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How to Use the Coach Dashboard

The Portal is your command center for coaching. This guide walks you through the interface, explains the key areas, and helps you build an efficient daily workflow.

What is the Portal?​

The Portal is the coach-facing web application where you manage everything your participants experience. From here you can create content, design automated journeys, monitor participant progress, and communicate directly with your participants.

The Portal is organized into four main sections, accessible from the left-hand navigation menu.

Participants​

Your primary workspace. Here you can:

  • View and search all participants assigned to your groups
  • Open individual participant profiles to see their feed, progress, chats, and tasks
  • Create new participants and assign them content or journeys

Cards​

The content library where you build what participants receive. Cards come in three types:

  • Activity Cards — collect responses from participants (surveys, assessments, check-ins)
  • Content Cards — deliver educational material (articles, videos, instructions)
  • Health Measure Cards — allow participants to log health data on demand

Journeys​

The automation engine. Journeys are visual state-machine workflows that deliver cards and messages to participants based on time, responses, and other triggers. Build a Journey once and it runs continuously for every enrolled participant.

More​

Additional configuration tools including:

  • Groups — control which coaches see which participants
  • Tags — label and segment participants for targeted delivery
  • Tasks — track action items that require coach attention
  • Campaigns — send bulk messages to groups of participants
  • Configurations — manage organization-level settings like schedulers and notifications
  • Webhooks — integrate with external systems
  • RBAC — manage roles and permissions

Your Daily Workflow as a Coach​

A typical coaching day follows a predictable pattern. Here's a recommended routine to stay on top of your participants.

1. Check Tasks for Action Items​

Start your day by reviewing your Tasks. Tasks are generated when something needs your attention — for example, a participant has completed an assessment that requires review, or a Journey has flagged an issue.

2. Review Participant Progress​

Open the Participants section and check in on participants who are actively engaged in Journeys or have upcoming activities. The Progress tab on each participant's profile shows their completion rates and score trends over time.

3. Respond to Chats​

Check the Chats tab for any participant messages that need a reply. Chats are a direct line of communication between you and your participants within the app.

4. Monitor Journey Enrollments​

Review the Journeys section to check that participants are progressing through their assigned Journeys as expected. Look for participants who may be stuck in a state or who have completed a Journey and need a follow-up.

Managing Your Coach Profile​

Your profile is visible to participants in the app, so keeping it up to date helps build trust. Make sure you have:

  • A profile photo — participants see this in chats and on their coaching team list
  • Your name and email filled in correctly
  • A valid mobile number if your organization uses Two-Factor Authentication (2FA)

Understanding Access Control​

Your visibility in the Portal is controlled by two mechanisms:

  • Roles determine what you can do. The built-in Admin role grants full access, while the Coach role restricts access to day-to-day coaching features. Your organization may have custom roles as well.
  • Groups determine who you can see. You can only view participants and content that belong to the same groups you are assigned to. Items in the special Shared group are visible to everyone.
tip

If you can't find a participant or a Journey, check with your admin that you are assigned to the correct groups. Admin users bypass all group restrictions.

Tips for Success​

  • Check Tasks first thing each day — they surface the most important items that need your attention.
  • Use tags to segment participants — tagging participants (e.g., high-risk, week-1) makes it easy to filter and target groups for campaigns or manual follow-ups.
  • Keep your profile photo updated — it creates a more personal experience for participants.
  • Learn the keyboard shortcuts — the Portal supports keyboard navigation for faster workflows.
  • Start small — focus on one Journey and a handful of participants before scaling up to more complex programs.