Manage Coaching Session settings

Use the Manage Coaching Session page to create or edit the details of a coaching session. It consists of the following containers:

Properties
Schedule Details
Attachments
Meeting Summary
Employee Feedback
Review & Approval

The availability of some fields depends on the status of the session.

Properties

This container defines the general properties of a coaching session, and displays the following items:

Item	Description
Session ID	The ID of the coaching session.
Employee(s)	The name of one or more employee(s) to whom the coaching applies.
Organization Name	The name of the organization to which the coaching session belongs.
Creation Date	The date on which the coaching session was created.
Assigned By	The name of the employee who, or notification rule that, created the coaching session.
Topic	The name of the coaching topic. The topic must be active.
Reason	The reason for having the coaching session.
Coaching Application that provides a method of directing, instructing and training a person or group of people, with the aim of achieving a set goal or developing specific skills. Session Type	The name of the session type that is assigned to the coaching session.
Coach	The name of the employee who is the coach in the coaching session.
Status	The status of the coaching session.
Due Date	The date on which the coaching session is due. Click to select a date.
Follow-up Date	The date on which to follow up on the coaching session. Choices are to define an absolute date or a relative number of days after the coaching session is due. If applicable, click the icon to select a date or select a value from the list.
Reason	The reason for the coaching session.
Result	The name of the result that is assigned to the coaching session. If applicable, select a result from the list.
Completion Date	The date on which the coaching session was completed.

Coaching topics

Coaching topics represent the behaviors that coaching sessions are intended to change or improve, for example, “Reducing Average Handle Time” or “Avoiding Claim Processing Errors.” Select Coaching Topics from a pre-defined list while creating coaching sessions.

Coaching topics give coaches and employees a better understanding of the scope and purpose of coaching sessions. They also help answer questions, such as how many sessions were required for a specific topic.

A coaching topic is associated with an organization. When you select an organization in the left pane of the Coaching Topics tab, the list of the existing coaching topics is displayed in the right pane.

A coaching topic may have a file, URL, KPI, or lesson assignment attached. See Add attachments to a coaching topic for details.

Selecting the View icon opens a new window showing the URL attachment content or automatically downloads a file-based attachment to your local Downloads folder.
Unsupported attachments added to a group coaching topics are automatically removed and a message about this action displays.

If the new or changed topic has attachments and the coaching session or current topic already contains attachments, you have the following options:

Replace the existing attachments with the ones from the new topic.
Merge the existing attachments with the ones from the new topic.
Cancel and not change the topic.

Schedule details

This section defines the scheduling details, and displays the following items:

Item	Description
Date and Time	The date and time on which the coaching session is available or scheduled to take place. If applicable, click the icon to select a date.
Duration (in minutes)	The duration of the coaching session. If applicable, enter the duration or use the pre-defined interval arrows.
Location	The location at which the coaching session is to take place. If applicable, enter the location.
Schedule in WFM	If selected, the session is scheduled with Forecasting and Scheduling. The options for scheduling are: Optimize Date/Time – A request is sent to the scheduling engine to select the best date and time for the coaching session. If the user-specified date and time falls within the bounds of the current scheduling period, a floating event Type of calendar event in WFM for which you define possible days and times for the event to occur. is scheduled in the calendar for the coaching session within the scheduling period. More steps are required in the Calendar page in the Forecasting and Scheduling module for this scheduling to proceed. The organization Scheduler usually performs these steps when creating coaching breaks. When viewing eLearning Product that provides hard and soft skills training, applicable for the entire employee life cycle (before, during, and after the hiring process), and includes training assessment and design tools. and coaching assignments, the coaching session is displayed only when the employee is selected. Once scheduled, both the employee and the coach have a coaching session placed on their respective schedules. Note: Coaching session durations are scheduled based on the maximum time configured for the event in the Calendar. For example, a coaching session created with a duration of 60 minutes can appear as two 30-minute sessions in Calendar if the Calendar event is configured for a maximum of 30 minutes, while in Coaching it appears as one 30-minute session. This option is not supported for group coaching sessions. Specific Date/Time – This option is available only if you have the required privilege Permissions associated with each role that define the features of the application a user is able to view and the functionality in the application the user can access. Configure Specific Date/Time Schedule privilege. Forecasting and Scheduling attempts to schedule the session at the date/time specified. A warning displays if the requested time slot is taken by another activity Core component of both schedules and time records in Workforce Management (WFM). When an employee performs any kind of work, activities specify the scheduled work and capture employee adherence to their schedule.. Both the coach and the employee for an individual coaching session or the coach and employees in a group coaching session, have a coaching session placed on their schedules (as long as they are being scheduled within Forecasting and Scheduling). The date shown is taken from the Forecasting and Scheduling schedule. The coaching session, as viewed from the perspective of the employee, considers the coach an attendee; thus, the coach is scheduled when possible. If the employee and coach have different schedule times or are in different campaigns, only the employee is scheduled. No warning is issued to indicate that the coach has not been included in the scheduling. Once a coaching session is saved, no scheduling fields can be edited. Changes to the schedule for individual or group coaching sessions should be made in Forecasting and Scheduling: For employees, changes appear on the Calendar page only for those who have a schedule. For a coach, changes appear on the Calendar page only if they have a schedule, but appear on the Roster whether or not the coach has a schedule. If a session is scheduled with this option and the coach is deleted, the session is deleted in Coaching but still appears on the Calendar page and the employee's schedule. To delete a scheduled session with this option, you must delete it from the Calendar page first, and then delete it from the Coaching module.

Related information

Creating learning and coaching assignments (Workforce Management Forecasting and Scheduling Guide)

Attachments

This section defines the related content that is attached to the coaching session, and displays the following items:

Item	Description
Name	The name of the attachment.
Type	The type of attachment.
Details	The details of the attachment.
Comment	A free text field, up to a maximum of 200 characters, that you can use to add a comment about the attached content.
	Click this icon to open a new window showing the URL attachment content, or to automatically download a file-based attachment to your local Downloads folder.
	Click this icon (if applicable) to delete the attachment.
Add	If applicable, click to add a new attachment.
	Click this icon to open all the attachments in the list with a single click. Each attachment opens in a separate window.

Changes are permanently saved only when the coaching session is saved. For more information on adding attachments, see Add attachments to a coaching session.

Meeting Summary

This section summarizes the coaching session. Fill out this container after a coaching session has taken place.

Item	Description
Meeting Summary	The summary of the coaching session meeting, up to a maximum of 2000 characters.

Employee Feedback

This container displays the feedback of the employee(s) to the coaching session meeting, and displays the following item:

Item	Description
Employee Feedback	The feedback from one or more employees who received coaching, up to a maximum of 2000 characters. A manager can see feedback from all employees.

Review & Approval

This section displays the review and approval comments for the coaching session meeting. It is visible only when a coaching session has been completed, and displays the following items.

Item	Description
Approved	Check the box to approve the coaching session. Clear the check box to remove a previous approval. Add a comment when needed. This item is only visible if your administrator has assigned you privileges to review coaching sessions.
Reviewed/Approved By	A list of the employees who have reviewed and approved the coaching session, along with the user comments.

Item

Description

Approved

Check the box to approve the coaching session. Clear the check box to remove a previous approval. Add a comment when needed.

This item is only visible if your administrator has assigned you privileges to review coaching sessions.

Reviewed/Approved By

A list of the employees who have reviewed and approved the coaching session, along with the user comments.