Assign and manage engagements

Admins can create and assign coaching engagements on behalf of coaches. This functionality supports both single and bulk assignments, giving your organization full flexibility in how coaching programs are delivered, monitored, and accessed.

 

 Assign a Single Engagement

1. Go to the Engagement tab in the left-hand menu of your Admin portal.
2. Click + New in the top-right corner.
3. Select + Create New.
4. Choose one or more coachees or a coachee group, then click Next.
5. Select the coach who will lead the engagement, and click Next.
6. Choose one of the following options:
   • Use an existing Program Template from your template library.
   • or click Skip to build the engagement from scratch without using a template.
7. Click Next.

 

 Set Engagement Settings

Once the engagement has been created, click Settings in the top-right corner to configure how the engagement will function. These settings define timelines, permissions, visibility, and invoicing details for the program.

1. Engagement Title, Start Date, and End Date

Set the official title of the engagement and define the start and end dates for the program.

2. Allow Coachee to Schedule Sessions

Tick this box if you want coachees to be able to schedule their own coaching sessions once the engagement becomes active.

3. Welcome Title and Welcome Message

Add a welcome title and message to introduce the engagement. This message will be visible to both the coach and the coachee when the engagement is shared with them.

4. Add a Spectator

Assign a spectator—such as an HR representative or a line manager—to give them visibility over the engagement once it is marked active. Spectators can monitor progress without participating in the coaching process.

5. Invoicing Method

Set the invoicing structure for the engagement:

• Click + Add Coach Invoicing Method to define the rate the coach bills the firm.
• Click + Add Coachee Invoicing Method to define the rate the firm bills the coachee.

You can select an existing invoicing method previously created under Invoices, or you can create a new one immediately by clicking Create Invoicing Method.

For full details on creating and managing invoicing methods, please refer to the Invoicing page.

 

 Schedule Items Within the Engagement

Once the structure is selected, you can schedule the components of the engagement:

 Coaching Sessions

If you did not set this when adding coaching sessions to the engagement items or under Settings, you can still adjust it for each coaching session individually within the engagement:

• Predefine the session duration (30 minutes, 60 minutes, or a custom duration).
• Enable coachee to self-schedule by ticking Allow coachee to schedule the session, giving coachees flexibility once the engagement is assigned.

 Assessments, Files, Links, actions and feedback

• Set a specific release date for each item, or choose to make them available immediately.
• Set due date on when coachee should deliver each specific item. 

 

 Engagement Status and Sharing Options

When an engagement is first created, it is saved in Draft status. This allows admin to review and finalize all details before sharing it with the coach or coachee.

Note: Items cannot be scheduled while the engagement is in Draft status.

 Mark an Engagement as Active

Once all settings and items are ready:

1. Click Draft in the top-right corner of the engagement.
2. Select Mark as Active.

When an engagement is marked active, it becomes visible to the assigned coach in their portal under Engagements. 

At this stage, the admin may begin scheduling items, or they may leave scheduling responsibilities to the coach—depending on internal workflow and program preferences.

 Share the Engagement With the Coachee

To share the engagement with the coachee:

1. Click the Share button located next to the Active status in the top-right corner.
2. Once shared, the engagement will appear in the coachee’s portal under Engagements.

 Important Notes

• Notifications:
  Both the coach and the coachee will receive a platform notification and an email when the engagement is shared with them.

• Unscheduled Items:
  Any items that do not have a scheduled date will appear with a lock icon in the coachee’s view.
  These items remain hidden until they are scheduled by an admin or coach. However, if the admin has enabled Allow coachee to schedule sessions for coaching sessions, the coachee will be able to access unscheduled coaching sessions (shown in grey) and schedule them directly from their portal.

 

 Use the Bulk Actions

Bulk Actions allow admins to update or modify multiple engagements at once, saving time and ensuring consistency across programs. This feature is helpful when applying standard updates across existing engagements.

1. Go to the Engagement tab in the main menu.

2. Click Bulk Action at the top of the engagement list.

3. Tick the checkbox next to each engagement you want to update.

4. Select an action from the Choose Bulk Action dropdown.

5. Click Apply to perform the selected action.

 Available Bulk Actions

• Mark as Active
  Activates multiple engagements currently in Draft status.

• Mark as Active and Share With Coachee
  Moves engagements from Draft to Active and immediately shares them with coachees.

• Share to Coachee
  Shares engagements that are already Active, making them visible in the coachee’s portal.

• Unshare
  Removes visibility from the coachee’s portal. The engagement will remain Active but hidden from the coachee.

• Delete
  Permanently removes the selected engagements from all portals.

• Add New Engagement Item
  Allows you to select an engagement item from the displayed list and add it to all chosen engagements in one action.

 

 Understanding Item Colors in an Engagement

Color indicators help you quickly identify the status of each item within an engagement. These visual cues support smoother program tracking for admins, coaches, and coachees.

•  Grey: The item is not scheduled. It will not be accessible to the coachee unless a date is assigned, except for coaching sessions where coachee self-scheduling is enabled.
•  Purple: The item is scheduled and upcoming. All details and due dates are visible to the coach and coachee.
•  Green: The item is completed. No further action is required.

 

 Export Engagements

Admins can export engagement data for reporting, tracking, or analysis. The export function allows you to apply filters and download the information in an Excel file.

1. Go to the Engagement tab in the main menu.
2. Click Export in the top-right corner of the page.
3. Choose the filters you want to apply to refine your export.
4. Click Export to download the data.