Manage Clients and Schedule Sessions

This article explains how to manage clients and schedule sessions for coaching engagements. It details how to create and edit milestones, use existing milestone templates, and integrate milestones with a calendar and/or meeting link.

Overview

Milestones can be used to schedule meetings, set up video calls, or send messages and files within a coaching product. Milestones indicate what clients can expect next as they progress through the coaching product.

After a user purchases your coaching product, they'll be taken to their First Milestone page. You can change the messaging of your First Milestone template through the Template page.

Clients that enroll in coaching products will see the First Milestone details that are saved within the Template at the time of their enrollment. If you update the First Milestone, only new clients who enroll will see the changes.

Additional milestones can be scheduled for individual clients once they enroll. You can schedule additional milestones for your clients by going to their specific coaching space in the Enrolled tab in your Clients page. After the first one, milestones are managed individually for each client. Find the client you'd like to create a milestone for and click their respective Go to coaching button:

This will take you to your client's coaching page. There, you can create a new milestone and see existing milestones for that user. Your client will be notified via email when you add a new milestone to their coaching.

Create a new milestone

When you create a milestone for your coaching product, you can save it for reuse across any of your school’s coaching products. 

To create a new milestone, perform the following steps:

1. In your school’s coaching space, go to Clients, then go to the Enrolled tab.
2. Click on the student you wish to create a milestone for and click the Go to coaching button.
3. Click Create a milestone.
4. For new milestones, leave the “Select a saved milestone” drop-down box blank.
5. Set a Due date, Title, and Description. Add a Calendar or Meeting option if you wish.
6. If you’d like to save this milestone as a template for future use, check off the Save this milestone box.
7. Click the Save Milestone button.

Your milestone is now scheduled for your student.

Apply an existing milestone

To apply a saved milestone, perform the following steps:

1. In your school’s coaching space, go to Clients, then go to the Enrolled tab.
2. Click on the student you wish to apply a saved milestone to and click the Go to coaching button.
3. Click Create a milestone.
4. Click the “Select a saved milestone” drop-down box and select your saved milestone.
5. Apply any additional information you wish and click the Save Milestone button.

If you wish to update the first milestone that was created when you set up coaching, you can do so in the Coaching > Template area of your school.

Edit or delete a milestone

To edit the details of a milestone:

1. In your school’s coaching space, go to Clients, then go to the Enrolled tab.
2. Click on the student you wish to apply a template to and click the Go to coaching button.
3. On the coaching screen, find the coaching milestone you wish to edit and click the Edit button.
4. Make any changes you wish and click the Save Milestone button.

To delete a milestone, click the trash can icon. A popup will appear asking to confirm this action. Click the Delete button to confirm. Please note that this action is permanent and cannot be undone.

Add a calendar to a milestone

Within any milestone, you have the option to add a calendar link. This calendar will prompt clients to schedule time on your calendar.

You can add your calendar link to any milestone by clicking the Add a Calendar button on the milestone editor and inputting your preferred calendar URL. We integrate natively with Calendly, but you can use any calendar service that provides shareable links.

When a student views a milestone with a Calendar link, they will be prompted to schedule time on your calendar.

Once the student schedules time on your calendar, you can then create another milestone for them during this selected time.

Add a meeting to a milestone

Within any milestone, you can also add a Meeting URL for a video call. If you add a Meeting URL in a Milestone, your clients will be prompted to join your meeting/video link for that milestone.

You can add your meeting link to any milestone by clicking the Add a Meeting button on milestone editor and inputting your preferred meeting/video URL. You can also select a meeting time. The Meeting Time time zone is specific to wherever you are when you set or view the meeting. When a student logs in and checks their coaching, the meeting time will automatically adjust to their time zone if needed. 

When a student views a milestone with a Calendar link, they will be prompted to join your meeting call during the scheduled time via a Join Meeting button. This will open up the meeting in a new browser tab.

Add a message or file to a milestone

On any of your milestones, you can message back and forth with your clients. To do so, enter text into the Write Something box and click Submit.

You can also attach a file (.png, .jpg, .pdf, .mp4, .mov, .avi, .mp3) to a milestone by clicking Upload a file. A pop-up box will appear where you can upload a file directly from your device, provide a direct URL, or connect to Google Drive/Dropbox. Once you select the file, it will be added to the milestone. The file size limit is 2 GB.

Clients can also send messages or attach files to milestones (2 GB file size limit).

You and your client will receive an email notification for every message (as long as your client has opted in to your school emails).

For video files (mp4, .mov, or .avi), both creators and students can take private notes directly in the Video Player. These notes are only visible to the person who wrote them and are not shareable or downloadable at this time.

To turn on notes and see them directly in the video player, click the Personal Notes icon and toggle On. Once a note is added (click the Send button), you can see the note annotated within the video’s timeline.

Edit or delete a milestone message

Within a milestone, both students and owners can edit or delete the messages that they send.
To edit a sent message:

1. Navigate to the specific coaching product and milestone within your school.
2. Under the milestone, select the message you wish to edit and click the Edit icon.
3. Once you have updated the message, click Save.

To delete a message, click the Delete icon under the message. A popup will appear asking to confirm this action. Click Delete to confirm. Please note that this action is permanent and cannot be undone.

Unenroll clients

If you want to unenroll a client, visit the Clients page and go to the Enrolled tab. From here, click the toggle in the Enrolled column for any clients you wish to unenroll. Once a student is unenrolled, their coaching space becomes read only, no new milestones or messages can be created. 

Below is an example of what you and your client will see when they are unenrolled:

To completely delete a user from your school, you can do so from the Information tab of their user profile.