Managing Sessions

Learn how to conduct effective coaching sessions on Coachive.

Session Types

Free Intro Calls

15-minute introductory calls to:

• Meet potential clients
• Understand their goals
• Explain your approach
• Determine fit

These are free for the client and help convert browsers into paying clients.

Paid Sessions

Your regular coaching sessions:

• 30 minutes: Quick check-ins, focused topics
• 45 minutes: Standard sessions
• 60 minutes: Deep-dive sessions

Before a Session

Preparation

1. Review the client's profile and history
2. Check any pre-session notes or messages
3. Prepare relevant materials or exercises
4. Test your camera and microphone
5. Ensure a quiet, professional environment

Sending Reminders

Coachive automatically sends reminders:

• 24 hours before
• 1 hour before

You can also send a personal message before the session.

Conducting Sessions

Joining the Call

1. Go to Dashboard > Sessions
2. Find the upcoming session
3. Click Join Call (available 15 minutes before)

Video Call Features

• Camera/mic controls: Toggle video and audio
• Screen sharing: Share presentations or documents
• Chat: Send links or notes
• Recording: Record sessions (with consent)

During the Session

Tips for effective coaching:

• Start with a warm greeting and check-in
• Review goals and previous action items
• Focus on the client's agenda
• Ask powerful questions
• Provide accountability
• End with clear action items

After a Session

Session Notes

Document the session:

1. Go to the completed session
2. Click Add Notes
3. Record key topics, insights, and action items
4. Notes are private to you (not visible to client)

Follow-Up

Consider sending a message with:

• Summary of key points
• Action items agreed upon
• Resources mentioned
• Encouragement

Requesting Reviews

After a few sessions, ask satisfied clients to leave a review:

1. Go to the client's profile
2. Click Request Review
3. They'll receive an email invitation

Rescheduling Sessions

Rescheduling as a Coach

As a coach, you can reschedule sessions at any time:

1. Go to Dashboard > Sessions
2. Find the session you want to reschedule
3. Click the menu icon (⋯) and select Reschedule
4. Choose a new time from your available slots
5. Optionally add a reason for the client
6. Click Reschedule to confirm

Handling Client Reschedule Requests

When a client requests to reschedule between 24-48 hours before a session, you'll need to approve it:

1. Go to Dashboard > Sessions
2. Look for the "Pending Reschedule Requests" section at the top
3. Review the proposed new time and the client's reason
4. Click Approve to accept or Reject to decline
5. If rejecting, you can optionally provide a reason

Reschedule Request Details

• Requests expire after 48 hours if not responded to
• Expired requests leave the session at its original time

Best Practices for Rescheduling

• Respond to requests promptly
• If rejecting, offer an alternative solution via message
• Be flexible when possible - it builds client loyalty
• Use reschedules sparingly to maintain professionalism

Handling Issues

Client No-Shows

If a client doesn't join:

1. Wait 10-15 minutes
2. Send a message checking in
3. Click Mark No-Show on the session
4. Your cancellation policy applies

Technical Problems

If you experience issues:

1. Try refreshing the page
2. Check your internet connection
3. Message the client to troubleshoot
4. Reschedule if necessary

Difficult Situations

If a session isn't going well:

• Stay professional and calm
• Redirect to productive topics
• End early if necessary
• Document any concerns
• Contact support if needed

Session Analytics

Track your session performance in Dashboard > Analytics:

• Total sessions completed
• Client retention rate
• Average session rating
• Revenue over time