The Coachee Scheduling Assistant feature is designed to streamline the scheduling process for coachees, particularly those who have an assistant to help manage their appointments. By allowing a designated assistant to handle session bookings, this feature aims to reduce friction in the user journey, enhance engagement with the coaching platform, and elevate the overall client coaching experience. This new role addresses a long-standing request for scheduling support, benefiting leaders, coaches, and assistants alike by fostering collaboration and simplifying logistical challenges.
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Adding a Scheduling Assistant to a Coachee's Profile
A scheduling assistant can be linked to a coachee's profile, allowing coaches and administrators to communicate with the assistant via email or directly through the platform. There are three ways to add a scheduling assistant to a coachee's profile:
The coachee can add a scheduling assistant directly from their Personal Settings page.
Administrators can add a scheduling assistant through the Employee Information dialog.
For 'Connected' accounts, or when the coach is not an administrator, a request can be sent to the coachee via email to approve the addition of a scheduling assistant.
Coachee: Adding a Scheduling Assistant on the Personal Settings Page
When a coachee logs into the platform, they can access the Personal Settings page by clicking the gear icon at the top of the screen.
Once in the settings menu, the coachee should navigate to the Personal Settings page.
On the Personal Settings page, the coachee will see new fields specifically designed for scheduling assistant information, including:
Assistant's First and Last Name
Assistant's Email
Assistant's Language Preference (defaults to English)
The coachee can save this information, and then it will be available to their coach or administrators within the engagement.
Administrator: Add the scheduling assistant via the Employee Information dialog
Administrators can update a client or employee’s record directly by navigating to their profile and selecting "Update Employee Info." Within the client information dialog, fields for entering scheduling assistant details are available for completion, as shown below.
Requesting a Scheduling Assistant
For coaches without administrative privileges, or when a coachee is shared through a connected account, a "Request Scheduling Assistant" workflow is available. This allows the coachee to receive an email prompting them to approve a scheduling assistant, without needing to log into the platform.
From the coachee's profile, an option in the three-dot menu enables coaches to request a scheduling assistant, as shown below.
A Request Scheduling Assistant dialog will appear, allowing the coach to send an email to the coachee to request approval for adding a scheduling assistant.
After clicking the "Request" button, a confirmation dialog will appear.
After submission, the coachee will receive an email with options to approve or decline the request.
If the coachee approves the request, a confirmation screen will appear, indicating that the process is complete (as shown below).
If the coachee declines the request, they will see a similar confirmation screen (as shown below).
Communicating with a Scheduling Assistant
Once a scheduling assistant has been added to a coachee's profile, either directly or Once a scheduling assistant has been added to a coachee’s profile—either directly or after the coachee’s approval, the assistant’s information becomes accessible to coaches and administrators.
The assistant’s name and email will appear at the top of an engagement, next to the coachee’s avatar, under a new icon. Additionally, the scheduling assistant’s details are available on the coachee’s profile page.
Coaches can copy the scheduling assistant’s email and communicate directly via email to coordinate availability. Using this method, the coach can then book sessions through the platform after receiving feedback from the assistant.
Alternatively, the Scheduling Link feature allows coaches to email the scheduling assistant directly from the platform and provides a convenient link that enables the assistant to book sessions directly on the coach’s calendar.
When a coachee has a scheduling assistant, the scheduling link (shown above) will be sent directly to the assistant’s email when the “Send Link” option is used. The assistant can then follow a seamless workflow to book sessions on behalf of the coach and coachee, as shown below.
After a session is booked, both the coach and the coachee will be notified of the session details. Additionally, the scheduling assistant will receive a confirmation email containing the same information.