Coach Matching Automation Overview

Purpose
This article explains how the Coach Matching Automation works so the team clearly understands what drives eligibility, ranking, and when manual review is required. This ensures consistency, transparency, and strong client experience.

Big Picture

All coaches live in the system at all times. We are not manually removing coaches from visibility.

The automation evaluates defined rules and then ranks eligible coaches.

Because of this structure:

• There will be times when no coach appears.

• This does not mean the system failed.

• It means no coach currently meets the required Tier 1 criteria under the client’s constraints.

Clarity here protects quality and alignment. 🎯

Tier 1. Must Pass Rules

If a coach does not pass every Tier 1 requirement, they will not appear in the results.

Eligibility and Performance

• The coach cannot have any active hold in Salesforce.

• A coach can only receive up to 5 new clients within the last 7 days. This protects coaching quality.

• The coach’s NC30 must be 15 percent or lower.

• The coaching package must match the coach level:

  • Elite package shows Elite or Elite Master coaches.

  • Master package shows Master or Elite Master coaches.

Capacity

• Capacity lives on the coach contact page.

• The system checks active contracts against that capacity value.

• If a coach is at full capacity, they will not appear.

Availability

• The coach must have availability within the next 48 business hours for the default search view.

If any one of these requirements is not met, the coach will not appear in results.

This protects standards, client experience, and coach sustainability. ✅

Tier 2. Ranking Factors

Tier 2 rules do not remove coaches. They only affect the order in which coaches appear.

These include:

• Bucket match. Business, Life, or Relationships.

• DISC alignment when both client and coach have DISC data.

• Coach strengths and tags such as leadership, scaling, confidence, communication, health.

These factors determine who appears first, second, or third. They do not block eligibility.

When No Coach Appears

If no coach shows up:

• It means no coach currently meets all Tier 1 requirements under the client’s constraints.

• It does not mean the automation failed.

• It means criteria are preventing a match.

When this happens:

• Escalate for review.

• We will assess what is creating the restriction.

• We will determine whether a manual assignment is required.

This keeps assignments intentional and quality controlled.

Clarity on this process ensures alignment, protects coaching standards, and keeps momentum strong across the team. 🚀