Step-by-Step Instructions
Step 1: Filter and Scope Your Activity View
Log into your Delenta Team Portal account.
In the left-side navigation menu, click Insights & Reports.
Select the Coach & Client Activity tab.
Use the filter dropdown menus at the top of the interface to adjust the scope by Date Range, Account, Program, or specific Coach to instantly isolate the data you need
Step 2: Interpreting the Key Workload Cards
The top sections of this report present eight detailed operational summary metric blocks
Sessions Per Coach: The average number of sessions successfully delivered per active coach across your selected date range
Active Clients Per Coach: The average number of active clients assigned to each active coach. A client is considered "Active" by the platform when their two most recent eligible, attended-level sessions are both marked as completed.
Category 2: Client Distribution
Clients Per Coach: The total average number of client assignments (combining both active and inactive statuses) mapped to each coach on your roster
Unassigned Clients: Displays a clear count of enrolled profiles that do not currently have any primary or secondary coach mapped to their account
Category 3: Scheduling Visibility
Upcoming Sessions: The total count of package-related, future coaching appointments currently placed on the calendar. This tracks structured package sessions only and excludes standalone or free exploration calls.
Unscheduled Sessions: The balance of remaining, paid package sessions that are yet to be booked on a calendar. This is derived using the platform formula:
Unscheduled Sessions = Total Sessions Allotted- (Completed Sessions + Upcoming Scheduled Sessions)
Overdue Sessions: A historical operational metric tracking past scheduled appointments that have been left hanging past their due time without an updated status flag from the coach
Completed Sessions: The aggregate sum of all historical appointments successfully checked off across your selected filters
Step 3: Tracking Trends and Assignments Over Time
Directly under the operational summary cards, your data is plotted into two distinct historical bar charts to help monitor your organization's scaling momentum
Clients Per Coach (Graph): Visualizes the historical trend of active and inactive customer assignments per staff member over a chosen date range
Coaches With Clients Assigned (Graph): Displays a timeline of the absolute number of distinct coaches on your platform team who are actively managing at least one assigned client relationship
Step 4: Reviewing the Client Status Table
Scroll to the bottom of the interface to view the Client Status Report table This operational layout lists detailed client tracking statistics column-by-column:
Column Name | What it Measures |
Client | The name and photo avatar of the coachee |
Program | The active coaching framework, engagement, or package assigned to them |
Coach | The specific team professional assigned to manage this client's journey |
Total Sessions | The complete contract session allocation for the chosen package model |
Sessions Attended | The raw volume of meetings the client has successfully joined and completed |
Attendance % | Formulated strictly as: Attendance %= (Attended Sessions/Total Sessions)x100 |
Status | A color-coded tracker badge grading program alignment as on-track or off-track |
Last Session Completed | The specific calendar timestamp of the client's last successfully delivered coaching call |
Understanding Client Track Status
🔴 Off-Track: Automatically triggered if a client logs more than 3 consecutive absences OR if their overall contract attendance drops below 75%
🟢 On-Track: Maintained when a participant records zero missed sessions and keeps an aggregate platform attendance record above 75% .
Helpful Tips
Clear Out Overdue Actions: Keep an eye on your Overdue Sessions card. If it starts to climb, send a reminder to your team coaches to check off or reschedule their past-due calendar events.
Balance Your Client Loading: Use the Clients Per Coach chart to compare team member loading profiles. If you notice an individual running hot while others show low values, optimize your operations by assigning your next incoming customer cohort to an underutilized team member.
Summary / Next Step
Reviewing team activity levels regularly keeps your coaching practice aligned and scalable. Head over to your dashboard, select a 3 months filter window, and identify any participants flagged with an off-track status banner, Work directly with their assigned coach to set up an accountability touchpoint and help get their progress back on track!