Programs set out the parameters of the coaching engagement. All coaches and clients that go through a program have the same framework. This article will help you to start with your Program and add Events.
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Start a New Program (Creating the Overview)
1- Click on Programs (1) in the left sidebar. Then select New Program (2). 2- Fill in the information on the New Program Page. Anything with an asterisk (*) is required. Below are descriptions of each section and information you could include. Name Enter the program's name as you would like coaches and clients to see it.
Description This is a brief overview of the program. You could include some of the following elements if applicable:
Some of these may be helpful for you to include, and some may not!
Details You can expand upon the information you provided in the description section by providing more detail about the program. Ideas for the details section include:
Sponsor Company The Sponsor Company is the company that you will be working with for the coaching engagement. Although a Sponsor Company is not required, it is recommended that you include the name of the sponsor. You can sort and search for programs by the sponsor.
Sponsor Manager You can include the name of the individual from the sponsor company that you collaborate with.
Start and End Date You can set and see the start and end dates for the program. The coach and client will only be able to see the projected end date.
Cancellation PolicyAs the program manager, you set the cancellation policy that will apply across the program. For example, if you select that a client can cancel/reschedule up to 24 hours before the meeting, the reschedule option will not be available to clients 24 hours before their scheduled session if the coach has integrated scheduling. Note: The platform has prepopulated options for cancellation policies (0, 24, and 48 hours). However, the program manager has the option to change this (ex: 12, 72, 100 hours).
Custom Fields These fields will be visible on dashboards and included in file exports. They will also apply to all client engagements in this program, and their default values may be overridden on a per-engagement basis.
Coaching Topics This section helps you identify key coaching topics for your coaches to use when closing meetings. If you add this requirement, coaches will not be able to close meetings until they’ve selected a coaching topic.
Coach PermissionsAs a program manager, you have the option to give coaches permission to change or alter meetings in the program. These permissions include:
3- Check the boxes for each permission that you want coaches to have. You can give any combination of these permissions. They will apply to every coach in the program. Different programs may have different permissions! You can always change coach permissions for a program later.
4- When you are done filling in the program information, select Save Program. 5- The program will appear on the page, and you will be able to see all of the information you just entered under Overview. You can always change this information by selecting Edit Overview in Program Design. Client Permissions If you create coaching options for your clients, you would allow clients to select their own coach. You can choose to either enable clients to schedule fit calls with their coach options or not.
Program Settings This feature allows you to choose whether coaches that are not selected receive an e-mail notification to inform them that a client did not select them.
Questionnaire Settings Here you can choose whether an intake questionnaire is required for all clients that are added to this Program. You can also add the estimated time that it would take for a client to complete it if the requirement is added.
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Add Events to the Program
Once you have created the program, the next step is to add events. The Events list sets out the order and type of events that the client will participate in during the program. The Events list is visible to coaches and clients.
1- Click on Events(2) under Program Design (1), scroll to the bottom of the page, and select Add Event (3) 2- Click on the event type you want to add. Descriptions of each event are provided below:
One-on-one Meetings One-on-one meetings are between coaches and clients. These meetings are scheduled by either the coach or the client.
Group Meetings All clients in a program attend Group Meetings. You, as the program manager, schedule the group meetings. You can schedule them when you set up the event (1). You may also want to add a video conference link (2) that clients can use to join the group meeting. Note: You, as the program manager and the coach, can mark group meetings as complete.
Assessment Debriefs The coach or client schedules Assessment Debriefs to discuss the results of an assessment the client has completed. You, as the program manager, will need to indicate which assessment is being debriefed.
Surveys There are multiple surveys that may be assigned to clients throughout the program. Surveys are automatically emailed to the client once the meeting prior has been marked complete by the coach. You will receive an email once the client has completed the survey.
Note: Surveys will only be available if your company, as the coach provider, has indicated an interest in adding Optify’s surveys. If you would like more information on Optify’s Surveys, contact your Customer Experience Manager.
To select a survey, click the arrow (1). You can also view the survey by selecting Preview (2). When you are done, click Add Survey Event (3). Select Create Meeting or Add Survey Event Once you have selected the type of event and put in all the information about the event, scroll down to Create Meeting. The Event will be added to the list and automatically saved. Note: If you do not see the button that says Create Meeting, use the scroll bar on the right side of the box to scroll down.
3- Reorder Events As you add events, you may want to change the order of the events. You can do this by dragging and dropping events in the order you would like them. 4- Edit Meeting Details You can also rename meetings and change meeting info by selecting the three dots (...) and Edit Meeting Template.
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Program Settings
By customizing these program settings, you can tailor your coaching program to meet the unique needs of your clients, coaches, and organizational requirements.
NOTIFY UNSELECTED COACHES
Description: Automatically email coaches when they are not selected for a proposed engagement.
Use Case: This setting ensures that coaches are informed when not chosen for a coaching engagement, providing transparency and managing expectations.
ENABLE QUESTIONNAIRE
Description: Clients will be asked to complete a coaching questionnaire at the start of the program.
Use Case: This feature enables you to collect valuable information from clients at the beginning of the program, helping you to identify coach options and also help coaches better tailor their coaching to individual needs.
EXPECTED TIME TO COMPLETE (IN MINUTES)
Description: Estimated time for clients to complete the coaching questionnaire.
Use Case: This setting helps clients understand the time commitment required for the questionnaire.
CLIENT PERMISSIONS
Client permissions allow you to adjust the degree of control clients have over their coaching engagements. You can configure the following options:
ALL PROVIDER LIBRARY RESOURCES AVAILABLE
Description: Make all provider libraries for Clients' resources available to clients.
Use Case: Clients can access comprehensive coaching resources from the provider library to enhance their coaching experience.
ALL SHARED LIBRARY RESOURCES AVAILABLE
Description: Make all shared libraries for clients' resources available to clients.
Use Case: Clients can access shared resources to enrich their coaching journey.
SCHEDULE FIT CALLS
Description: Allow clients to schedule fit calls with their coach options once the selection is unlocked.
Use Case: Clients can proactively engage with potential coaches before selecting their coach.
CANCEL MEETINGS
Description: Allow clients to cancel or reschedule upcoming meetings in accordance with a cancellation policy.
Use Case: Clients have the flexibility to manage their coaching meetings while adhering to a defined cancellation policy.
CANCELLATION POLICY
Description: 24 hours - Clients may cancel up to 24 hours before the meeting begins.
Use Case: Clients are informed about the cancellation policy, clarifying when to change their meeting schedule. You can Edit the cancellation policy according to your preferences.
COACH PERMISSIONS
Coach permissions enable you to configure the degree of control coaches have over their coaching engagements. You can set the following options:
ADD MEETINGS
Description: Coaches may add new meetings. This will trigger an email notification to the program's designated point of contact.
Use Case: Coaches can have the flexibility to schedule additional meetings as needed, with program administrators notified for coordination.
REORDER EVENTS
Description: Coaches may freely change the order of events.
Use Case: Coaches can arrange coaching meetings in an order that makes the most sense for their coaching style and the client's needs.
CHANGE MEETING DURATION
Description: Coaches may change the length of meetings.
Use Case: Coaches can adapt meeting durations based on the client's evolving needs.
RENAME MEETINGS
Description: Coaches may change the title of one-on-one meetings.
Use Case: Coaches can personalize the meeting titles to reflect each session's specific focus or content.
RENAME GROUP MEETINGS
Description: Coaches may change the title of group meetings.
Use Case: Coaches can customize group meeting titles to make them more relevant to the participants.
MEETING COMPLETION
Meeting completion settings allow you to define the criteria that must be met for a meeting to be marked as complete:
REQUIRE COACHING TOPICS
Description: Require at least one coaching topic to be selected.
Use Case: This setting allows the program manager's visibility into the topics covered during coaching meetings without seeing any private information shared between coach and client.
REQUIRE COACH AGREEMENT
Description: Require coaches in this program to acknowledge a message before marking a meeting as complete.
Use Case: This setting adds an extra layer of confirmation, ensuring that coaches agree that the session has been successfully completed.
NO SHOW CONFIRMATION
Configure the No Show Agreement when meetings are marked as "No Show" by the coach.
Description: Define the agreement and consequences when a client or coach misses a meeting.
Use Case: This helps to establish expectations and consequences for missed appointments, encouraging attendance and accountability in the coaching program.
Need Further Assistance?
If you need any further assistance, please feel free to reach out using the chat feature of the Optify Platform!