching

Sometimes a pause is useful.

For ongoing coaching, a pause of approximately one month can generally be accommodated.

If you need longer than that, we'll discuss what makes sense for the coaching relationship, including whether the timeline, payment arrangement, or structure needs to change.

A pause is intended to support the work while maintaining the overall structure and timeframe of the engagement.

11. Ending coaching early

You can choose to end your coaching engagement at any time.

If you decide to end an ongoing coaching engagement before all agreed work has taken place, we'll review the engagement together and determine what portion remains to be delivered.

Where a refund is appropriate, it will generally reflect the portion of the engagement that has not yet been delivered, taking into account the coaching already provided and any agreed obligations.

Because ongoing coaching is structured as a container, any refund will be considered in relation to the engagement as a whole, including the work already provided and the portion remaining.

If you are paying through a payment plan, we'll review the remaining arrangement together.

If I need to end an engagement, I will provide reasonable notice wherever possible and address any undelivered portion of the engagement appropriately.

12. Refunds

If circumstances change and an engagement ends before all agreed work has been delivered, we'll review the circumstances and the remaining portion of the engagement together.

Where appropriate, a refund will reflect the work that has not yet been delivered and any relevant payment obligations.

My intention is to handle these situations clearly, reasonably, and in good faith.

13. If I need to reschedule

I will make every reasonable effort to honour our agreed coaching rhythm.

If I need to move a session, I'll give you as much notice as reasonably possible.

Generally, we'll move the session to the same regular appointment time the following week. Where that works for you, we'll simply add that week within the existing coaching timeframe.

If a different arrangement works better, we'll talk about it and organize what makes sense.

14. Good faith

Policies give us a shared starting point, and they leave room to respond reasonably when circumstances change.

If something unexpected happens, please communicate with me. I'll do the same.

My intention is to handle payment and scheduling questions with clarity, fairness, and respect for both the client's circumstances and the sustainability of the coaching practice.

Contact

Root & Flow Coaching Suzanne B. Jones hello@groundworkcentre.ca

If you have a question about payment, rescheduling, or your particular coaching arrangement, please reach out.

Related Root & Flow documents

• Privacy Policy
• Terms of Use
• Coaching Agreement
• Professional Disclaimer

Professional references

Root & Flow's professional practice is informed by established coaching standards and ethical principles, including:

• International Coaching Federation (ICF) Core Competencies
• ICF Code of Ethics

Groundwork ecosystem

Root & Flow Coaching is Suzanne B. Jones's independent coaching practice and part of a broader Groundwork ecosystem that includes Groundwork Centre, Headwaters Advisory Services, Root & Flow Coaching, and The Quiet Knowledge.

These practices may operate independently and have different scopes, offerings, and engagement arrangements.

Being part of the same broader ecosystem does not mean that personal information is automatically shared between them.