This article is for NSO and SSOs to allocate a coach(es) to a booking.
Included in this article:
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What makes a coach eligible for allocation to a booking
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Configure the number of coaches needed for a session
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Allocating a coach to a booking - single
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Allocating a coach to a booking - bulk
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Review your coach allocation
What makes a coach eligible for allocation to a booking
The coach needs to be:
- WWCC approved for the state the school is located in (ASC manage WWCC approval, contact us here if your coach needs to be WWCC approved)
- Approved to work for your organisation. See here Approving a coach to your organisation (NSO/SSO)
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)
- Select the Required coach types function (Cog icon)
- Select the pen icon
- Change the coach number
- Select the tick icon
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)
- Select the Coach appointments function (user with a cog icon)
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
- 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 not WWCC approved or 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
- 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)
- 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:
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Green if available for all sessions
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Yellow/Orange/Amber if unavailable for 1 session
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Red if unavailable for greater than 1 session
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- 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)
- In the coaches section you will see one or more coaches, these will be highlighted in different colours:
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Green if available for all sessions
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Yellow/Orange/Amber if unavailable for 1 session
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Red if unavailable for greater than 1 session
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- 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