Coachee Notifications: A Quick & Easy Guide 🚀
This article will summarise all of the communications from the Coaching.com platform to the user receiving coaching from your organisation - referred to as the Coachee.
If you are in the process of building your user journey, or want to refine any existing messaging on the platform - this guide is for you!
🌟 Why Does This Matter?
As a system admin, your job is to make sure coachees get the right notifications—without overwhelming them.
Customizing these alerts leads to:
✅ Better Engagement – Keep coachees in the loop without flooding their inbox.
✅ Fewer Missed Sessions – Timely reminders mean fewer no-shows.
✅ Less Manual Work – Automate updates regularly across programs.
Important note: This article will assume that your coachees will be active in the Coaching.com platform.
Before You Start: Key Requirements
✅ Admin access to Coaching.com
✅ A game plan for your org’s notification strategy
🎓 Who Should Read?
This guide is for Global and Location Administrators managing notifications in Coaching.com. Need more details on admin roles? Check this out.
💡 Notification Types & Customisation Options
Each notification falls into one of these categories:
🟢 Fully Customizable – You can tweak the entire message.
🟡 Partly Customizable – Some parts are fixed, but you can edit key sections.
🔴 Non-Customizable – Standard Coaching.com messages that can’t be changed.
You’ll also see these labels:
📩 Required – Sent automatically to all coachees.
🔕 Optional – You can turn these on or off.
1. Creating an Account
🔴 Non-Customisable
📩 Required
Sent when a coachee is invited to Coaching.com.
Allows user to set up their account.
Shows the inviter’s name (so they know who to thank 😉).
2. Launching an Engagement
Once a Coachee has been invited to the system, the next step is to put them into an engagement to start their coaching journey.
There are several considerations here, depending on the type of engagement you are using.
2a. Engagement Activation
🔴 Non-Customisable
📩 Required
Sent when an engagement is activated.
Includes coach name and login link.
2b. Welcome Email
🟢 Fully Customisable
🔕 Optional
Fully customizable in Engagement Template settings.
Is sent out in addition to the Engagement Activation email above
Include a warm welcome email to get coachees pumped!
2c. Coach Matching Activation
🟡 Partly Customisable
📩 Required (if using Coach Matching)
Sent when a Coach Matching engagement is activated
You’ll find the customisation option by going to your Coach Matching Settings
The inviter's name is shown here too!
3. Coach Matching Chemistry Calls
🟢 Fully Customisable
🔕Optional
Sends a calendar invite to both coachee & coach.
You’ll find the customisation option by going to your Coach Matching Settings
You can customize title & description (so it doesn’t sound robotic 🤖).
4. Engagement Lifecycle
There are a number of possible notifications that can trigger on a coachees' journey through an engagement.
4a. Program Items
🟡 Partly Customisable
📩 Required
Can be sent for each individual step in engagements.
Customizable via Engagement Templates or Engagements tab by accessing Automation
In this example, we’ll use a task program item:
4b. Session Scheduling
🟡 Partly Customisable
📩 Required
Sent when a session is booked.
Name and description here matches the Session title and description in the Engagement
Includes date, time, attendees, and details (no excuses for “I forgot”!).
5. Off-Track Notifications
🔵 Non-Customisable
🔕 Optional
Auto-sent if no sessions are scheduled within a set timeframe (e.g., 2 weeks).
Name of the coach will appear
A little nudge to keep coachees moving forward. 🚀
Can be turned on or off from your Engagement Template Settings
🔥 Pro Tips
✅ Start with Templates – Set up notifications before launching coachees.
✅ Test First – Create a test account to preview emails before rolling them out.
❓ Need Help?
Still have questions? Reach out via the Coaching.com platform or email [email protected]. We’re happy to help!
🎯 Final Thoughts
Coaching.com gives you plenty of ways to tailor the coachee experience. Use this guide to fine-tune notifications and make engagement effortless for everyone! 🚀