Managing Learners, Advisors, and Cohorts

Understanding User Types and Cohorts

Before getting started, here's a quick overview of the key terms: 

Administrators have access to aggregate user data, can manage licenses, and can add Advisors.

Advisors Users (typically staff members) who manage a subset of your learner population. Advisors can create assignments, invite learners to their cohorts, and track basic usage and impact data for the learners in their cohorts.

Learners Users (typically students or program participants) who engage directly with Coach to build career skills or seek guidance and information.

Cohorts: How to organize your learner population. Cohorts are especially useful if you have a large number of learners or if you plan to use Coach across multiple time periods, like semesters.

Managing Advisors

To add an advisor:

1. Click License Management in the left side menu
2. Click the Advisors tab
3. Click Add New Advisor
4. Enter their name and email address, then click Save

Your new advisor will receive an email with instructions for creating their account.

To remove an advisor:

1. Locate their name in the Advisors tab 
2. Click the three dots on the far right of their row
3. Select Remove License

Removed users appear in the Removed Users tab and can be restored if needed.

To edit an advisor's profile or assign them to a cohort:

1. Click the three dots on the far right of their row
2. Select Edit Profile

Creating Cohorts

1. Click License Management in the left side menu
2. Click the Cohorts tab
3. Click Add New Cohort
4. Name your cohort and select the advisor or advisors you want associated with it
5. Click Next, review the details, then click Save

Managing Learners

Option 1: Invite learners using a cohort link (recommended)

The easiest way to add learners is by sharing a cohort invitation link directly with them.

1. Click License Management in the left side menu 
2. Click the Cohorts tab
3. Click the cohort you want to add learners to
4. Find the cohort invitation link at the bottom of the box (see image)
5. Copy and share the link with the learners who belong to that cohort

When learners sign up using this link, they are automatically placed into the correct cohort.

Option 2: Add learners manually

1. Click License Management in the left side menu 
2. Click the Learners tab
3. Click Add New Learner

4. Add learners one by one, or upload a properly formatted CSV file

   

Once added, learners will receive an email from the Coach Team with instructions for creating their account.