Overview
This article explains how to manage Session Statuses and Engagement Reports in Coach OS. Learn how session status impacts billing and visibility, how to mark attendance or book sessions, and how to generate and use engagement reports to sustain coaching momentum.
Step-by-Step Instructions
Step 1: Understand Session Statuses
- Unbooked: Session not scheduled
- Booked: Session booked but not marked
- Missed: No-show or < 24 hrs cancellation
- Completed: Participant attended
- Greyed out: Session disabled (Admin only)
Pathway colors:
- Blue = Booked
- Green = Completed
- Red = Missed
- Light Grey = Unbooked
- Dark Grey = Greyed Out
Step 2: Mark Attendance
- Go to user’s profile > select their pathway
- Use the Actions dropdown beside the session
- Mark as Completed or Missed (only for past sessions)
Step 3: Book or Delete Sessions
- Book: Click Book Session from Actions dropdown
- Delete: Click Delete Booking in the same menu
- Make sure bookable slots exist on the coach calendar
Step 4: Access Reports
- From Dashboard > left menu > Reports
- Select report type (e.g., Pathways Wide Report)
- Use filters: Company, Project, Cohort, Date
- Export or clean report as needed for sharing
Step 5: Sustain Engagement
- Run reports weekly or biweekly
- Send reminders for unbooked sessions (via coach or mailer)
- Escalate to client if participants are unresponsive
- Archive coachees after 3+ months of inactivity
Role-Based Guidance
Admins
Can grey out sessions, archive cohorts, and update session statuses.
Can grey out sessions, archive cohorts, and update session statuses.
Coaches
Responsible for marking 1:1 and Pod sessions as Missed or Completed.
Responsible for marking 1:1 and Pod sessions as Missed or Completed.
Program Leads (PL)
Monitor engagement via reports and coordinate follow-up reminders.
Monitor engagement via reports and coordinate follow-up reminders.
Visual Guide
Click to expand visual aids
Cohort View
Marking Attendance & Session Management
Booking & Deleting Sessions
Reporting
Missed Calls Report
Watchouts & Considerations
- Only past sessions: Attendance can only be marked for past dates
- Greyed out sessions: Cannot be booked or reactivated except by Admin
- Mailer triggers: Are based on booking and attendance status — update carefully
- Feedback: Only sent once journey is marked complete
- Client reporting: Use filtered, cleaned data for external sharing
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