Table of Contents
Overview
The "Replace a Coach" feature enables organizations to seamlessly manage coach transitions within one-on-one engagements. There are many situations where replacing a coach during an engagement is necessary. Without this feature, organizations would need to create entirely new engagements, causing disruption for the client and generating significant administrative work.
Coachee Benefit: The coachee experiences a smooth transition with minimal disruption. They receive a notification about the coach replacement, can easily view the new coach within the platform, and can promptly begin communicating with them to schedule new sessions, ensuring continuity in their coaching journey.
This document outlines the simple process for replacing a coach in a one-on-one engagement and explains the impact on the replaced coach, the new coach, and the coachee.
Replacing a Coach in an Engagement
A one-on-one engagement involves a coach and a coachee, with the coach selected either through coach matching or manually by an administrator. A new option to replace the coach is available at the top of the engagement page, next to the coach’s avatar. Clicking the caret icon beside the coach’s name initiates the "Replace a Coach" workflow.
Simply click the caret icon, and a small pop-up will appear with the option "Replace a Coach." Clicking this button starts the process. Upon selecting "Replace a Coach," a dialog box will appear, explaining the impact of this action. Replacing a coach may affect upcoming sessions, assigned tasks, and access to the engagement.
The 'Learn More' link shown in the dialog directs back to this article. The section below, 'What to Expect When Replacing a Coach', outlines all the business rules applied to the engagement, details changes in access, and provides information related to sessions, tasks, and more.
After clicking the Next button, the Coach Selection dialog will appear. Simply select the new coach and press Save..
After pressing Save, the coach replacement will be processed. A confirmation dialog will then appear, confirming the change:
This completes the workflow for changing a coach. Please refer to the next section for detailed information on all the changes associated with this feature.
Upon removal from the engagement, the coach being replaced:
Will no longer have access to the engagement.
Upcoming scheduled sessions will return to unscheduled status. The coach, coachee, and any additional attendees will receive cancellation notices. Session attributes such as themes, theme details, and action items will be reset. However, the session name, description, and comments will remain. Session notes will not be shared with the new coach.
Sessions marked complete, canceled, or scheduled in the past will remain unchanged. Only administrators and the coachee will have access to these sessions.
Will be unassigned from assignments that are not marked as completed, including those already sent. The “sent” status will be removed for any sent assignments.
Completed assignments will remain visible to those with permission, and may include the new coach if the assignment template was set to ‘Coach’.
Resources uploaded by the replaced coach will only be visible to individuals with whom the resources were originally shared.
The coach’s billing approach will be removed from the engagement (if applicable).
Will stop receiving notifications and reminders related to this engagement.
Will appear as the coach for completed or canceled sessions in reports.
Will no longer appear as the coach for the active engagement or in other reports.
Will remain as an editor or viewer of the engagement only if explicitly assigned after the engagement was launched. If the coach was assigned as editor/viewer via template settings, they will be removed, and the new coach will assume that role.
Upon being added to the engagement, the new coach:
Will be assigned as the coach for the engagement.
Will receive a notification about the new coaching engagement.
Will be assigned as the coach for any unscheduled sessions.
Will not have access to session notes from the previous coach.
Will become a viewer or editor of the engagement if this is specified in the template.
Will be able to see any assignments given to the coachee or the previous coach.
Will be assigned to incomplete assignments as defined by the engagement template.
Will have access to goals created within the engagement.
Will not have access to private resources, but will have access to resources included in the engagement template.
Will be reported as the coach for the engagement in all reports.
After replacing a coach, the coachee:
Will receive an email notifying them that a new coach has been added to the engagement.
Will be able to schedule unscheduled sessions with the new coach.
Can continue to engage with program items just as before the coach was changed.
Can share any private resources with the new coach.
Will be able to message the new coach in the Message Center. If a message thread existed with the previous coach, the coachee can continue to use the same thread to communicate.
Will retain access to sessions that were completed with the previous coach