You've told us loud and clear: you need a simple, secure way to allow Executive Assistants and others to schedule meetings on behalf of coaches and clients. We've listened—and it’s live!

Here’s what you can do with Guest Scheduling:

✅ Share a Unique Link
Copy a direct scheduling link and send it to anyone—an EA, team coordinator, or admin. No Optify login required!

✅ Secure with a Password (Optional)
Add a password to your link for extra control and privacy, if you’d like.

✅ Flexible and Coach-Friendly
Coaches can view or generate guest links anytime.

✅ Manage with Ease
Delete or recreate the link whenever you need—right from the platform.

You can share a secure scheduling link without requiring an Optify login, making it easy for Executive Assistants and team coordinators to book meetings. Add a password for extra privacy, and give coaches the flexibility to view, copy, or revoke the link at any time, right from the platform.

A new Assessments tab is now available on every engagement for coaches and clients—making it easy to upload, manage, and share assessment results in one centralized place.

Here’s how it works:

Program Managers can upload files and notify both the coach and client.

Clients can upload results to share directly with their coach.

Coaches can upload and notify clients when results are available.

Privacy built-in:

Everything is in one place—clients, coaches, and program managers can easily upload and access assessment results. Privacy is built in, so files remain confidential unless you choose to share them, and clients can manage their own uploads with full control to share or delete anytime.

Forget fumbling with passwords—Optify now supports Single Sign-On (SSO)!

What’s new:
Users can now log in with their Google or Microsoft account—as long as the account uses the same email associated with their Optify profile.

When landing on the Optify login page, users will now see options to Sign in with Google or Sign in with Microsoft. One click, and they’re in—no password required.

✅ Fast
✅ Secure
✅ No more forgotten passwords

Most users work across multiple platforms every day. With SSO, Optify becomes one less password to remember—getting users where they need to go faster and without friction.

It’s effortless. Logging in takes seconds, and there’s no need to reset passwords or dig through old emails. Just click and go!

Coach profiles are powerful—and now, even more versatile. 🎯

Program Managers and Coaches can now choose the profile view that best fits their purpose:

This update is especially helpful when:

Having a clear view of what each audience sees helps everyone align faster, avoid confusion, and ensure profiles are always being used in the right context.

No more guessing which version you're looking at. Just toggle and go—whether you’re refining your own profile or preparing one for a client.

🔍 Head to any coach profile and use the view selector at the top of the page to switch between views.

We’ve refined the coach notification emails for directly assigned clients to be more scenario-specific.

Previously, coaches received the same message regardless of the situation. Now, the system sends tailored emails based on the client’s registration and invitation status:

This enhancement brings greater clarity and ensures coaches know exactly what to expect when they receive a new assignment.

We’ve made it easier than ever to find the perfect coach for your clients—with the AI Assistant now embedded directly in the Pairing tab! 🎯

The AI Assistant is no longer a separate tool—it’s now fully integrated into the coach-client pairing experience to help Program Managers (PMs) make faster, smarter matches.

Finding the right coach is one of the most important parts of a successful engagement. By embedding AI directly in the workflow, Optify is saving you time and improving match quality—right when it matters most.

Because great matches lead to great results. You’ll have powerful recommendations at your fingertips, flexible pairing tools, and a more intuitive process—all without leaving your screen.

We’ve added more control over when coaching sessions can be scheduled—especially helpful when aligning with workshops or group events.

This ensures clients book sessions that stay aligned with your overall program design. No more off-schedule meetings throwing things out of sync.

It’s simple to set up, improves the coaching flow, and helps you deliver a more cohesive experience for everyone involved.

The Coach Pairing Panel now gives you instant clarity! When adding Coaches to a program from the pairing screen, you’ll no longer have to guess who’s available—each Coach is now clearly labeled as Accepting New Clients or Not Accepting New Clients based on their profile settings.
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🚀 This update makes pairing smarter, faster, and frustration-free—so you can focus on what really matters!

The Program Pairing tab for Admins has been redesigned to provide a centralized hub for all tasks related to adding coaches to programs and pairing coaches with clients. This "one-stop-shop" approach enhances ease of use and streamlines the process of managing coach-client pairing.

Direct Coach Addition from the Pairing Screen

Coaches can now be added directly to a program from the Pairing screen (1) using the “Add Coaches”(2) feature.

Easily View the Coach Profile or Remove the Coach from the Program

Clicking on the coach's picture or initials gives you the option to see their profile and remove the coach from the program.

Enhanced Pairing Status Categories

Clients are categorized by their status in the coach selection process:

Reminder Option for Clients Selecting Coaches:

Admins can send selection reminders to clients who are in the “Selecting” stage directly from the Pairing tab.

Hover and Click Features for Pairing Actions: Admins can hover over or click on symbols (e.g., Selected, Option) to:

Customizable Pairing Table View

Admins can tailor the table view to their needs by:

This redesign consolidates all coach pairing-related tasks into a single, user-friendly tab, eliminating the need for multiple screens. It provides clarity, organization, and better oversight of the pairing process, reducing confusion and streamlining workflows.

❤️ Why You’ll Love It:
Admins can enjoy a simplified, intuitive interface that saves time and improves productivity. With enhanced features and customizable options, managing coach-client pairings has never been easier.

When a Coaching Provider Admin deletes a profile question, they now receive a warning stating the number of responses that will be deleted if any coach has answered the question.

😱 Why It Matters:
Prevents accidental loss of important data.

❤️ Why You’ll Love It:
You’ll have confidence in managing coach profiles without unintended consequences.

The “Topics” descriptor has been removed to reduce confusion, as it was not widely used.

😱 Why It Matters:
Simplifies the Resource Library, making it more intuitive to navigate.

❤️ Why You’ll Love It:
A cleaner and more straightforward resource management experience.

The toggle switch for sharing Coach/PM notes has been replaced with radio buttons for clearer options.

😱 Why It Matters:
Improves clarity around note-sharing permissions.

❤️ Why You’ll Love It:
It is easier to understand and manage note-sharing preferences.

Coach "Availability” has been moved to the bottom of coach profiles to prioritize more critical information at the top.

😱 Why It Matters:
Important details are now more prominent.

❤️ Why You’ll Love It:
Profiles are easier to read and prioritize key information.

The reschedule/cancel message on a calendar invite now directs coaches and clients to the Optify platform rather than providing a direct calendar link.

Previously, providing a calendar link for cancellations or reschedules bypassed the platform’s built-in policies, leading to potential conflicts with cancellation rules set by Optify. By removing the link and guiding users to the platform, we ensure that all cancellations and reschedules comply with our established guidelines, maintaining data integrity across both the platform and integrated calendars. This change aligns with the training coaches and clients already receive.

❤️ Why You’ll Love It:

This update simplifies the scheduling process, reduces the risk of policy violations, and ensures that all reschedule or cancel requests are managed within a consistent framework. You’ll have confidence that the platform’s rules are always applied, leading to smoother scheduling experiences and better data accuracy.

We’re taking coach profiles to the next level with more flexibility and control.

No more extra forms! The profile streamlines everything for coach matching, making life easier for everyone involved.

With seamless customization and smarter profile management, your client's coaching experience becomes more personalized, efficient, and impactful!

When an Admin creates a new note to share with a coach, they must now actively select the specific engagement the note is related to, rather than having it default to the first engagement in the list.

This change reduces the risk of mistakenly associating a note with the wrong engagement, ensuring greater accuracy and clarity when sharing notes with coaches. By removing the default selection, program Managers are prompted to make a deliberate choice, leading to more precise communication.

❤️ Why you’ll love it:

Program Managers will have more control over note sharing, which means fewer errors, better organization, and a smoother workflow. This update simplifies the process of assigning notes to the correct coach and engagement, helping Program Managers to stay on top of their work with confidence.

A new Users segment has been added to the API, allowing access to platform user data. This includes user names, personal information, and some profile-related data.

💡 Benefit:
Users can now retrieve more comprehensive information regarding events and engagements by linking the Users API with existing data endpoints.

💥 What's the Impact?
The Events and Engagements APIs can now be paired with the Users API to identify specific coaches and clients related to those events and engagements, offering more complete reporting and tracking capabilities.

The default tab in Provider Settings has been updated. When a Coaching Provider Admin (CPA) accesses the Provider Settings, the Coaching Topics tab will now appear as the first and default tab.

Previous Behavior:

Previously, a warning message related to branding tabs would display first when accessing Provider Settings. This update ensures a smoother experience by eliminating the immediate pop-up of the warning message.

Shared Notes Between PMs and Coaches

We’ve introduced several new capabilities to streamline note sharing between Program Managers (PMs) and Coaches:

Shared Note Creation

Notes Filtering

Notes Delivery Notification

Coaches will also see an indicator on the My Notes tab to notify them when a new note has been shared.

This feature enables PMs and Coaches to easily exchange important information about clients and their engagements, ensuring that critical details are always at your fingertips.

Important client and engagement-related information is now stored on the platform, making it easily trackable and accessible for all parties involved.

We’ve also made updates to ensure that all no-show/missed events have accurate event dates:

These updates ensure that all event details are accurately captured, helping you maintain better records and avoid any discrepancies.

With accurate event tracking, you can confidently manage and analyze your engagements, ensuring that all activities are properly documented and accessible.

We’ve recently expanded our library with two new resource types: Podcasts and Paid Third-Party Tools. Each new resource type comes with its own distinct icon:

💡 Benefit:

💥 What's the Impact?

These updates improve the overall user experience by making it easier to discover and engage with the content that is most relevant to your needs. Whether you’re looking for insightful podcasts or essential third-party tools, these enhancements ensure a more intuitive and efficient library browsing experience.

Managing coaches just got a whole lot simpler! Provider Admins can now easily inactivate coaches. This means that all historical data is preserved when marking the Coach as "inactive" on the platform. No more juggling current engagements—focusing on what matters.

And the best part? Reactivating a Coach is just a click away.

Instantly secure access, preserve data integrity, maintain organization, and effortlessly reactivate coaches.

Program Managers and View-only Admins can now access the Resource Library. They can search and review resources effortlessly before assigning them to clients or coaches. Full visibility equals better program management!

With expanded access to the Resource Library, Program Managers can now easily find the perfect materials to support their clients and coaches. This streamlined process saves time and ensures they always have the best resources at their fingertips.

Full access to the Resource Library enhances program efficiency. It allows Program Managers to make informed decisions about resource allocation, leading to improved program outcomes and client satisfaction. Better management, better results!

Ever wondered how many events match your search? Wonder no more! We’ve added a total count to the Events Dashboard—quick, clear, and oh-so-convenient.

The new total event count feature makes it easier than ever to see the exact number of events that match your search criteria. This clarity allows you to quickly assess the scope of your activities and stay on top of event management with ease.

Having a total event count on the dashboard provides instant insights into your event data, enabling better planning and resource allocation. This enhancement leads to more efficient event management, saving you time and helping you make data-driven decisions.

When a coach schedules or reschedules a meeting using Direct Scheduling, the video conference URL is now displayed in the meeting details.

With the video conference URL readily available in the meeting details, joining meetings has never been easier. Coaches and clients can effortlessly connect to their sessions without searching for links, ensuring a smoother experience.

This feature makes everything related to a meeting accessible from one platform, acting as a one-stop shop. It simplifies joining meetings, reduces the risk of missed calls.

We've made significant improvements to how Zoom accounts integrate with our platform. Coaches who support multiple providers and use different login credentials for each can now link a single Zoom account across all their platform accounts. This update ensures seamless functionality and eliminates the issue of Zoom account disconnections when integrated with another platform account.

💡Benefit: This feature simplifies the management of Zoom meetings for coaches who operate under multiple providers. By allowing a single Zoom account to be used universally across different logins, coaches can maintain a seamless brand presence for each provider without the hassle of managing multiple Zoom accounts.

💥 What's the impact?

For coaches serving multiple providers with distinct domains, maintaining a unified professional identity is essential. Previously, managing separate Zoom accounts for each domain could disrupt this uniformity. Now, coaches can utilize one Zoom account for all their sessions across different providers, ensuring a consistent and professional experience for their clients.

In our ongoing commitment to data security, we have updated the permissions for Coaching Provider Administrators (CPAs). CPAs can no longer change the name or email address of users who exist in multiple providers. Users will now need to update their own personal information. However, CPAs can still send password resets or delete users if necessary.

💡Benefit: This update significantly enhances the security of our platform by preventing unauthorized access to administrative privileges. The ability for a CPA to inadvertently or maliciously gain Super Admin status by manipulating user details has been eliminated.

💥 What's the impact? This change addresses a critical security vulnerability where a CPA could potentially elevate its privileges to that of a Super Admin. By closing this loophole, we ensure that our platform remains secure and that the integrity of user data is upheld across all accounts.

Admin users can now utilize custom fields as filters on the Events Dashboard. This new capability allows them to:

💡 Benefits: This enhancement offers greater flexibility and precision in searching for specific events. It eliminates the need to download and manually sort through dashboard data to locate specific coach or program information related to custom fields

💥 What's the Impact? Many of our customers use custom fields as key identifiers that integrate with data in other systems. With the ability to filter directly on the dashboard, Admins save time and improve the efficiency of event management.

For clients in the decision-making process between proposed coaches, we've made scheduling an introductory call much more prominent! Now, clients won't miss the opportunity to connect with a potential coach.

With the integration of surveys, you have the capability to categorize them as either Client surveys or Coach surveys. These surveys seamlessly become Events within your program, providing you with the opportunity to add a new layer to your feedback processes by tailoring surveys specifically for your coaching team.

These surveys seamlessly integrate as Events within the program, offering the Administrators the opportunity to add a new layer to their feedback processes by specifically tailoring surveys for Coaches.

We are thrilled to introduce the implementation of 508 compliance in our client and sponsor user interfaces, ensuring accessibility for users with disabilities. This compliance involves the addition of IDs and labels to form inputs, as well as the incorporation of ARIA attributes to facilitate seamless interaction with screen readers and other accessibility tools.

For the majority of users, there will be no visible changes. However, individuals relying on accessibility tools, such as screen readers, will experience improved usability and a more inclusive platform.

This update aligns our platform with the accessibility requirements mandated by companies and organizations, particularly meeting the standards set by the federal government. By ensuring 508 compliance, we demonstrate our commitment to inclusivity and accessibility, making our platform accessible to a wider audience.

We are implementing an enhancement to our platform's cancellation and rescheduling policy. With this update, clients will no longer be able to cancel or reschedule within the window defined on the program. While they will receive a warning, the system will now strictly enforce this policy. Coaches retain the ability to reopen meetings for rescheduling. This update will introduce a change to the current user experience. Clients will notice a stricter adherence to the cancellation and rescheduling window policy.

The stricter functionality aligns more closely with the expectations of coaches, program managers, and clients when a cancel/reschedule window is in place for a program. This change aims to streamline the process and align it with user expectations.

This adjustment reduces confusion about what actions are allowed during the cancellation/rescheduling window, providing a more transparent and intuitive user experience.

The client interface is getting a facelift, featuring "Engagements" in the left-hand navigation bar and tabs for "Get Started – Events - Goals – Assignments - History - Messages - My Notes".

🔄 Benefit: Clients effortlessly traverse through various engagements with crystal-clear navigation. This provides flexibility for clients managing different engagements, whether they are in the process of changing coaches or balancing both group and individual coaching programs.

Clients can now be in the same program twice, with different coaches.

📈 Benefit: Seamlessly switch coaches for clients while they remain within the same program. This ensures streamlined program management and reporting, particularly during coaching transitions.

Coaches can now see the clients who didn't select them, gaining a comprehensive view of their proposed history.

🧐 Benefit: Coaches gain a sharper understanding of client choices.

Extra functionalities have been introduced to address specific requirements for 508 compliance. Now, users have the ability to employ the 'ESC' key to efficiently close pop-up windows.
Additionally, when Administrators configure color palette settings, the system will provide warnings if the selected colors fail to meet the necessary contrast levels outlined in the 508 compliance guidelines. These enhancements ensure a more accessible and inclusive user experience for all.

♿ Benefit: Users with visual impairments will experience improved screen visibility, and individuals unable to use a mouse will navigate more effectively. This feature ensures compliance with accessibility guidelines.

Now, you have the power to grant your clients full access to our extensive resource library! At the program level, Program Managers can open the library for clients to explore at their leisure. No more limitations - they can search and discover their own learning materials.

Benefit:✅ Clients can have access to the full library to search for their own learning materials. This is a game-changer for providing tailored resources to your clients.

Flexibility is key, and we're giving you more of it. You can now mark 1:1 and group meetings as visible or hidden to clients. This feature ensures that non-client-related activities, such as stakeholder interviews, can be included in the program without clients scheduling them. It's all about tailoring the platform to your unique program needs.

Benefit: 🔑 Provides more flexibility for different types of programs to be set up in the platform, catering to unique needs.

We've gone global with phone numbers! All phone numbers will now include their respective country codes, with U.S. codes defaulting to +1. International coaches and clients will have improved phone number data, making global communication seamless.

Benefit: 🌎 International coaches and clients will have better phone number data, making global communication seamless.

In addition to the pie chart, both Admins and Program Managers can now access a detailed list of coaching topics, including their categories, descriptions, and usage frequency. This data can be exported to a CSV file, offering more insights into what's happening in coaching engagements, not just the top 10 topics.

Benefit: 📊More flexibility to see what's happening in coaching engagements, including insights beyond the top 10 topics.

When logging in, users will begin by entering their email address, and they'll then be seamlessly routed to the appropriate place to enter their password based on their authentication method.

Benefit: 🚀 This enhancement ensures the utmost confidentiality for our valued customers. The login process is now more secure and personalized.

Your coaching calendar just got smarter! We've added prominent alerts for misconfigurations, unmarked days, and timezone discrepancies. With better information at their fingertips, coaches can manage their calendar integrations more effectively, boosting their confidence in the platform.

Benefit: 📅 Coaches will have better information to manage their calendar integrations, leading to increased confidence in the platform.

Your coaching topic data is now even more secure. The coaching topics pie chart will only be visible to Project Managers if at least three clients contribute data. This level of anonymity opens the door to real-time access for sponsors, providing valuable insights into coaching topics.

Benefit: 🔒 Will provide sponsors with real-time access to coaching topic data, ensuring data security.

Your coaching calendar just got smarter! We've added prominent alerts for misconfigurations, unmarked days, and timezone discrepancies. With better information at their fingertips, coaches can manage their calendar integrations more effectively, boosting their confidence in the platform.

Benefit: 📅 Coaches will have better information to manage their calendar integrations, leading to increased confidence in the platform.

We've taken accessibility seriously. Our client and sponsor user interface is now 508 compliant. We've improved screen reader compatibility, increased text size, and ensured the app is usable at 150% zoom. These changes make our platform more accessible and user-friendly.

Benefit: ♿ Our 508-compliant interface ensures that individuals with accessibility needs can navigate our platform effortlessly, promoting inclusivity and expanding our user base.

Program Managers can now enrich their program notes by seamlessly attaching files alongside text input.

Benefit: 📦 This functionality enables the sharing of externally formatted documents that cannot be easily copied and pasted into text, streamlining collaboration among Program Managers.

Program Managers gain the ability to choose whether they wish to notify the Coach, Client, and/or other Program Managers when an update to an engagement has taken place.

Benefit: 🤝 This enhancement fosters improved coordination among stakeholders when changes are made to engagements. Programs can now be more seamlessly administered, ensuring smoother operations and communication.

An awesome update: Admins now have the option of a view-only permission set within the platform.

Benefit: 🔒👁️ Keep a watchful eye! Those with a need to stay informed across programs, like Finance Professionals and Program Manager's supervisors, can now access information without the ability to make changes. By restricting access appropriately, we minimize the risk of unauthorized alterations, promoting data integrity and security.

A game-changer: Program Managers gain the ability to add, re-order, and delete meetings within individual Engagements within a Program. Administrators now grant these permissions in "Settings."

Benefit: 🔄💪 A monumental leap! Program Managers now have the power to swiftly make these crucial changes themselves, eliminating the need to involve coaches. Enjoy unprecedented flexibility as you adapt to evolving program dynamics, streamlining the engagement management process.

A subtle yet impactful tweak: Renaming the coach bio section from "Title" to "Headline."

Benefit: 🔄🔍 Enhanced clarity! This change better aligns with the section's purpose and making coach profiles distinct, reflecting their individuality and expertise more accurately.

An enlightening addition: Clarifying to coaches that meeting titles and dates/times are not confidential.

Benefit: 📆🕵️ Illuminating transparency! Coaches gain a clear understanding of what information can be viewed by Program Managers. This addition enhances coaches' trust in the system, reducing uncertainties and ensuring transparency in event management.

Seamless integration: The no-show confirmation screen now includes a handy link to contact the Program Manager.

Benefit: 🚀💸Simplifying assistance! Coaches can easily seek help if they spot discrepancies. By providing quick access to program managers, this update streamlines communication.

The "Resource Topics" on the right-hand column bids adieu, removing links to resources sharing similar themes to the current one.

Benefit: 🔄🔗 Simplification, redefined! By clearing away the old path, we usher in a new era of resource exploration that revolves around an advanced search method, reducing topic reliance.

So What? 🔍🧠 Untangle the search web! Our intelligent search algorithm now has a clear runway, no longer hindered by outdated taxonomy. A fresh chapter in resource discovery awaits.

The message urging coaches to set up profiles and scheduling has been gracefully retired, in tune with the ongoing onboarding journey through Intercom.

Benefit: 🔄🧭 Onboarding clarity, perfected! As coaches embark on their journey through Intercom, confusion fades, and questions dwindle.

So What? 🚀💬 Smooth sailing ahead! The path to onboarding clarity is paved, reducing support inquiries and fostering seamless progress for coaches.

A strategic enhancement: Altering the coach's meeting completion screen to read "Email a copy of this note to [client name]," replacing the generic version.

Benefit: 🚀📝 Adding a personal touch! By incorporating the client's name, coaches gain more certainty before sending out confidential notes.

So What? 🔐🕊️ Fortifying security protocols! This alteration is a final verification step, ensuring the right notes reach the correct client and confidentiality remains intact.

Program Managers will now find a new tool on the program Settings tab, granting the option to bar coaches from altering meeting titles.

Benefit: ⚙️🔐 Heightened control, maximized! With this additional layer of flexibility, PMs wield the power to ensure the accuracy of information passed down the line.

So What? 🔄📊 Unshakable accuracy! By solidifying the meeting titles, downstream systems can trust the data's consistency, fostering a seamless flow of information.

Additional filtering options have been added for Sponsors, including “Date Client Registered”, “Date Coach Selection Unlocked”, and “Date Coach Selected”.

Benefit: 🔍 Empowering precision! Sponsors now wield an expanded array of filtering options, seeing data such as "Date Client Registered," "Date Coach Selection Unlocked," and "Date Coach Selected."

So What? 📈 Elevated usability at your fingertips! By arming sponsors with additional filtering tools, they seamlessly navigate through engagements.

Safari makes a return as a supported browser.

Benefit: 📱Unlock seamless access! Safari devotees, including those on tablets and iPhones where Safari is set as a default, regain the gateway to enter the platform through their preferred browser effortlessly.

So What? 🌟 Igniting the spark once more! Though Safari was temporarily dimmed due to past hiccups and a mistaken assumption about its popularity, its resurgence emerged as a vital lifeline for Optify mobile users.

Sponsors now download dashboard data, mirroring the prowess of Project Managers (PMs), all within a convenient CSV file.

Benefit: ⚡ Forge a direct connection! Sponsors wield direct access to the treasure trove of platform data, enabling them to harness insights easily.

So What? 📊 Unleash analytical prowess! Especially for sponsors overseeing larger clientele, this empowerment opens doors to comprehensive coaching data analysis.

Whenever coaches tag a meeting as a no-show or cancellation, a tailor-made confirmation screen springs to life - akin to the one after completing engagements.

Benefit: 🤝 Your canvas, your rules! The Control Panel Administrator (CPA) holds the reins, toggling the screen's presence in Settings and curating the text with cleverly incorporated variables.

So What? 🔄 This solution grants customers the liberty to fashion messages about payment policies or any other crucial needs, enhancing clarity in coach-client exchanges. No more communication hiccups, no more legal loose ends. Smooth sailing in every interaction.

The coach will no longer see the prompt to integrate their calendar on their Events list page if they have direct scheduling connected.

If a coach's link to their video conferencing tool falters, an instant email alert will come to the rescue.

Benefit: ⚙️ Smooth sailing all the way! By promptly notifying coaches of any disruptions, we ensure clients never face a hiccup accessing their dedicated video tools.

So What? 🔍 Nip issues in the bud! This proactive measure swiftly tackles video glitches before they have the chance to impact clients, ensuring seamless and uninterrupted coaching interactions. A safety net for client satisfaction.

Revolutionizing the scheduling game: now, when setting up a meeting, both the coach and client hold the reins to pick their preferred video conferencing platform from a selection of integrated options.

Benefit: 🔄 Elevating scheduling to an art! Seamlessly cater to diverse coaching scenarios with the flexibility to choose the perfect video conferencing solution that suits everyone's needs.

So What? 💻 Custom-made video experiences! Coaches effortlessly align with their clients' conferencing preferences, ensuring meetings are held in a way that syncs perfectly with each client's video comfort zone. Bridging the conferencing gap, one choice at a time.

The Engagements dashboard got a serious boost, supercharging its performance, especially when dealing with hefty data loads.

Benefit: ⏱️⚡ Witness the speed! The screen zips through tasks, slashing response times from a sluggish 3 - 10 seconds to lightning-fast sub-second intervals.

So What? ⚙️🔒 Say farewell to data dilemmas! By maximizing dashboard efficiency, we're not just preventing hiccups but safeguarding against potential data traffic jams that could have caused major disruptions. Smooth sailing, even with the most extensive datasets!

📅 Calendar Integration: Empower your coaches to sync their calendars directly within Optify. This ensures accurate availability and allows clients to access their coach's schedule, promoting a synchronized and hassle-free process.

🛠️ Provider Admin Empowerment: Take control of scheduling options. Provider Admins can customize the availability tools coaches can use, ensuring alignment with your operational preferences.

🎯 Designated Booking Calendars: Coaches will have the flexibility to specify where meetings should be booked. With this feature, your team can have more control over scheduling while optimizing each coach's unique preferences.

💻 Streamlined Video Conferencing: We understand the importance of smooth communication. Coaches can now integrate their preferred video conferencing tools into meeting invites, eliminating any potential technical barriers.

⏰ Customizable Scheduling Preferences: Tailor scheduling to their needs. Coaches can set their preferred meeting hours and buffer times, ensuring an organized and productive workflow.

💌 Automated Meeting Invitations: Simplify the process further with automated meeting invites. Coaches and Clients can schedule meetings, access their calendars, and effortlessly send out invites - all within the Optify platform.

🔄 Flexible Rescheduling and Cancellation: Changes in plans are inevitable. Coaches and clients can reschedule or cancel meetings seamlessly through Optify, promoting adaptability.

📞 Fit Calls Made Effortless: Fit calls can now be scheduled through Optify, and upcoming meetings are conveniently tracked in one place.

🔍 Administrator Insights: Gain valuable visibility into providers' scheduling options. Stay informed about the tools your team is utilizing for enhanced coordination.

🏆 The Ultimate Benefit: Enjoy streamlined scheduling without the need for additional tools. This translates to cost savings and a more efficient workflow for your Coaching ProvidersCoaching Provider Admins can see which coaches have calendars integrated.

Coaches are now able to see program and engagement custom fields on their program overview when the toggle for coach visibility of that field is set “on.”

Benefit: 🔄🤝 Unlock a new realm of collaboration! Program Managers can seamlessly communicate program-specific details, such as coach fees, directly to coaches via custom fields on their overview.

So What? 🤝🗂️ Say goodbye to confusion! With a unified hub for crucial intel, coaches and program managers sync effortlessly, ensuring crystal-clear communication and minimizing any room for misinterpretation.

Now, along with a coach's upcoming meetings, we've added the eagerly awaited scheduled fit calls.

Benefit: 🔄 Coaches can now seamlessly gear up for all their engagements in a single spot, ensuring they're ready for both coaching sessions and fit calls. No detail escapes their notice!

So What? 📊✨ With this upgrade, coaches will elevate their readiness for fit calls, making each interaction a resounding success.

When a meeting lingers within the cancellation timeframe or sails past its scheduled time, coaches will have a "Clear Scheduling" option.

Benefit: ✨ Streamlined empowerment! Bid farewell to the hassle. Coaches can now swiftly whisk away a meeting from the calendar, paving the way for clients to swoop in and reschedule their slot as needed.

So What? 🔄 Wave goodbye to complexity! In a seamless stroke, coaches can now graciously accommodate rescheduling wishes. The days of navigating within meetings to adjust timings are over, making client-centered scheduling a breeze.

📊 Expanded Summary Stats

To save you time and effort in reporting to customers, we've added important summary statistics to the engagements export file:

1️⃣ Sessions Completed: Track participant session completion.

2️⃣ % Sessions Completed: Get a quick overview of participant progress.

3️⃣ Sessions Scheduled: Stay informed about the total number of scheduled sessions.

4️⃣ % Sessions Scheduled: Assess participant scheduling dedication.

5️⃣ Sessions Canceled/No-Showed: Understand attendance patterns.

6️⃣ % Sessions Canceled/No-Showed: Gain insights into cancelations and no-shows.

7️⃣ Sessions Remaining: Monitor participant progress.

8️⃣ % Sessions Remaining: Visualize remaining sessions.

🔑 Benefit:

Save time by accessing these essential statistics directly in the engagements dashboard export. No manual calculations required!

⌛ So What?

With this feature enhancement, reporting to customers becomes a breeze. Make data-driven decisions effortlessly.

📝 Change in coach

When a program ends early, you now have the option to select "Change in Coach" as the reason. This addition ensures that you have a dedicated reason code specifically tailored to capture instances where engagements conclude early due to a change in the coach.

🔑 Benefit:

With the inclusion of the "Change in Coach" reason code, you gain invaluable visibility into the occurrences of such situations. By accurately documenting these instances, you can now monitor and analyze the impact of coach changes on engagements with ease.

⌛ So What?

With this enhanced visibility, you can better understand the dynamics at play and make informed decisions. By having a comprehensive overview of why engagements end early, you can identify patterns, optimize your coaching resources, and take proactive measures to ensure smooth transitions and continued success.

You can now create custom fields that can be selectively shown or hidden on the coach and client views of the program overview. This means that as a Program Manager, you have full control over which fields are visible to coaches and clients, ensuring that each audience sees the relevant information for their specific needs.

🔑 Benefit:

By enabling the inclusion/exclusion of custom fields based on audience, we provide you with the flexibility to determine who should see what. This empowers you to customize the platform to align with your business rules and processes. For example, you can now choose to share pay rate information exclusively with coaches, ensuring sensitive data remains confidential from clients. This level of customization enhances privacy, security, and collaboration within your program engagements.

⌛ So What?

This feature enhancement enables you to tailor the platform to your specific requirements. Ultimately, it allows you to maximize the value and efficiency of your engagements.

📝 Cancelation policy added to client overview

We have implemented a cancelation policy in the client overview section, ensuring that clients have easy access to the policy details. This feature allows you to define and communicate your cancelation guidelines effectively, ensuring that clients are aware of any restrictions or requirements regarding session scheduling changes.

🔑 Benefit:

The addition of the cancelation policy in the client overview brings a significant benefit by providing more transparency to clients. By clearly communicating the policy, clients will have a better understanding of the guidelines and limitations surrounding session cancelations. This empowers them to make informed decisions when scheduling sessions with their coach, reducing confusion and avoiding unnecessary questions or misunderstandings.

⌛ So What?

Clients will appreciate the transparency and will be empowered to make scheduling decisions that align with the policy.

Enhanced Event Data in Dashboard Export

We have added additional data to the events dashboard export, providing you with more detailed event information.

The following data fields have been added:

Benefit: The inclusion of this additional data in the events dashboard export greatly enhances the capturing of detailed event information. It brings several benefits, particularly for customers who rely on this data for invoicing or payment purposes.

Expanded Filtering Options in Engagements Dashboard

We have incorporated the following new date filters into the engagements dashboard:

Benefit: The addition of these new date filters in the engagements dashboard brings you enhanced flexibility in organizing and viewing engagements that meet specific criteria. By utilizing these filters, Program Managers can streamline their workflows and easily target engagements that require follow-up or immediate action. This feature empowers you to effectively manage engagements and ensure timely and efficient client-coach interactions.

Enhanced Visibility into Engagement Progress

We have introduced the ability to view additional dates by simply hovering over relevant buttons in the engagement interface.

The following key dates will now be accessible:

Benefit: The addition of these key dates, accessible through simple hover interactions, offers you more visibility into the progress of each engagement. This enhanced feature empowers Program Managers to better manage engagements and make informed decisions regarding follow-up actions. By knowing how long clients have been engaged in certain activities, you can strategically send reminders and ensure timely progress throughout the engagement lifecycle.

Enhanced Engagement Export with Key Dates

Additional dates into the engagement exports are now available:

Benefit: By including these key dates in the engagement export, we provide you with enhanced access to the progress of each engagement. This added functionality enables you to generate more robust back-end reports, allowing for detailed reporting on program status. You can provide sponsors with comprehensive and accurate information about the status and timeline of engagements, facilitating informed decision-making and program evaluation.

Launch Engagements for Unpaired Single Sign-On Clients without Invitation Email

The ability to launch engagements for clients who do not have a coach assigned to them has been added. This update streamlines the process of onboarding unpaired single sign-on clients, ensuring a smoother and more efficient workflow.

Benefit: The primary benefit of this feature is that single sign-on clients can now be launched seamlessly without the necessity of sending an email invitation from the platform. This enhancement mitigates potential confusion or misunderstandings that may arise from the receipt of an unnecessary invitation email.

E-mail notifications when a Program Manager is added
​Notifications that matter.

As of today, Program Managers will be promptly informed when they are added to a Program, ensuring everyone is aware and promptly notified of the Programs they are responsible for managing.

Filter by date event is marked complete
​Take control of your data.

Introducing the ability to filter events by the date an event was marked complete! With this exciting functionality, Program Managers, Administrators and Solo Coaches can easily retrieve event data completed within a specific date range for streamlined processing in downstream systems such as coach payments and client invoicing. Plus, the export file will include the completion date, providing additional flexibility in managing event data.

Export files now include “No-Shows.”
​Precise Program reporting.

With this enhancement, Program Managers, Administrators, and Solo Coaches can now experience unparalleled accuracy and complete data.

Previously, our export files displayed both completed meetings and no-shows as "complete," But now, we have made it easy for users to identify and track no-show meetings. In addition, our export files now clearly indicate which meetings were marked as no-shows, ensuring that your data is complete and reliable.

This update significantly impacts data accuracy, making program reporting much more straightforward and precise than ever before.

Custom Fields for Coach
​Capture, manage, and analyze critical coach information with ease.
​
With Custom Fields for Coach, administrators have the power to capture and manage critical information about their coaches that is unique to their organization and needs. From unique coach identifiers to skills, rates, availability, and more!

But that's not all - Custom Fields also allow administrators to control what information is visible to their coaches so sensitive data can be kept secure. And with Custom Fields included in dashboard exports, analyzing and integrating coach data into other systems becomes seamless and efficient.

Administrators can now easily manage the coaching pool and match coaches with clients based on their criteria.

Simplified User Invites
​Streamlined permissions management.

When an administrator invites a user, their permissions are automatically updated to include the new user type if they are already registered, eliminating the need for manual permission changes.

The administrator will experience less friction in adding users and changing permissions, making the process intuitive and swift.

Coach dashboard sorting and grouping
​Efficient engagement management for coaches.

Coaches can now sort and group their client engagement list on the dashboard by sponsor company, program, or status (in progress/completed). They can even choose to include or exclude completed engagements. Plus, the list is sorted alphabetically by the client's last name. So, as the number of clients grows, coaches can easily organize and locate their engagements!

New Tab for Settings in Program Design

Improved Program Navigation.

We've made it easier for Program Managers and Solo Coaches to configure their Programs by moving all the configuration settings out of the Overview and into a new tab called "Settings".

New Clients Interface

Seamlessly add new and existing clients to a Program.

It's now easier than ever to add new Clients to a Program! Program Managers and Solo Coaches will be able to spot immediately if a Client is a registered user once you add their e-mail address. If they are already registered, great - there will be no need to enter additional information. If they aren't registered, you can enter their name and organization info at that time.

Cancelation Policy Improvements

Enhanced User Experience.

Program Managers and Solo Coaches have the power to decide if their clients can reschedule meetings simply by turning the cancelation policy ‘on’ or ‘off.’ Moreover, they choose to set a custom number of hours before a meeting for the cancelation policy.

Coach Matching Sort

Quickly find clients for coach matching.

On the coach matching page, we've made it easier than ever for Program Managers to find the newest clients for coach matching. We've sorted the clients with the most recently added at the top, so you can find them quickly and easily!

Coach Meeting Completion Confirmation

Additional options when customizing your Programs.

Great news! We now have a new feature that allows coaches to easily confirm their meeting completion with a program-defined message appearing on-screen. This feature can be enabled if you need the meeting completion details for invoicing, payment, or other activities that require verification.

Sponsor Organization Update

We have updated the term “Sponsor Company” to “Sponsor Organization” throughout the platform, making your experience more intuitive.

Find the information you need - quickly and easily.

Solo Coach Providers now have a menu item: Dashboard. This section provides you with an Engagement dashboard, Events dashboard, and Coaching topics dashboard.

Easily differentiate sections of a Program.

Administrators and Program Managers can now see a toggle switch in the Program view. They are able to toggle between “Program Design and “Program Management.” Program Design gives them access to the menu options that are accessed during the design phase: Overview - Events - Resources - Coaching Topics - and Questionnaires. When they toggle to “Program Management, they see menu options related to managing ongoing programs: Clients - Coaches - Pairing - Sponsors - Notes.

The flexibility you need to manage and design your Programs.

We know that every Program can be different, and the ability to capture the right information from your clients is essential. As of today, the intake questionnaire can be turned on or off in the Program Overview. If the questionnaire is turned off, new clients in Programs will not see the option to complete a questionnaire as part of “Getting Started.”

In addition to the coaching provider being able to set the questions used in the questionnaire, those questions can be customized for each program in the Questionnaire tab of Program Design. Therefore, the coaching provider's questions will be available in each Program, but Program Managers can now delete and add new questions!

If a client is in more than one program, they can now answer questions for each program they enter.

In addition, in the Engagement views, where there is a status indicator for the intake questionnaire, Program Managers can now see the responses simply by clicking on the status checkmark.

Coaching Topics On The Goals Page
​More options for Clients.
​
We know that Coaching Topics can help identify organizational and individual strengths, development opportunities, and more. With that in mind, we’ve made Coaching Topics available to Clients when they create goals. As of today, both coaches and clients can add and maintain coaching topics in the goals section.

Make Coaching Topics Required - Or Not
​More Flexibility for Program Managers and Solo Coaches.

Program Managers and Solo Coaches can now set Coaching Topics as required - or not - in the Program Overview settings. When coaches mark a meeting complete, they must add at least one topic if the requirement is set.

Resend invites to Sponsors
​Broader User Options.

Program Managers and Solo Coaches can now re-send the invitation to Sponsors.

Manage Sponsor Account Information
​Increased Functionality.

Administrators and Solo Coaches can now manage Sponsor account information by sending a password reset, and updating the user’s name and email address.

Program-Level coaching topics
​Identify key coaching topics - by Program.

We know that every Program is different. With that in mind, we've significantly enhanced our Coaching Topics Feature! As of today, Program Managers can modify, delete, or add coaching topics to individual Programs, overriding the coaching provider's list of competencies.

Pie chart of Coaching Topics
​Richer Data and Reporting.

A new dashboard has been added to the platform to show coaching topics addressed in a program. A beautiful pie chart displays the percentage of times coaching topics were discussed in a meeting. Hovering over a competency in the pie chart brings up the description, making it easy for a Program Manager to see all competencies descriptions.

Events Dashboard for Coaches
​Event information at your fingertips.

Coaches now have access to an Events Dashboard. This is a great way to see completed events simultaneously. Filter options have been added to ensure coaches only see the information they need before downloading a CSV report.

Ability to Edit Coach Profiles
​Ensure consistency and define your company’s branding.

Administrators can now create, edit and manage their coaches’ profiles in Optify.

Upload Clients to a Program
​Take the manual work out of the Program setup.

Administrators and Program Managers now have access to upload a CSV file to each Program. This feature allows users to add several clients at once quickly.

Program Name Search
​Improved search options.

A Keyword Search option is available under the Programs page, allowing Administrators and Program Managers to search by Program Name.

Custom Fields in the Events Dashboard Export

Improved Reporting.

We’ve made an exciting update to the export file feature located on the Events dashboard. As of today, custom fields are now included on the Events dashboard export. This will help provide the information you need for coach payment and client invoicing.

Optional Fit Calls

More Options for Program Managers.

Fit calls are one powerful way coaches can have a strategic session with a potential client to help frame what the coaching session will look like. But we understand that sometimes they are not needed.

Moving forward, Program Managers can indicate if fit calls should be available to clients in a program. If fit calls are disabled, the option to schedule a fit call will be unavailable to a client when reviewing a coach’s profile. This setting is available when editing and creating a program in the overview.

Scheduling Improvements

More options for clients.

Clients of coaches who use Calendly can now schedule meetings in any order they want. There is a button available to schedule any upcoming appointments, not just the next one that is unscheduled.

Send surveys at any time

Get those surveys completed.

Surveys are important research methods used for collecting data about coaching engagements, and with that in mind, we are providing more options for our users! When Program Managers click on the three dots for an engagement, the Send Survey menu option will display all surveys for the engagement. The Program Manager can either initiate a survey or send a reminder at any time!

E-mail notification when a coach is not selected

Automated options for Program Managers

When creating or editing a Program, Program Managers can now indicate whether a coach receives an automatic notification when a client does not select them. If a client does not select a coach, an e-mail notification is sent to the coach, notifying them that they were not selected.

In this exciting and interactive session, our Customer Success Team discusses your requested platform improvements and other enhancements to meet your needs!

This virtual event contains industry trends, customer insights, and feature launches.

Originally recorded on October 13th, 2022

Competency Management
​Identify key coaching topics.

The Coaching Provider Settings has a new tab for Competencies. Through this tab, each Coaching Provider can establish their own list of competencies they’d like to report on. For each one, they can enter:

These competencies are used when coaches mark meetings complete to indicate the topic(s) of the meeting.

Coaching Topics View
​Improved efficiency and accessibility.

We’ve added a “Add Coaching Topics” button, which is displayed when a coach completes a meeting. It pulls up a list with three columns of the Coaching Provider’s competencies, arranged under the group headings. Hovering over a competency brings up the description for that competency, making it easy for a coach to see all competency’s descriptions.

Expanded Email Options
​Enhanced Communication.

Program Managers have more choices when e-mailing coaches and clients! As of today, the following options are available:

Admin Coach Dashboard
​Coach Utilization Rates - at your fingertips.

Looking for additional data on coach utilization? The improved Admin view of the Coach Dashboard includes new statistics, the number of times the coach was proposed for a client, and the number of times they were assigned to a client.

Improved Reporting
​The information you need, on demand.

Reports provide valuable insights such as information on completed meetings for your engagements, start and end dates, engagement statuses and more! With this release, the client e-mail is now included on the export file.

Group Meeting Attendance
​Added options for Program Managers.

Managing meeting attendance for group meetings has never been easier. A list of participants in the program will appear when the Program Manager clicks on “Attendance.” From there, there is an option to mark each person in attendance. If, by chance a coach has already marked attendance, this information will be noted for the Program Manager.

Email address on User List
​Improved Visibility.

Email addresses have been added to the User List, making it easier to ensure that the user’s email address was entered correctly.

Single Sign On (SSO)
​One login - Multiple Platforms.

In one of our most exciting updates yet, users are automatically redirected to a new, centralized login page! We also made the login available through our company website (www.optify.io)

If a user’s email address is associated with more than one coaching provider, they will be asked which coaching provider they want to log into, making it easy for users to log into their relevant platform!

Also, an Optify user whose email address is associated with more than one coaching provider will have the option to “Switch Providers” right from the platform!

Custom Fields on Programs
​The information you need - in the right places.

When setting up a program, the Admin or Program Manager will have the option to add as many custom fields as they’d like.

The new custom fields are labeled as Title and Value. The Title describes what the field is, such as “Purchase Order Number,” and the Value is the field's value for that program, such as the actual purchase order number.

Also, the custom fields can be edited at the Engagement Level within a Program!

The custom field details will be included in the export files of Meeting Details and Progress Summary. This feature is extremely beneficial when there is a need to connect the program in Optify with a program in another Financial, ERP, or Sales system.

Reporting Improvements

The Meeting Details export file now includes clients' email addresses.

Meeting rescheduling
​The flexibility you need to manage your engagements.

Coaches can Edit, Reschedule or Cancel meetings right from the Events tab on the coach dashboard.

Questionnaire notification improvements
​Get notified!

Moving forward, the Program Manager and the assigned Coach are notified via e-mail when the client completes their intake questionnaire.

Communicating with an “off-line client.”
​Miscommunication Prevented.

When a coach tries to send an email to an off-line client (one who hasn’t registered), they will be reminded that the client hasn’t registered. This feature prevents confusion and miscommunication, ensuring that off-line clients do not receive messages from the platform.

*Clicking OK sends an e-mail to the unregistered client.

Preferred Contact
​Know the best way to contact your clients.

When a client sets up their profile, they now have the option to enter the best way to contact them.

This information will also appear to the coach when viewing their client's profile.

In this exciting and interactive session, our Customer Success Team discusses your requested platform improvements and other enhancements to meet your needs!

This virtual event contains industry trends, customer insights, and feature launches.

Originally recorded on August 4th, 2022

Coach Dashboard
​Information at a glance.

With this release, coaches can see a comprehensive dashboard with three tabs containing all information needed to plan their day, week, or month!!

Engagements: Provides a comprehensive view of onboarding status and bubble dots to show engagement progress and end date.

Proposed: All proposed clients be displayed.

Upcoming meetings - Coaches can now see a list of all their upcoming meetings!

Titles on History Notes
​Titles matter.

Coaches and clients can now enter a title for their notes, helping them to call out major themes or topics.The importance of a title becomes even more evident when you consider that a short, one-line description may be a great way to begin a strong connection!

E-mail signature

Email notifications now have the coach's name in the signature line, not the coaching provider's name.
​

Send Registration Reminders

Optify now lets you know whether a user has registered on the platform! After the client has been invited to a program, you as a coach can resend a registration reminder at any time.

Upload Multiple Files

Add multiple files to Resources.

Using resources throughout an engagement effectively introduces clients to new concepts or cement learning from coaching. This exciting update allows Program Managers and Coaches with Resource Library permissions to expand a specific resource content, keeping all this vital information in one place. As of today, Optify supports the attachment of multiple files to a Resource, which can be assigned directly to Clients or a Program.

Coach Availability

Transparency in one click.

We know it can be challenging to communicate your availability as a Coach across the board, especially when your schedule is full. Maybe you will take a vacation or be unavailable to work with new clients for a bit. As a Program Manager, we also know that it can be challenging to figure out whether a coach is available before assigning them to a Program. This enhancement allows coaches to list themselves as unavailable, allowing Program Managers to clearly see this when adding or pairing a Coach to a Program.

Also, Program Managers can see whether a Coach is unavailable when reviewing the Coach Dashboard.

Deleting User Notification

Prevent data loss.

When a user is deleted by an Administrator, the system will display a pop-up message letting them know of the implications, displaying all the information we have for that user. As an example, if a coach is deleted, the system will inform the Administrator of the Engagements that that coach is assigned to, keeping them from losing important data about an Engagement.

Some clients are not going to use technology and yet you as a coach desire to keep a container of information on the client, such as goals, notes, and meeting history, and you as an administrator desire to keep the dashboard of engagement status to track and run your growing business. This new feature ensures coaches can keep all notes and meeting history, but without requiring the client to be on the Optify platform. Coaches can still use the platform to send those communications directly to the unregistered client if they wish. The client will receive an email and can register and log in at that time.

Survey Reminders
​Get those surveys completed.

Facing the issue of clients who are slow to complete a survey assignment? Program managers can now send a reminder to a client. If there are several surveys outstanding, program managers will be prompted to select which of the incomplete surveys to remind the client to complete.

Coaches Tab
​Keep tabs on your coaches.

Program Manager Dashboards now have a Coaches tab. This new enhancement for program managers provides a single, sortable view of all coaches - complete with stats such as: number of clients with whom each coach is working, number of clients with whom each coach has completed work, as well as each coach's selection rate.

International Phone Numbers
​Go global.

Users may now enter international phone numbers on their profile.

Calendly Integration

Coaches using ScheduleOnce now have the opportunity to connect with a Calendly account.

With its broad features, customer support, and scheduling reliability, Calendly offers an outstanding scheduling software for your clients, and we are delighted to provide this solution to Optify platform users!

Completing an assignment notification

Get Notified!

We know that a major benefit of notifications is that they provide a direct engagement channel that increases retention. Optify now notifies coaches when a client completes an assignment. The coach receives an automatic message via email letting them know the assignment has been completed. Also, when a client or coach adds Notes in History, they can click a box to email the note to each other.

Bookmark option

Quick access to your Optify Platform

Bookmarks can make a difference by helping users access their favorite sites quickly and seamlessly. With this in mind, Optify users are prompted to bookmark the site the first time they log in with a browser. This feature makes it easy for users to return to the site anytime they wish.