Overview
This article outlines how to create, manage, and update Pods (Small Group Coaching Sessions) within Coach OS and Momenta. Learn how to use different pod formats, upload participants, assign coaches, sync sessions, and optimise communication strategies.
Step-by-Step Instructions
Step 1: Understand Pod Formats
- Open: Participants self-select pod times. Rescheduling allowed. Works for large groups.
- Closed: Fixed groups with same coach. No rescheduling. Ideal for small, high-accountability groups.
- Hybrid (Recommended): Assigned pod first, but option to rebook. Combines structure with flexibility.
- Hybrid v2: Open then becomes Closed. Participants book Pod 1, then lock into that group going forward.
Step 2: Add Pods Manually
- Search your cohort > Click Manage Pods > Add Pods
- Assign coach, fee, and participant range
- Select pod time (ensure calendar slots are open)
- Add participants manually from the gear icon
Step 3: Upload Pods in Bulk
- Navigate to Manage Pods > Pod Importer
- Download and complete the Excel template
- Populate: Programme title, cohort, coach email, date/time, min/max, timezone, and participant usernames
- Return to Pod Importer and click Create Pods
- Review for red/yellow/green errors and confirm upload
Step 4: Sync or Update Pods
- Go to Manage Pods and select Select Multiple Pods
- Click Sync and choose fields to sync (coach, fee, participants)
- You can also export pods to edit and re-upload for bulk changes
Step 5: Manage Pod Communications
- Use pre-pod and post-pod email strategies to increase attendance
- Review mailer settings on your cohort config page
- Reminder mailers trigger 3 days before by default—customise if needed
- Track engagement and follow up with no-shows manually or through system mailers
Role-Based Guidance
Admins & PMs
Upload pods, manage coach access, adjust participant groups, and troubleshoot time slot errors.
Upload pods, manage coach access, adjust participant groups, and troubleshoot time slot errors.
Coaches
Use "Manage Pods" to schedule your sessions if pods are created as shells. Update Zoom links and track attendance.
Use "Manage Pods" to schedule your sessions if pods are created as shells. Update Zoom links and track attendance.
Visual Guide
Click to expand visual aids
Project Timeline
Pod Configuration Page (Manual Pods)
Pod Settings
Adding New Slots to Coach Calendar for Pod Booking
Adding Participant to the Pod
Pod Card Explained
Uploading Pods
Uploading Pods
Pod Cancellation & Date Change Options
Pod Settings
Pod Leader
Syncing Pods
Multiple Sync
Watchouts & Considerations
- Manual creation: Use manual entry only for 1–2 pods. Use upload for bulk creation.
- Coach availability: Always confirm calendar slots before assigning times.
- Upload formats: Use correct date format (YYYY-MM-DD) and OS-approved time zones.
- Pod Reference Numbers: Required for syncing. Use consistently across templates.
- Changing staffing: Use “Cancel & Change Coach” to trigger updated invites.
- Mailers: Disable at cohort level before sensitive changes to avoid confusion.
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