Overview
This article explains how to manage Workshops on Coach OS, which are large group sessions configured in the same way as Pods, but with their own mailer set. This allows you to run hybrid journeys with 1:1s, Pods, and Workshops while maintaining distinct communication cadences.
Note: This guide applies only to virtual workshops that use auto-generated Zoom or Teams links.
Step-by-Step Instructions
Step 1: Understand Workshop Types
- Open: Participants choose from available times. Great for scale, but prone to low sign-up rates.
- Closed: Pre-assigned groups. Used when dates are fixed and client support is available.
- Hybrid (Recommended): Starts as closed assignment, but allows flexibility for participants to reschedule as needed.
Step 2: Configure the Workshop
Workshops are set up exactly the same way as Pods.
- Go to the cohort and click Manage Pods
- Add workshop sessions with appropriate settings (coach, date, time, etc.)
- Assign participants manually or via upload
For step-by-step instructions, refer to the Pods (Small Group Sessions) guide.
Step 3: Plan Communications
- Co-create a mailer plan with the client (reminders, pre-work, post-workshop follow-ups)
- Review mailer triggers and make sure the right ones are checked in the cohort configuration
- Customize timelines and content using the Coach Mailers & Communications Index
Role-Based Guidance
Admins & PMs
Responsible for workshop creation, participant upload, calendar management, and cohort-level mailer settings.
Responsible for workshop creation, participant upload, calendar management, and cohort-level mailer settings.
Facilitators
Run workshop sessions and can follow up with participants. If enabled, they may receive workshop confirmation and cancellation notifications.
Run workshop sessions and can follow up with participants. If enabled, they may receive workshop confirmation and cancellation notifications.
Visual Guide
Click to expand visual aids
Workshop Mailers
Watchouts & Considerations
- Virtual only: Workshops must be virtual for the OS to generate Zoom/Teams links
- Mailer Setup: Each workshop type has a separate mailer set — don’t confuse with Pods
- Engagement dip? Explore logistics vs interest. Consider executive sponsorship if needed
- Customisation: You can modify reminder intervals and sender profiles for workshop mailers
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