Navigation: Intro | How-To Steps | By Role | Visuals | Watchouts & Considerations

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.