Assign coaches to coachees

There are multiple ways to assign a coach to a coachee. This section explains each available method and how to use them effectively.

 

 Enable the Coach Directory

Admin can enable a feature that allows coachees to browse coaches, filter based on criteria, and select the best fit directly from their account.

1. Go to Settings > Permissions > Feature Access.
2. Tick Enable Coach Directory to activate the Coach Directory for coachees.

 Additional Settings

• Allow Coachees to Select Multiple Coaches
  • Enable this if you want coachees to choose more than one coach to work with.

• Maximum Coachees per Coach
  • Set the maximum number of coaches a coachee can have.
  • Enter 0 if you do not want to set a limit.

 What Coachees Can Do Once Enabled

• Filter coaches based on criteria such as expertise, language, location, and availability.
• Select the coach they want to work with directly.
• Book Discovery Sessions with one or multiple coaches before choosing the right match.

 

 Assign Coach(es) to a Coachee(s)

Admins can manually assign coaches to coachees using two different methods.

 

  Assign From the Coach Profile

• Go to Coaches in the left-hand menu.
• Click Options next to the coach you want to assign.
• Select Coachees.
• Click Assign in the top-right corner, then choose Assign a coachee.
• Select one or multiple coachees.
• Click Assign to confirm.

To assign many coachees at once from a list of email addresses, choose Bulk assign coachees instead

Bulk Assign Coachees to a Coach

When you need to assign many coachees to the same coach, upload their email addresses instead of selecting them one by one.

1. Go to Coaches in the left-hand menu.
2. Click Options next to the coach, then select Coachees.
3. Click Assign in the top-right corner and choose Bulk assign coachees.
4. Prepare your file. Click Download template for the correct format.

• One column, with email as the header in the first row.
• One coachee email address per row.
• Maximum 1,000 rows per file. CSV only.

5. Click Choose a file and select your CSV.
6. Click Upload and review. Check the summary before confirming — it shows which addresses were matched.
7. Confirm to complete the assignment.

 Good to know

• Only coachees already in your coachee list can be assigned. Addresses that do not match an existing coachee are not added — create those coachees first.
• Bulk assign works from the coach side only. To give one coachee several coaches, use Assign From the Coachee Profile.
• Coachees already assigned to this coach are unaffected if they appear in the file again.

 

 

  Assign From the Coachee Profile

• Go to Coachees in the left-hand menu.
• Click Options next to the coachee you want to assign a coach to.
• Select Coaches.
• Use the available filters to find the best coach match.
• Select one or multiple coaches to assign.
• Click Assign to confirm.

 

 

 Note:

Both the coach and the coachee will receive a notification once the assignment is completed, and they can begin working together.

 

 Assign Coaches Using AI Match

Admins can use the AI Match feature to find the best coach for a coachee based on specific criteria.

1. Go to Coachees in the left-hand menu.
2. Click Options next to the coachee’s name.
3. Select Coaches.
4. Click Assign.
5. Choose AI Match Suggestion.
   • Complete the form with the required details.
   • The AI will recommend the best-fit coach based on your selections.

 

 Note:

 AI Match considers:

• The answers provided in the AI Match form
• The coachee’s time zone
• The coachee's preferrend language(s)
• The coachee’s preferred meeting modality, as entered in their profile during account

 

 

 Use the Matching Process

 The Matching Process allows admins to create a pool of coaches and give coachees the ability to select their own coach from the pool or book discovery sessions with one or more coaches before deciding.

 Create a Coach Pool

• Go to Coaches in the left-hand menu.
• Click Coach Pool.
• Select Create.
• Use the filters to narrow down coaches based on the criteria you want.
• Select the coaches you want to include, then click Next.
• Enter a name and description for the coach pool, then click Next.

Optional:
assign Program Sponsors to the coach pool. They will see the pool in their portal and can start a new matching process. They need the Coach Pools permission switched on as well as being assigned here.

 

 Start a Matching Process

• Open the coach pool you want to use.
• Click Matching Process.
• Select whether you want to start the matching process for an individual coachee or for a group of coachees.
• Select the coachee(s) and click Start Matching Process.

What Happens Next:

• Coaches and coachees will be notified through the platform and by email.
• Coachees can review the coach pool, choose their preferred coach, or book discovery sessions with one or more coaches.
• Admins will be notified once the coachee makes a selection.

 View Matching Process Progress

• Go to Coaches in the left-hand menu.
• Click Matching Process.
• You will see all matching processes you initiated, along with their current status.