Understand and Track Participant Progress

While the Overview page provides high-level details of your coaching program, the Participants tab of your dashboard enables you to track the individual, deeper details of your participants' experience.

Stages

The stages indicate different moments in which the participants are during the matching process and their coaching journey:

  • Pending Invitation: waiting for the invitation to join the platform and answer the matching survey.
  • Invited: invited to the platform.
  • Registered: when a participant logged into the system and completed the registration form, but didn't answer the matching survey yet.
  • Awaiting Match: has answered the matching survey and is waiting to be matched.
  • In progress: the match has started.
  • Completed: the participant has completed their match, either because they used all their sessions, or they can be marked as “Completed early” by CX on the admin panel if they asked to.
  • Rematching: a participant asked for a rematch and is waiting to be matched again.
  • Discontinued: the participant was discontinued for any of the following reasons:
    • Slow progress (contract expired)
    • Too busy for coaching right now
    • Left company
    • Extended leave
  • Canceled: the participant was canceled for any of the following reasons:
    • No interest in continuing coaching
    • Unresponsive
    • Three forfeits in a row
    • Other + custom reason

💡 The aim of discontinuing or canceling a participant is the same: to end a match and give the sessions back to the contract to be used by another participant. The reason behind making the difference is to have a better understanding of the situation and to clearly see why participants are ending their matches before getting to the finish line.


Filtering the Participants Tab

The Participants tab includes several filters near the top-right of the page to help you see progress for a specific group of participants. Included filters are:

  • Cohort: Defaults to "All cohorts", allows you to select the specific coaching group whose progress you'd like to check.
  • Status: Filter by the stage of the coaching journey that participants are in (Invited, Awaiting Match, In Progress, Discontinued, etc.).
  • Progress Status: Filter by coaching progress status to see who is on-track to finish on time, off track, etc. (see below for specific progress status definitions)
  • You can also search for a specific participant by name in the "Search by name" bar to track progress or take actions for a specific participant.

With or without selecting filters above, you can select certain filter headings to sort those filters by ascending or descending value, including Participant (sort by Participant Name), Sessions (sort by number of sessions spent), or Last Session (sort by date of last session). Select a heading to sort it, and select it a second time to reverse the sort-order of the selected heading.

Understanding Participant Details

Participant progress is tracked row by row for individual participants. Each row will display a participant's name, the cohort they're assigned to, their session utilization record, the date of their most recent session, their coaching stage, and their coaching progress status.

Progress Status

Progress Status captures a participant's estimated likelihood of completing their program on-time (or at all), gauging the overall "health" of the participant's progress.

From the time a participant is matched with their coach, Sayge strongly recommends a coaching session cadence of twice-per-month and requires a cadence of at least one session per month. This cadence ensures the success of the coaching participant by keeping coaching-related thinking top of mind and the coach connection healthy, and also ensures respectful use of their coach's time and availability. Based on that timing, these statuses give you an at-a-glance understanding of your participants' "health" as they undergo coaching.

Statuses

The progress status goal is to easily explain if the participant is doing well or if we should contact them to do a follow-up or find out what's going on. These statuses are linked to the stages of “invited” and “in progress”. The statuses are:

  • Ready to begin (Purple): the coachee has answered the matching survey and hasn’t had a session yet.
  • On track (Green):
    1. ≤15 days since the last participant activity
    2. AND at most 1 session behind the automatic session counter
  • Delayed (Yellow)
    1. 15 < days since last activity <= 25
    2. AND at most a month or a month and a half behind schedule (2 or 3 sessions behind the automatic session counter)
  • At risk (Red)
    1. 30+ days from the last activity
    2. OR at least a month and a half behind schedule (more than 3 sessions behind the automatic session counter)
  • Unresponsive
    1. The matching survey was not completed, and 30+ days from the invite.
  • Paused
    1. The participant has an active pause and is not having coaching sessions at the moment. A pause can't last more than 2 months.

Session Utilization

Each participant row contains a summary of session utilization, with each session represented by a differently colored square. The numbers to the left of the summary capture "number of sessions utilized/number of sessions still available", while the date to the right of the summary captures the date of the participant's most recently logged session with their coach.

  • Gray squares represent remaining unused sessions
  • Purple squares represent completed sessions
  • Orange squares represent forfeited sessions (sessions canceled with less than 24 hours' notice)

All of the above tools and options should provide a complete picture of your participants' progress. If you ever have additional questions, though, or need help with any of the features on this page, don't hesitate to reach out to support@hellosayge.com and we'll jump in to help as quickly as possible.

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