Automating notifications for engagements in Coaching.com can save you time and ensure that both you and your clients stay on track with scheduled sessions, program tasks, and deadlines. By setting up automated reminders and notifications, you streamline communication, reduce the risk of missed sessions, and keep everyone accountable throughout the coaching process.
Benefits:
Ensures timely communication between coaches and coachees.
Reduces manual tasks and reminders.
Keeps clients engaged with personalized notifications.
Increases efficiency in managing engagements.
Who this is for: This feature is ideal for coaches, program managers, or administrators who oversee multiple client engagements and want to streamline program management through automation.
Prerequisites:
Before automating notifications for engagements, ensure the following:
You have Admin access to a Premium or Enterprise Software Account.
Your engagement template or individual engagement is already set up.
Terms:
Engagement Template: A reusable framework for structuring coaching engagements, including predefined sessions, forms, and tasks.
Program Item: A component of the engagement, such as a session, form, or task.
Automation: Automatically sending notifications or reminders for program items at a specific time or based on certain conditions.
Fixed Date: A scheduled date on which notifications are sent.
Relative Date: Notifications that are sent based on the completion of a previous program item.
Reminder: A notification sent ahead of a scheduled program item to keep participants informed.
Step-by-Step Instructions
Step 1: Set Up Automation at the Engagement Template Level
Login as an Admin in Coaching.com.
Go to the Engagement Template you wish to automate.
Select a Program Item (e.g., group coaching session, form, or task).
Click the Automation button located on the right side of the middle pane.
Adjust the following settings:
Subject Line: Customize the email subject.
Custom Message: Add a personalized message to the notification.
Automation Type: Select Fixed Date or Relative to Previous Program Item.
Reminders: Enable automatic reminders if needed.
Save your settings.
Note: Automation can be set to trigger at least 1 minute after the previous program item has been completed or when the engagement starts.
Step 2: Activate Automation for an Individual Engagement
Navigate to the Engagement you want to modify.
Select a Program Item from the engagement list.
Click the ⋮ (three-dot menu) on the right corner of the middle pane.
Select Automation Settings from the dropdown menu.
Adjust the settings as you would for the engagement template level (subject line, message, type of automation, reminders).
Save your changes.
Note: Changes made at the engagement level will only apply to that specific engagement and not affect other engagements using the same template.
Tips & Best Practices
Use Custom Messages: Personalizing your notifications increases engagement and ensures clients feel connected to the process.
Set Reminders for Key Sessions: Automate reminders before important sessions to ensure clients are prepared.
Test Automation Settings: Run a test engagement to make sure automation is functioning as expected before rolling it out to all clients.
Troubleshooting
Duplicate Notifications: If you encounter duplicate notifications in a client’s calendar, check your calendar sync settings to ensure no duplicate entries are being created from other sources.
Automation Not Triggering: If automation does not trigger, ensure that all previous program items are marked as complete and that automation is set up correctly.
Reminder Frequency: If reminders are sent too frequently, double-check the settings for each program item and ensure they’re set at appropriate intervals.
For further help, visit Coaching.com’s Help Center.