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STEP 2: Coach allocation Single or Bulk (NSO/SSO)

Updated

This article is for NSO and SSOs to allocate a coach(es) to a booking.

Included in this article:

  • What makes a coach eligible for allocation to a booking

  • Configure the number of coaches needed for a session

  • Allocating a coach to a booking - single

  • Allocating a coach to a booking - bulk

  • Review your coach allocation

 

What makes a coach eligible for allocation to a booking

The coach needs to be:

 

Configure the number of coaches needed for a session

IMPORTANT: Please ensure you've created the sessions. See here Creating session dates/times (NSO/SSO)

If a session requires more than one coach, please perform the following actions.

  • Go to OfficialsHQ https://home.officialshq.com/
  • Navigate to Schools Bookings -> Booking management (shortcut here)
  • Select the booking you are interested in
  • Select the Session Management function (calendar icon)

SessionMgmt1.png

 

  • Select the Required coach types function (Cog icon)
  • Select the pen icon
  • Change the coach number
  • Select the tick icon

Changecoachnumber.png

 

Allocating a coach to a booking - SINGLE SESSION allocation

To allocate a coach, please ensure you've created the sessions. See here Creating session dates/times (NSO/SSO)

  • Go to OfficialsHQ https://home.officialshq.com/
  • Navigate to Schools Bookings -> Booking management (shortcut here)
  • Select the booking you are interested in
  • Select the Session Management function (calendar icon)

SessionMgmt1.png

 

  • Select the Coach appointments function (user with a cog icon)

allocatecoach1.png

You will have two options to allocate the coach to the session, via the map view or list view.

 

Allocating using the map view

  • Select the map pin image at the top right of the coach appointments modal

mappin.png

 

  • Select the coach role you want to allocate by clicking on the row. This will then show the available coaches on the map.
  • To see all coaches on the map view, select the checkbox for 'All coaches'

  • To allocate a coach to the booking, select the coach image on the map (green coach icon). On the popup select the Add coach button. The coach will be allocated to the booking

  • Add additional coaches as required. When happy, select the Publish button
  • This will now send a booking invite to the coach

Allocating using the list view

  • Select the coach role you want to allocate by clicking on the row. This will then show the available coaches in the list view
  • In the coaches section you will see one or more coaches highlighted in green, these are clear to allocate to the booking
  • To see all your coaches select the All Coaches checkbox, this will show coaches highlighted in red. These will be coaches that are already allocated for the session time/date on another booking
  • Click on the coach you want to allocate to the session and select the + button

Listview_coachallocation.png

  • The coach will now appear in the Overview section
  • You will see a red x next to the coach's name, this denotes that the coaching request has not been published (sent) to the coach
  • When you are happy with the coach allocation, select the Publish function (interlocking links icon)
  • This will now send a booking invite to the coach

 

Allocating a coach to a booking - BULK SESSION allocation

To allocate a coach(es) in bulk to sessions, please ensure you've created the sessions. See here Creating session dates/times (NSO/SSO)

  • Go to OfficialsHQ https://home.officialshq.com/
  • Navigate to Schools Bookings -> Booking management (shortcut here)
  • Select the booking you are interested in
  • Select the Session Management function (calendar icon)

SessionMgmt1.png

 

  • In the Sessions page select the button 'Bulk Allocation' (top right of screen)

  • The coach allocation modal will now show
  • Select the coach role you want to allocate by clicking on the row. This will then show the available coaches in the list view
  • In the coaches section you will see one or more coaches, these will be highlighted in different colours:

    • Green if available for all sessions

    • Yellow/Orange/Amber if unavailable for 1 session

    • Red if unavailable for greater than 1 session

  • Click on the coach(es) you want to allocate to the sessions and select the + button
  • The coach will now appear in the Overview section
  • You will see a red x next to the coach's name, this denotes that the coaching request has not been published (sent) to the coach
  • When you are happy with the coach allocation select the button 'Publish' (bottom right of modal)

Listview_coachallocation.png

  • In the coaches section you will see one or more coaches, these will be highlighted in different colours:

    • Green if available for all sessions

    • Yellow/Orange/Amber if unavailable for 1 session

    • Red if unavailable for greater than 1 session

  • Click on the coach(es) you want to allocate to the sessions and select the + button
  • The coach will now appear in the Overview section
  • You will see a red x next to the coach's name, this denotes that the coaching request has not been published (sent) to the coach
  • When you are happy with the coach allocation select the button 'Publish' (bottom right of modal)
  • The selected coach(es) will then be allocated to the sessions for that class and a booking invite will send to the coach
  • You can then choose to:
    • replace a coach on bulk
    • adjust a coach allocation for a single session

 

Review your coach allocation

  • When you return to the Session Management screen you will see the appointments column. This show how many coaches are allocated/total coaches needed. Eg 1/2 = one coach allocated, two are needed
  • If the coach rejects the booking, the coach will be removed from the booking allocation. In the example above, the Appointments column will shows as 0/2

allocatecoach4.png

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