Getting Started for Coaching Teams

Modified on Fri, Aug 2 at 9:10 AM

This guide provides all the steps needed for new Engagement Rx coaching accounts to get started quickly. The guide is split into three parts: it starts with basic set-up steps, continues to more advanced steps focused on customization, and finishes as you utilize more of the features and capabilities in the Engagement Rx system.

The Basics, Beyond the Basics, Mastering the System

THE BASICS: Initial Setup and Configurations
Initially, we want to get you set up with the essentials so you can start using the system as quickly as possible—these are the basics, the first steps.
BEYOND THE BASICS: Customization
After you’ve completed all the first steps, you can move on to the slightly more advanced steps—these are beyond the basics. In this section, you’ll learn how to customize content in the system and configure tools to work for your specific needs.
MASTERING THE SYSTEM: Maximizing Communication and Coaching Tools
Finally, you are ready to use Engagement Rx to its full potential—these steps will enable you to master the system. In this final phase, you will fine-tune the portal with details that will increase engagement, improve outcomes, and enable your team to perform their coaching tasks as efficiently as possible.

Note: If you are using SSO for your user authentication type, we strongly recommend you also upload eligibility files. This has two main benefits:

User accounts can be referenced and used in the coaching platform at any time; if no user eligibility file is uploaded into the ERx system, members will not appear in the coaching CRM until the first time they SSO over to ERx.
It ensures that the people who can access ERx as users are currently members of your organization. Without uploading eligibility files, it's possible that people who were formerly members continue to be able to access ERx, reply to messages, and use coaching time and resources when they should no longer be able to.

To understand more about user eligibility files, see this article.

THE BASICS

This section contains all of the BASICS that will get your portal ready to use. Each step contains bulleted instructions and a short video that shows you just what to do to complete it.

Choose the Coaching Portal Template
Brand the Portal
Add the From Name for Messages
Add Coaches to the Portal
Configure a Template Flow with Scheduling Links
Set Member Access Method to Closed Portal and Add Members

Step 1: Choose the Coaching Portal Template

What is this Step? Selecting the portal type, which is the Coaching Portal template, that is preset with all the most commonly used settings and configurations.

Why do I want to do this? Choosing this template will automatically configure your portal with settings that are generally most suitable for coaching portals. A lot of the configurations that need to be set are taken care of by simply choosing the coaching portal template.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Click on the "Add New Portal" tile.
Select the "Coaching Portal Template."

Related Wiki Pages: Using Portal Templates to Create a New Portal

Step 2: Brand the Portal

What is this Step? Upload the logo and favicon for the portal.

Why do I want to do this? Your logo represents your brand and helps your customers recognize you. Once you add your logo, it replaces the default Engagement Rx logo throughout the website and in emails. When you add a favicon, the image will appear to users as the icon in the browser’s address bar. Adding your logo and favicon provides a more personalized experience for your customers or users, making your interactions with them more unique, professional, and recognizable.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Select the portal you want to brand.
Click on “Branding” from the Settings menu on the left.
Upload your logo (either .jpg or .png, 300 x 200).
Upload your favicon (either .jpg or .png, 16 x 16).

Watch this short video to see how to upload your logo and favicon:

Related Wiki Pages: Branding a Portal

Step 3: Add the From Name for Messages

What is this step? Set the “From Email Name" for emails sent from this portal.

Why do I want to do this? Members who receive messages in your portal will see the sender’s name that you enter here so they have a consistently recognizable association with the communications they get.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Select the portal you want to configure communication settings for.
Click on “Communications” from the Settings menu on the left.
Enter the name you want to set as the email sender in the “From Email Name” field.

Watch this video to see how to add the "From Email Name":

Related Wiki Pages: The Communications Settings

Step 4: Add Coaches to the Portal

What is this Step? Create the accounts for the coaches you want for your portal.

Why do I want to do this? After doing this, the coaches you add will be able to access the admin and the coaching tools. Note that a registration email is sent to added coaches and they have 7 days to use the link before the invitation expires (in case of expiration, the invitation can be resent).

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Admin Account Management module.
Click “Create New Account.”
Fill out the profile details for the new admin user.
Select the portal for the coach.
Enable special permissions (PII and PHI).
Select the coach role.
Repeat the process for all the coaches you want in the portal.

Watch this video to see how to add coaches to your portal:

Related Wiki Pages: Admin Roles & Corresponding Abilities

Step 5: Configure a Template Flow with Scheduling Links and Create a Reschedule Booking Automation

What is this step? Insert scheduling links from YouCanBook.Me into the "Reschedule Missed Booking" template flow and create an automation.

Why do I want to do this? Completing this step finalizes the communications between YouCanBook.Me and the Engagement Rx system for your coaches. Once you do this, you can use the flow in your portal so members can schedule their initial coaching session. You can also configure other template flows, like "Reschedule Missed Coaching Session" and "Book Follow-Up Coaching Session," so you can use them in automations. Scheduled meetings are then logged and manageable in the task system.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Select the portal you want to configure communication settings for.
Click on “Flows 2.0” from the CONTENT menu on the left.
Click on CREATE.
Click the "Reschedule Missed Booking" tile.
Click the "Scheduling" component and insert your YouCanBook.Me booking page link into the field.
Save and publish the flow.
Click on "Automations" from the CONTENT menu on the left (on the General Settings page).
Click CREATE.
Click "Settings" in the Start of Automation tile.
Title the automation.
Select the "Booking Missed" option as the trigger.
Enter your booking profile ID that you entered in the JSON payload in the YouCanBook.Me integration.

Watch this short video to see how to set up the template flow:

Related Wiki article: What are the Engagement Rx Templates?

Step 6: Set Member Access Method to Closed Portal and Add Members

What is this step? Set your portal to the Closed Portal User Authentication method and add members to the portal.

Why do I want to do this? Using Closed Portal enables you to add members to the portal individually. Each added member will receive a registration email which allows them to set their credentials (password and user ID) to access the portal. Once added, members will be accessible to the coaches in the admin.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Select the portal you want to configure communication settings for.
Click on “User Authentication” from the Settings menu on the left.
Click the “Closed Portal” option from the list.
Go the the "Members" section of the portal.
Add members to the portal.

Watch this short video to see how to add members:

Related Wiki Pages: Closed Portal Authentication Type

BASIC Steps Completed!

You’ve now completed all the first steps and your portal is ready for use! As you continue to the BEYOND THE BASIC steps in this guide, you’ll be prompted to make (or consider making) certain customizations in your portal. Since you used the Coaching Portal Template to create your portal, many of the configurations were automatically set.

All system features are enabled.
All system trackers are enabled.
All system content is enabled.
All system courses are enabled.
Secure messaging is enabled but not required.

Now let's go BEYOND THE BASICS...

In this section, we have all the MIDDLE steps. These steps are mostly focused on creating customized content and tools so you can better equip your coaches and serve your users.

Add Custom Fields
Create Custom Content
Create Custom Goals
Create Custom Trackers
Create Message Templates
Consider Alternative Methods of Adding Members (User Authentication)

Step 1: Add Custom Fields

What is this Step? Set the custom fields for use in your portal.

Why do I want to do this? Once you’ve set custom fields, they can be used in flows and assessments to collect data from members. Once you set custom fields, they can be used throughout the Engagement Rx system to collect data from users (like physician name or department, for example) which is then logged in their member profile.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Click the "Fields" option from the SETTINGS menu on the left.
Enter the field labels, field type (question type), and the answer options (distractors).
Click SAVE CHANGES.

Watch this short video to see how to add custom fields:

Related Wiki Page: Using Custom Fields in Your Portal

Step 2: Create Custom Content

What is this Step? The Engagement Rx system comes pre-loaded with a library of content. You can review the existing content, clone it and edit it, or you upload/create your own custom content.

Why do I want to do this? Once you create and enable content, it is available for use in your portal—this means the content can be inserted into flows, to-do’s, and communications, AND it can be viewed by the member in the content library.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Click “Content” from the main Content menu on the left.
Review the system content and enable the ones you want members to have access to in the portal.

Watch this short video to see how to create custom content:

Related Wiki Pages:

Step 3: Create Custom Goals

What is this Step? Create custom goals for use in the portal.

Why do I want to do this? Goals are assigned to members to keep them accountable and motivated in making the incremental changes that will benefit them; members can view their goals on their member dashboard. When coaches find themselves recreating a commonly used goal for individual users, it can be added to the admin's goal library as a custom goal. Once a custom goal is created, it can quickly be accessed and assigned to a member without having to recreate it from scratch each time it's used.

Example of a custom goal: A coaching team works in a cardiology department and coaches are frequently assigning users a goal of "Take blood pressure daily and record it in the tracker." Instead of constantly having to recreate this goal, it can be created as a custom goal and added to the library. Now, the goal can be easily and quickly accessed by coaches to assign to users.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Click “Goals” from the Content menu on the left.
Review the system goals and enable the ones you want coaches to have access to in the portal.

Watch this short video to see how to create and assign custom goals:

Related Wiki Page: Using the Goals Tool

Step 4: Create Custom Trackers

What is this Step? Create custom trackers for use in the portal.

Why do I want to do this? Enabled trackers can be used in various ways: they can be inserted into flows and they can be used directly by the member when they’re in the portal. Trackers can be very helpful in recording data for specific purposes and seeing trends over time.

Example of a custom tracker: A coaching team wants to monitor the psychological and mental wellness of their users which warrants the creation of a custom mood tracker, where the user can report their mood/emotional well-being on a regular basis.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Click “Trackers” from the Settings menu on the left.
Review the system trackers and enable the ones you want members to have access to in the portal.

Watch this short video to see how to create custom trackers:

Related Wiki Pages: System Trackers

Step 5: Create Message Templates

What is this Step? Create a standardized message for use by coaches in your portal.

Why do I want to do this? Many clients have certain messages that are likely to be used often for communications to users in their portal. When you craft a message for a particular purpose—like checking in after a coaching session, for example—you can save it as a message template. Templates can include replacement tags that will automatically personalize the message content when it's sent. Message templates allow coaches to easily and quickly send standardized, premade messages to users.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Click the "Message Templates" option under the CONTENT menu on the left.
Craft your message and save.

Watch this short video to see how to create a message template:

Related Wiki Pages: The Message Template Editor

Step 6: Consider Alternative Methods of Adding Members

What is this Step? Your portal is currently set to "Closed Portal" authentication method. While this method is easy to get started with, some companies may be better served by using another authentication method for their users. Consider whether another user authentication method is better.

Why do I want to do this? Closed portals grant users access through the process of individually adding them to the portal, sending them a registration email, and allowing them entry to the portal through their user credentials. While this is a standard and simple user authentication method, it is not necessarily the most efficient or beneficial for all clients. Clients with larger user bases, for instance, may find that user eligibility or SSO are more efficient ways of authenticating users.

How do I do this? Go into the admin website and do the following:

Review other options for adding members:
Single Sign-On
User Eligibility
Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Click the "User Authentication" option from the SETTINGS menu on the left.
Choose the authentication method you want to use.

Related Wiki Pages:

It's time to MASTER the SYSTEM!

In this section, we have the FINAL steps. Completing these steps will enable you to use the admin website to its full potential for increased engagement and outcomes.

Use Flows 2.0/Create Custom Flows
Create a Custom Call-to-Action Tile
Create Custom Tasks
Create Custom Automations

Step 1: Use Flows 2.0/Create Custom Flows

What is this Step? Create a custom message.

Why do I want to do this? Flows 2.0 is a versatile tool that contains various components, enabling you to communicate with members, provide surveys, schedule appointments, and gather data, among other capabilities. Flows 2.0 also enables you to initiate the use of templates in your portal (which can be used for many things, like onboarding new members and scheduling coaching meetings, for example). The flows 2.0 tool is the second generation of the flows tool with increased functionality and usability.

Example of a flow: A coach wants to learn a little bit about a user/client before an appointment, so a flow is made that contains some introductory information and some questions for the user about their current habits and lifestyle goals.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Click on "Flows 2.0" under the CONTENT menu on the left.
Click the CREATE button at the top-right corner above the table.
Create a flow.

Watch this short video to see how to create a custom flow:

Related Wiki Pages:

Step 2: Create Custom Call-to-Action Tile

What is this Step? Consider whether you want to enter a customized flow V2 for members to access from their portal homepage when they are not currently taking a course.

Why do I want to do this? This tile is prominently displayed for members, so you can direct them to a flow that you create for your own purposes (like gathering data or learning their personal goals and objectives, for example).

How do I do this? Go into the admin website and do the following:

Create the flow you want to use as the Call-to-Action flow.
Have the title of the flow ready.
Contact Engagement Rx platform support and make the request.

Step 3: Create Custom Tasks

What is this Step? Create custom tasks that can be assigned to coaches.

Why do I want to do this? You can create tailored tasks for your portal to make task assignment and management more efficient. The custom task tool gives you color- and icon-based options that make it quick and easy to categorize and recognize tasks when they’re being viewed in the admin system. Tasks are used to help coaches keep track of what they need to do AND tasks are used to keep a record of what's been done.

Example of a custom task for a coaching account: A coaching account has coaches that make on-site visits to hospitals and healthcare facilities on a regular basis, so they've created a custom task called "On-site visit." When a coach in this portal has a scheduled visit, they can quickly assign the custom task with a date and a description of the facility that they're visiting. When the task is complete, the on-site visit has been logged and can be viewed in a task report.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Select "Custom Task Types" under the SETTINGS menu on the left.
Click the CREATE A NEW TASK button.
Create a custom task for your portal.

Watch this short video to see how to create a custom task:

Step 4: Create Custom Automations

What is this Step? Create automations that can be triggered either manually or by an event.

Why do I want to do this? Automations are one of the main ways to raise the efficiency of your coaching team. You can set automations that are based on an event, like the completion of an appointment, or you can create automations that are manually triggered. In the automations system, you can send messages, set to-do's and goals for users, and create tasks for coaches; all of this can be done in a preset, chronological order, spaced out in days or weeks based on the initial start trigger. Automations are one of Engagement Rx's most effective ways to raise the efficiency of your coaching team and the engagement of users.

Example of an automation: A coaching team wants to create a 9-week walking course, so they create a "Walking Course" automation in which to-do's, reminder emails, and goals are arranged in a sequential order to instruct and motivate the member. Tasks are added to the automation so the coach can check in with the user at specific points.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Choose the portal you want to manage.
Click the "Automations" option from the CONTENT menu on the left.
Create an automation using the components you need.

Watch this short video to see how to create a custom automation:

Related Wiki Pages: The Automation Management Tool