Overview
This article explains how to create and configure a Cohort in Coach OS. A cohort is a group of participants enrolled under a specific instance of a project, each with configurable mailers, PMs, pods, rebooking rules, and financial details.
Use this guide when:
- You need to add a cohort to an existing project
- You want to create a cohort during project setup
- You need to configure mailers, pods, or rebooking rules at the cohort level
Step-by-Step Instructions
Step 1: Add a Cohort
There are two ways to create a Cohort:
- From the Dashboard: Use when the project already exists. Scroll to the Cohorts section and click + Create Cohort
- From the Project creation page: Add the Cohort while creating a new Project by clicking the arrow next to "Create Project" and selecting “Add Cohort”
Step 2: Set Core Fields
- Project: Select the associated project. This will auto-populate if created via project setup.
- Cohort Name: Use format: Cohort # - Month Year Region (e.g. Cohort 1 – June 2023 Europe)
- Programme Manager Posts: Add one or more users; the first listed becomes primary and receives automated emails
- Category: Select from External, Internal, Test, or Training (recommended)
Step 3: Configure Cohort Settings
After creation, open the cohort settings by clicking the gear next to the Cohort name and selecting Edit Cohort. You can now configure:
- Profit & Loss: Select the client office (do not use Region)
- Finance Details: Search and link to the Salesforce project. Use S-99999 for test solutions
- Tags: Toggle tag groups on/off if required
- Rebooking & Optional Features: Set individual/collective limits and enable/disable features like MBIR, iBider, and Confidential Notes
- Pods:Enable if needed and configure:
- Join Period
- Cancellation Period
- Reminder Period
- Mailers: Toggle mailers on/off and review tooltips for trigger and sender details
Step 4: View and Manage the Cohort
Search for the cohort in the Dashboard. From the Cohort view, you can:
- View all participant pathways and session statuses
- Click the gear icon for more actions
- Click any coachee's name to enter their pathway
Session status colors:
- Blue = booked
- Green = complete
- Red = missed
- Light grey = unbooked
- Dark grey = not available
Role-Based Guidance
Admins
Responsible for assigning financial IDs, enabling MBIR and custom modules, and configuring system-level toggles like iBider or Notes.
Responsible for assigning financial IDs, enabling MBIR and custom modules, and configuring system-level toggles like iBider or Notes.
Program Managers
Ensure you're listed in the Programme Manager field to receive mailers. Confirm P&L and Solution IDs are accurate before launch.
Ensure you're listed in the Programme Manager field to receive mailers. Confirm P&L and Solution IDs are accurate before launch.
Visual Guide
Click to expand visual aids
Create a Cohort from the Dashboard or Project Page
Edit Cohort Settings
Financials & Salesforce IDs
Tag Groups
Rebooking and MBIR Options
Pod Setup
Mailers Configuration
Cohort View in Dashboard
Watchouts & Considerations
- P&L and Solution IDs: Must be accurate. For test cohorts, use Solution ID: S-99999
- Don't clone errors: When cloning a cohort, verify that the original settings are correct
- Mailers: If you're unsure which to turn on, refer to the Coach Mailers & Communications Index
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