Coach Portal is used by teaching staff to mark attendance and assess pupils for their classes, view contact details (and if the device allows, call directly from the device) and allow them to cover other teachers' classes.
Introduction to Coach Portal video:
Accessing Coach Portal
Coach Portal can be accessed by browsing to https://yourorganisation.coachportal.co.uk and logging in with a username and password. The login credentials are the same as the username and password staff use to access GoLearn. If your teachers have historically not logged in to GoLearn, then they will need a password set for their user profile. Details regarding user settings and permissions can be found later in this guide.
Functionality
If the user logging in is a teacher scheduled to deliver classes on that day, Coach Portal will automatically download their sessions upon login.
The green circle icon in the top right corner signifies that Coach Portal is online and that your device is connected to a Wi-Fi network. Alternatively classes can be refreshed manually if needed.
If the device is offline, and any changes are made, the icon in the top right corner will change colour and list the number of changes that have been made whilst the device was offline. Once within Wi-Fi range, these changes will automatically sync.
The sessions they are delivering on that day are listed. Depending on the users permissions, they may also be able to change the date they are viewing, to see classes in previous days. The teacher can choose the specific session they are responsible for that day. This will provide them with access to a variety of options, including taking attendance, assessing participants, viewing any important alerts, and awarding badges.
Register
Teachers will be able to mark attendance individually or in bulk. You also have the option to show and call a member direct from the device (providing the device supports this). Teachers will also be able to see payment plan information, including whether how many sessions are left if someone is booked with a cash block payment.
Assessment
Teachers will be able to assess either by member or by skill. The assessment process is similar in both options, whereby they can assess members individually or use the 'Pass all' option if needed.
Cover Teachers
Teachers will be able to cover sessions that other teachers usually deliver, using the option to 'Switch user'. If the device will be used offline, then the teacher will need to first select 'Import classes for all users', before selecting 'Switch user'.
When they select 'Switch user' they will be prompted to select the name of the user they want to switch to and enter their own PIN code (this is their own PIN code which is assigned to their user profile in GoLearn).
Once they enter their PIN code and confirm, their user profile will switch to the user they selected, reflected in the 'Logged in as...' section. They will then see the sessions that user delivers, and are able to carry out the usual tasks to deliver the session.
User Permissions
The permissions you need to set accordingly for your user groups that relate to Coach Portal are in 'Settings' > 'Users & Groups' and editing the relevant group 'Global Permissions' > 'Classes' section.
You may wish to review other permissions for your user groups, to ensure they have the correct access in GoLearn, Scheme Portal and Coach Portal. This is because a user that has Coach Portal access, will be able to use the 'Edit user details' option within Coach Portal, to access GoLearn. Although they will be prompted to login again, they can do so with the same username and password they use for Coach Portal. Therefore, it's important that they can only access areas within GoLearn that you want them to be able to view and edit.
There are 3 main settings that control who can access Coach Portal and what they are able to do once logged in.
- 'Can access Coach Portal' - controls whether the user is able to login to Coach Portal
- 'Can view all classes in Coach Portal' - controls whether the user is able to use the use the 'Switch user' functionality in order to access classes that other teachers deliver
- 'Can assess classes in the past in Coach Portal' - controls whether the user is able to change the date to view and/or make changes to classes in the past
Password and Pin Code
In order for a user to be able to login to Coach Portal, they must have a password set. This can be set for the user in the 'Login Details' section, or if an email address is entered, the option of 'Reset Password?' can be used to email a random password to them, which they must change on first login.
In order for a user to be able to use the 'Switch user' functionality (e.g. a teacher covering another teachers classes), they must use their own PIN code to do so. The PIN code is assigned in 'GoLearn' > 'Settings' > 'Users & Groups' and editing a users 'Login Details'.
