Overview
This article covers how to manage Events, Invoiceable Actions, and Expenses in Coach OS to ensure coaches are paid correctly and on time. It includes setup of event payments, assessment prep fees, and expense approvals after workshops.
Step-by-Step Instructions
Create an Event
- From the top menu, go to Events and click Create new Event
- Or, from Dashboard > Events tile > click +
- Name clearly (e.g. "Abbott LWI 2023 Coach Briefing")
- Select the correct Project and Cohort
- Set event date(s), type, time & time zone
- Enter currencies and rates for each coach
- Provide event details and coach-specific breakdowns
- Click Save. Coaches must accept events on their billing schedule to be paid
Add an Invoiceable Action
- Used to pay prep fees (e.g., 30–60 minutes to review assessments)
- Linked to a specific session in the user's pathway
- Added after pathways are live
- Coaches must accept the action for payment to be scheduled
Set Invoiceable Action Rates
- Go to cohort > Manage Invoiceable Actions
- Set the prep rate per currency or individual
- Rates apply once coach pathways are active
- New currencies may require manual update if coach is added later
Approve Expenses
- Top menu > My Network > Manage Expenses - Approve
- Review uploaded receipts and descriptions
- Expenses must be valid: travel, hotels, transport
- Personal expenses (e.g., gifts) cannot be approved
- Mark as Rechargeable & Approve (check with AM first)
Role-Based Guidance
Program Managers
Responsible for creating events and setting correct project/cohort links. Should confirm fee amounts with AMs.
Responsible for creating events and setting correct project/cohort links. Should confirm fee amounts with AMs.
Coaches
Must accept event invites and invoiceable actions to ensure payment. Responsible for uploading expense receipts.
Must accept event invites and invoiceable actions to ensure payment. Responsible for uploading expense receipts.
Visual Guide
Click to expand visual aids
Create an Event
Event Settings
Invoiceable Actions
Invoicable Action Rate
Manage Coach Expenses
Approve Coach Expenses
Watchouts & Considerations
- Negative Events: Use for reversing overpayments
- Coach Acceptance: No payment is made until the coach accepts the event/invoiceable action
- Receipts Required: All expenses must have valid receipts attached
- Cohort Must Be Live: Invoiceable actions require active pathways to set rates
- No Notifications: PMs must proactively check for submitted expenses
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