User Management

Modified on Wed, 30 Jul at 12:38 AM



Overview

This article explains how to add, manage, and archive users in Coach OS. It also highlights bulk upload methods and key integration considerations with Momenta. Use this guide for onboarding participants into coaching journeys and maintaining accurate records across platforms.

Step-by-Step Instructions

Step 1: Add Users
  • Individually: Use for 1–2 users. Click the + from the PM Dashboard to add user details and assign a pathway.
  • Bulk Upload (Coach OS only): Use when adding multiple users not linked to a Momenta program.
  • Bulk Upload via Momenta: Use when uploading users to journeys built with Momenta. See the Bulk Uploading Participants guide.
Step 2: Assign a Pathway
On the Create Pathway screen, select the Cohort and Programme. Assign a Coach by typing their name and clicking the arrow to confirm. All pathways must have an assigned coach.
Step 3: Use Bulk Upload (Coach OS)
From your Cohort page, click Upload Users. Download the template and populate it with:
  • username (email)
  • first_name / last_name
  • email
  • programme (exact name)
  • startdate (DD-MM-YYYY)
  • primary_coach (Coach OS username)
  • timezone

Remove the optional tag column if not used. Return to the Upload Users page and confirm the upload after review.

Step 4: Archive a Pathway
You can archive from the Cohort screen or from the User profile. Click the person icon or Actions menu → Archive Pathway. You'll be asked to select a reason:
  • DNF – Did not finish
  • DNS – Did not start
  • Completed – All sessions complete
You’ll also choose whether unused sessions should be credited back to the client.
Step 5: Coach-Momenta Sync Limitations
Syncing is one-directional:
  • Archiving in Coach OS does not remove a user from Momenta
  • Removing from a Momenta cohort does not affect Coach OS
  • Session grey-out happens on Coach if archived, but Momenta remains accessible
  • Changes to cohort assignment must be manually applied on both systems
Always mirror user edits between platforms to ensure consistency.

Role-Based Guidance

Admins
Should lead bulk uploads, verify field formats, and manage archiving procedures. Responsible for reconciling Coach and Momenta records.
Program Managers
Can upload single users, manage pathways, and send communications. Confirm correct coach, cohort, and programme selections when adding users.

Visual Guide

Click to expand visual aids

Adding Individual Users


Create Pathway for User


Pathway View & Details


User View & Profile


Upload Users via Template


Archive Pathway

Watchouts & Considerations

  • Check for formatting issues: Date must be DD-MM-YYYY. Remove trailing spaces and unused columns in the bulk template.
  • Red = error, Yellow = duplicate, Green = good to go: Use the upload checker before confirming bulk actions.
  • Manual sync required: Coach and Momenta do not automatically update each other when users or cohorts are changed.
  • Don’t skip archiving reasons: These are required for reporting and data cleanliness.

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