Your Role in Client Success
As the Coach Team Administrator, you are the key facilitator for seamless client onboarding. This guide details the efficient transition for your pre-paid coachees, ensuring they move smoothly from initial Discovery Session to an active client with a company-funded package.
Follow these steps to guarantee a professional experience, confirm correct package assignment, and empower the client to book sessions immediately.
Phase 1: Initiating the Discovery Session
Step 1: Share the Team Page
The Administrator shares the Team Page Link with the prospective coachee. This is the official entry point for coach selection.
Step 2: Client Chooses Coach & Books a Discovery Session
The Coachee reviews the available coaches and selects the one they wish to have a Discovery Session with.
Step 3: Client Completes Intake
The Coachee finalizes the reservation by completing the necessary intake form and clicking Submit.
Step 4a: Coach Action (Manual Accept)
If the coach's calendar setting is Manual Accept: The Coach receives and must explicitly Accept the Discovery Session request within the Coach Portal to confirm the booking.
Step 4b. Coach Action (Auto Accept)
If the coach's calendar setting is Auto-Accept (ON): The appointment is confirmed instantly. The coachee is prompted to add the appointment to their personal calendar.
Step 5: Confirmation Sent
The coachee receives an automated confirmation email from the assigned sub-coach detailing the appointment information.
Step 6: Session Completed
The coachee successfully completes the Discovery Sessions.
Phase 2: Formalizing Enrollment & Portal Invitation (Admin Critical Path)
This phase is controlled by the Admin, transitioning the coachee from prospect to a fully provisioned client on the platform.
Step 7: Receive Coach Selection
The Admin receives communication from the client (or internal contact) confirming the desired coach based on the Discovery Session outcome.
Step 8: Crucial Admin Check
Before sending the invite, verify that the correct coach is set as primary coach for the client.
Step 9: Create and Assign Invitation
The Admin must now invite the coachee to the portal, ensuring the invitation is correctly configured with the pre-assigned coaching package and selected coach.
Step 10: Coachee Receives Onboarding Email
The system sends the official email invitation to the coachee to onboard onto the platform.
Step 11: Coachee Accepts Invite
The coachee clicks the link and accepts the invitation to begin the setup process.
Step 12: Coachee Creates Password
The coachee is prompted to set up their secure password to gain access to their dedicated Client Portal.
Step 13: Client Portal Access Confirmed
Upon first login, the coachee sees a Welcome Message on their dedicated Client Portal, confirming successful, full-access onboarding.
Step 14: Client Begins Session Booking
The coachee can now use their pre-paid package allowance to book their official coaching sessions with their assigned coach.
That’s the full journey complete! By executing this workflow smoothly, you’ve made sure our new coachee is set up for success and ready to dive into their pre-paid sessions. Great job ensuring a fast, professional start for our newest client!