Adding and Coaching Clients

Throughout our documentation, you will come across many references to the term client. This article goes over what the term means within Goalify Professional, how you can invite new clients and how to manage your client list.

Understanding Clients

Within Goalify Professional, we use client as a general term for an actual client, a patient or an employee - really anyone who has accepted a coaching invitation.

As a coach, you can assign and manage goals for a client, analyze a client's progress and keep in touch via the integrated chat feature. Please keep in mind that you only gain access to goals that you have created for your client. You won't be able to look at goals that the client created independently.

As part of every pricing plan, a client will gain access to the Goalify Unlimited Edition for as long as they remain your clients. Additionally, with our generous limits on the number of clients you can coach, you won't have to worry about the cost of adding a new client to Goalify Professional.

Ownership of Data

As a coach, you will be able to manage goals for your clients. When you remove a client from your client list, you can choose if your client should retain his or her access to the goals that you created and the connected data, or if access should be removed altogether. Regardless which option you chose, you as a coach will lose access to a client's data.

Use the archive client option to remove access for a client but retain access to historic data for coaches.

The Goalify mobile app is the ideal way for your clients to view their goals, record and analyze their progress and to connect with you. To get started with the Goalify mobile app, please read the following help documents:

Inviting a new Client

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Choose the Add Client option using the Action button
  3. Enter your client's details

To invite a new client, switch to the Client list of your team. From the main Action button select the Add a Client option. This will open the invitation widget so you can add some information about your client. We recommend that you enter at least a first name, last name and email address for your client. This will make it easier to tell your clients apart in your client list.

You can add additional fields from the Add field button to enter contact and personal information if needed. When you're done entering your client's details, create the invitation using the Save button.

If you enter an email address for a new client, Goalify Professional will offer you the option to send an invitation email on your behalf. Only use this option, if you have obtained the necessary consent of the recipient to receive communications from you.

If your client is already registered with the same email address, we will also send a push notification to his or her mobile device.

Accepting an Invitation

To accept an invitation, your client needs to create a Goalify Account first. Our invitation emails include easy to follow step-by-step instructions.

Open invitations will be added to the Invited Clients section at the bottom of the Client List. As soon as your client has accepted the invitation, he or she will show up as a client at the top of the list.

Batch Inviting New Clients

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Choose the Import Clients option using the Action button
  3. Enter your clients' details

In case you want to invite many clients at the same time, it is much faster to use our batch import option. Using this feature you can either upload a list of your clients or paste a list directly into the browser.

To batch invite new clients, switch to the Client list of your team. From the main Action button select the Import Clients option. This will open the import screen. You can either choose to upload an excisting list as a text or .csv file or past the information into the designated text field.

Your data must have the following structure:

  • email address,
  • first name,
  • last name (optional)

The following delimiters are applicable: colon, semi-colon or tab. Use our auto-detect feature if you are not sure or when pasting data from spreadsheet software like Excel or Numbers. You need to provide some input for all three columns, however you can choose to not enter a last name.

Batch Import new Clients
Batch Import new Clients

Data rows that return an error will be marked in red. We will also display a warning below the data.

You can make adjustments to the data to be imported. When you are ready, click the Import button below the shown data. This button will also tell you how many invitations will be created.

Each client will be emailed an invitation email and added to the Invited Clients section of your team's client list. Clients who have accepted your invitation will be moved to the regular client list.

Adding a Goal to a New Client

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Select your client
  3. Choose the Add Goal option using the Action button
  4. Define the goal

After you created a client's invitation, you can start adding goals to his/her dashboard. Please read our full documentation on Understanding Goalify Goals to familiarize yourself with the different options you have. You will find additional help in our Managing Goals for a Client support guide.

Using Reminder

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Select your client
  3. Choose the Add Reminder option using the Action button
  4. Define the reminder

Reminders are push notifications that you can send to a client according to a predefined schedule. Reminders can be useful in many different situations:

  • Remind a client of a task
  • Send positive reinforcements
  • Remind clients of a regular event

Shared Reminder

Use shared reminders whenever you need to assign the same reminder to several clients.

Add a new Reminder

To create a new reminder for one of your clients, switch to the Client list of your team. Select the client you wish to create the reminder for. With the main Action button, select the Add Reminder option.

This will open the create reminder window. In addition to the name of a reminder, a reminder has a few more properties that can be modified:

Name

Name of the reminder.

Notification

The actual message that is sent with each notification to a client.

Notifications

Notifications define at what time and intervall a reminder should be sent to the client. A reminder can have as many notifications as needed.

You need to set a name, a notification text and at least one notification to create a new reminder. To add a notification to the schedule of a reminder use the Add button within the notifications section.

Notifications are defined by

Type

You can choose between daily, on certain weekdays or certain days of the month.

Style

You can choose to send the reminder at a certain time on a specific day or according to a schedule (i.e. every 60 minutes between 9am and 5pm). Choose the Time Span option to set an intervall.

Click the Add button to add the notifications to the notification list of the reminder. Once you have set up all your notifications of the reminder you can save and activate the reminder by clicking the Save button on the top right.

Editing a Reminder

Click on a reminder to edit its name, message and notification schedule.

Pausing a Reminder

Click on the activation toggle of a reminder to choose between active and paused. You can pause and unpause a reminder at any time.

Deleting a Reminder

Click on a reminder and choose the Delete Reminder option from the actions button.

Using Shared Reminder

Quick Setup Tutorial

  1. Go to your team's Reminder menu
  2. Choose the Add Reminder option using the Action button
  3. Define the reminder
  4. Add clients to the reminder

Shared Reminders work just like reminders created for one specific client, but with the ability to add several clients to the recipient list.

After you have set up your reminder, add clients by using the Add button within the clients' section. Use the Edit button to remove clients from the recipient list of the reminder.

Shared reminders are managed from the team's Reminder menu. However, each recipient will also show the shared reminder within his/her reminder section, where individual and shared reminders are organized in two seperate lists.

Organizing Clients with Tags

Depending on the way you use Goalify Professional for your professional coaching needs, your client list can grow and become quite long. To keep your list manageable and organized, we have introduced the tag feature. By using tags you can make your client list easier to use.

Here are some examples of how to use tags to structure your client list:

  • By coaching agreement
  • By location
  • By corporate mandate
  • Any other grouping system that meets your needs

You can even add multiple tags to every client. Since you can search using tags in almost every search field we provide, tags are a real productivity booster.

Teams vs. Tags

Tags are a powerful feature used to organize a team's client list when using the search bar. You cannot provide access to clients for different coaches by using tags. If you need separate, independent client lists with different coaches accessing different client lists, please familiarize yourself with our team feature.

Adding a Tag

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Click the purple Tools button right to the client list
  3. Open the Tags section
  4. Enter the name of the tag
  5. Hit the Enter key

Applying Tags to a Client

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Click the purple Tools button right to the client list
  3. Open the Tags section
  4. Drag and drop the tag onto the name of the client

Applying Tags to Multiple Clients

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Click the purple Tools button right to the client list
  3. Open the Tags section
  4. Click the Select Clients button on the top of the widget
  5. Click the tag you want to apply
  6. From your client list, select the clients you want the tag applied to
  7. Click the Tag Selected button

Using Tags in Search

Quick Setup Tutorial

  1. Enter # directly followed by the tag's name in the search bar.

Removing a Tag from a Client

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Click the blue Tag button on the top of the client list
  3. Click the Edit button on the top right of the tag widget
  4. Click the tag you want to remove from a client
  5. From your client list select the clients you want the tag removed from
  6. Click the Untag Selected button

Removing a Tag

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Click the blue Tag button on the top of the client list
  3. Click the Edit button on the top right of the tag widget
  4. Select the tag you want to remove
  5. Click the Delete This Tag button

Communicating with a Client

We believe that communication is crucial for every coaching process. This is why we thoroughly integrated our chat feature into Goalify Professional.

Using the Goalify Professional chat feature, you can do the following:

  • Engage in private conversations
  • Engage in group conversations
  • Engage in group conversations based on challenges

You can learn all about our chat feature by reading our Communicating with Clients & Colleagues guide.

Archiving a Client

This action CANNOT be undone!

Archiving a client from your client list is a one-time action and it CANNOT be undone. Please be extremely careful when archiving clients from your team's client list.

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Select your client
  3. Choose the Archive client option using the Action button

Once you archive a client, a few things will happen:

  • Coaches will keep access to all historic data connected to goals, workflows and reminders of this client
  • The client will lose access to all goals, workflows, reminders and connected data and will be removed from the team
  • Your client will be removed from your shared goals and public challenges - shared goals goals will be retained as individual goals on the archived client's dashboard.

Removing a Client

This action CANNOT be undone!

Removing a client from your client list is a one-time action and it CANNOT be undone. Please be extremely careful when deleting clients from your team's client list.

Quick Setup Tutorial

  1. Go to your team's Clients menu
  2. Select the More button on the top of the client list
  3. Choose the Delete Clients option
  4. Select the clients you want to remove
  5. Confirm your selection and click the red Delete Clients button.

Once you delete a client from your client list, a few things will happen:

  • You will lose access to all goals and connected data for that client
  • You can decide whether or not your client should be able to retain access to his or her goals, i.e. the ones you created
  • Your client will be removed from your shared goals and public challenges