Overview
AI Coach Matching optimizes the pairing of clients with the right coach by leveraging artificial intelligence to enhance efficiency, reduce bias, and improve match quality. Instead of manually reviewing coach profiles, availability, and client needs, AI streamlines the selection process, enabling coaching providers to scale their programs effectively.
This guide provides a step-by-step walkthrough on using the AI Coach Matching Assistant in the Optify platform.
How AI can help create precise coach matches
Effective coach-client matching is crucial for a successful engagement. AI Coach Matching helps:
Reduce Bias – Minimizes factors like recency bias.
Increase Efficiency – Instantly reviews all available coaches.
Ensure Consistency – Provides a structured approach to pairing.
Scale Coaching Programs – Ideal for organizations with extensive coach networks.
The AI Matching Process
Data Collection: Coaches complete their Coach Profile, detailing their experience, skills, and coaching approach. Admins can customize the profile fields to ensure relevant information is captured.
AI Analysis: The AI assistant processes both structured data (such as certifications and experience) and unstructured data (written responses about coaching style) to create a comprehensive coach profile.
Matching Recommendations: Based on the client’s needs, the AI generates a curated list of recommended coaches, providing insights into why each match is a good fit.
Final Selection: A human administrator reviews the AI’s recommendations, ensuring alignment with client preferences before confirming the match.
Client Feedback: After the first session, clients can share feedback through surveys, helping to refine and improve future matches.
Click here to view a list of suggested Coach Profile Questions.
Step-by-Step Instructions
Step 1: Add Coaches to the Program
Before pairing, ensure the desired coaches are added to the program.
Find the Program you'd like to add coaches to and navigate to the Pairing tab.
3. Click the Assistant Tab.
4. Write a prompt to help you find the coach that best matches your criteria. The assistant will recommend coaches who may be a good fit for the program based on any search criteria you provide. Results will be returned in order of relevance. We recommend reviewing the assistant's reasoning before adding recommended coaches to the program.
5. Select the coaches you'd like to include in the program from the available list.
6. Click Save.
Only coaches who are added to the program can be paired with clients.
Step 2: AI Coach Recommendations
To use the AI Assistant for recommendations:
In the Pairing tab, locate the client you want to pair.
Click the three dots next to their name - Recommend Coaches next to that client.
You can enter a prompt describing the type of coach you're looking to pair with a client. The AI Assistant will use this information to find coaches that best match your criteria, returning their names in order of relevance, along with a brief summary for each suggested coach.
Examples include:
“Looking for a coach with experience in executive transitions.”
“Prefer coaches who specialize in DEI and cultural leadership.”
Entering a prompt is optional. The AI Assistant can still generate recommendations based on the information provided in the Program Overview and the client's intake questionnaire responses.
Step 3: Review Coach Recommendations
The AI Assistant will return a ranked list of coaches.
Each recommendation includes a summary of the rationale for that match.
You can choose to open or close the recommendation panel once results are returned.
Step 4: Add Coach Options
To add a coach as an option for a client, simply click the checkbox next to the coach’s name. Want to help refine future recommendations? Use the thumbs-up or thumbs-down icons to provide feedback to the AI Assistant. If you need to remove a coach from the list, just click the trash can icon.
Step 5: Customize the Pairing Table (Optional)
Use the Customize Pairing Table settings to personalize your experience:
Confirmation Prompts: Enable or disable confirmation messages when adding/removing coach options.
Ranking Display: Choose how AI recommendations appear:
Colored dots
Ranked numbers
Signal bars
Hovering over a ranking in the matrix displays a brief coach profile summary.
Step 7: Compare or Re-run Recommendations (If Needed)
If a coach hasn’t been assigned yet:
Click Compare Recommendations to revisit or update the suggested coaches.
Additional Notes
The AI Assistant is no longer accessible from the platform home screen. It is now only available within the Pairing tab.
The Assistant uses real-time program context to generate better matches, reducing the need to manually provide coach or client background.
Benefits of AI Coach Matching
✔ Comprehensive Coach Data – AI recalls all coach qualifications, reducing manual search efforts.
✔ Efficiency & Speed – Processes hundreds of profiles in seconds.
✔ Bias Reduction – Ensures fair evaluations beyond human memory limitations.
✔ Scalability – Supports large coaching networks and enterprise programs.
✔ Transparent Decision-Making – AI provides clear reasoning for each match.
Ethical Considerations & Privacy
AI in coaching must align with ethical and privacy standards. The ICF AI Coaching Guidelines emphasize:
Transparency – Users should be aware that AI is involved in the matching process.
Explainability – AI must provide reasoning for each recommendation.
Bias Mitigation – AI focuses on qualifications rather than subjective factors.
Consent & Privacy – Coaches must consent to data usage, ensuring confidentiality.
Optify continuously refines AI recommendations to maintain fairness and compliance with best practices.
Q&A: AI Coach Matching
1. Is AI replacing human judgment in coach matching?
No. AI serves as an assistant, providing recommendations, but a human makes the final selection.
2. Can AI adapt to different coaching needs?
Yes. AI considers multiple factors such as industry experience, certifications, and coaching style to tailor recommendations.
3. How does AI reduce bias in coach selection?
AI eliminates recency bias and ensures a fair evaluation of all qualified coaches. However, human oversight remains to prevent unintended biases.
4. Will clients know that AI is involved in matching?
Not always. Clients typically see only the final matches, but organizations using the AI tool are aware of its role.
5. How is client feedback incorporated into AI matching?
Client feedback is collected after coaching sessions. While this data is not currently integrated into AI, future versions will refine recommendations based on feedback.
6. Can AI be used for internal coaching programs in large organizations?
Yes. AI helps large companies efficiently match internal and external coaches based on program-specific needs.
7. When will AI-powered coach matching be available to Optify clients?
The AI tool is currently available for select coaching providers. Organizations interested in implementing AI Coach Matching should contact Optify for details.
Conclusion
AI Coach Matching is revolutionizing the coaching industry, improving efficiency, reducing bias, and enhancing the client-coach experience. While AI assists in the process, human oversight ensures thoughtful and effective pairings.
As AI technology advances, it will further refine the matching process, making high-quality coaching accessible at scale.
📢 For more information about implementing AI-powered coach matching, contact Optify Support or your account manager.