Building an Online Coaching Tool

**Brasza Coaching is a company that connects coaches with clients.** With the Online Coaching Tool, we want to build an anonymous platform that coaches (our clients) can use to coach their clients online. What we mean by anonymous is just the fact that the coaches should be able to offer our platform as if it is their platform (white label). For more detailed Specs about which functions, should work how, please read the attached file. ## Deliverables **Specs Brasza** ** ** The customer gets a dashboard with Icons. Each Icon is for a specific function. When he/she has to take an action or has a message the Icon should be highlighted with some sort of mark. ** ** First of all we need a function for setting Goals: **Goals function** ? First a welcome text and a video (embedded from youtube), describing what goal setting is and why it's so important. ? Customer is asked a few questions: o Describe your goal in max. 20 words o When is deadline for your goal? (date) ? 7 days ? 1 month ? 1 year ? Fill in a specific date o Describe a day in your life when you've achieved your goal (max. 1.000 chars.). o If you don't achieve this goal, how would you feel? Describe a full day when you havn't achieved your goal (max. 1.000 chars) o How often would you like to receive a reminder for your goal. (once a day, once a week, once a month). ? Reminder should be an E-mail (the e-mail used in customer profile will be used or could be edited in this question) ? The system should make sure the customers receive the amount of reminders he/she wants. ? The reminder should give the complete summary of the answer on "Describe your goal". ? Now the customer get's a summary of his goal (his answers) which he can either edit or save in his own dashboard. The layout of this summary is very important. Because he/she needs to come back to this summary every time he receives a reminder. ? Also the coach should be able to give suggestions within the goal setting function. So when the customer fills in the questions, the coach should receive a message in his internal mailbox. If he wants this he could receive a notification of new mail in his own (private/outside the Brasza network) mailbox. The coach should be able to add comments to the questions, the customer fills in. ** ** ** ** **Journal function** Every time the customer goes to this function he/she should by default get a screen like this Smartphone or webapplication: ? We expect a design as shown above or in more detail on the following link: [[login to view URL]][1] ? By default the current date is shown on a blank page. And/he/she should immediately start writing his journal for the day. His/ her profile photo (set up in the profile from the dashboard) should be shown on the left below the paperclip. ? Also the customer should be able to see his/her history notes from the menu on top of the page. ? The coach should be able to pre define questions for his clients (when setting up the account for the client) which are shown from the fifth line under the first line. These questions should be shown every time he/she opens this function. For example: o Weight o Measure belly o What went good o What could go better o What will I do better tomorrow ? When exiting the application, the journal for the day should be auto saved. ? The coach should be able to add comments to the journals, the customer fills in. The client could ask specific feedback by checking a box below his journal. **Alarm settings Coach** The coach should get certain alarms in his dashboard upon actions from the customer. He should be able to check which alarms he would like to get from his customers in general but also specific per customer. For example: I always want a notification per mail when my customer doesn't fill in his daily journal for more than 3 days. But when client X doesn't fill in his journal for more than one day I want to receive an E-mail. ** ** **Message function** This function is to make communicating easy between coach and client. The function should be something like a Twitter style private message board between coach and client. When there is a new message, the customer and/or coach should be notified in a way the user has defined this in his preferences. Coach should be able to send mass mail (max. once a day/week) to all his clients or to a group (pre defined from his dashboard). **Appointments** This function should be something like a calendar. Where customer can request a meeting with his coach. ? Customer clicks on this function from the Dashboard. ? Both Customer as Coach can sent Outlook style appointment invitations to one another to schedule an appointment. ? When an appointment request is received, the user is informed in a way predefined in the preferences. (Push or mail). From this message they can login to their Dashboard and accept or decline the appointment or suggest a different date. ? Coach can predefine in his own preferences on which dates/ times no one can request appointments. E.g.: weekends, Mondays, After 16:00 etc. If one tries to invite on times that are defined as not possible they get a notification imidiatly. ? If an appointment is accepted it's shown in the calendar of both parties. ? It is possible to manually add other appointments as well. The agenda is always private by default. ? One should be able to check for availability in the agenda of the other party. The pre-defined moments that cannot be used for appointments (see above) are shown as "blocked". **VideoChat** Up on appointment (see calendar) it should be possible to schedule a video conferencing meeting between coach and customer. There is Open-Source software available that can be used, for example: <[login to view URL]> <[login to view URL]> If both parties click on the VideoChat function from their Dashboard, they should be able to set up a private VideoChat. It should also be possible for a coach to set up a classroom chat for all his clients or for specific clients in a group on a specific time. Groups should be managed from the dashboard of the Coach. The coach should be able to mute the video and mics from all customers during the session. Question could be asked through private text chat or poll. **Downloads** If a client is a member of a group and the coach shared certain files with that group, than the available files should be available in the downloads section. The client should never see in which group he/she is added. **Dashboard Client** The Client should have the following functions on his dashboard: ? Goals ? Journal ? Profile/ Settings ? Messages ? Appointments ? Video Chat ? Downloads ** ** **Dashboard Coach** The Coach should have the following functions on his Dashboard: ? Set up Accounts o In this function he can pre-define elements of all accounts or specific accounts. Such as described in the journal function (weight, what went good etc.) o Also he could create a new client: ? He fills in basic information (name, address etc. Only the name is shared as a reference for on the invoice, the rest of the information is private and not available for Brasza). ? Now he gets a confirmation and the system should ask him if he agrees with the payment of xyz Euro's. After confirming, he gets the ID and Password for the user immediately. From this point on the dashboard he can forward the login details directly to the customer. o Manage Clients. Delete customers, Edit customers, send password again. Etc. o Create/ Edit Groups of clients ? Message Center o Here he can see all notifications that require his action received from his clients. Including Journals, Appointments Messages, Goals input. o He can respond from the message center. ? Profile Settings o From this function he can set all the preferences needed: ? Payment details ? Company Profile/details ? Notification settings ? His own Userdetails ? Set a few settings, look and feel and upload a logo which his clients (in his Hierarchy see when they login to their Dashboard) ? VideoChat o See Videochat description above ? Brasza News o From this function Coaches can read what's new o We should be able to add ads in this section o Also embed video's (mainly from Youtube) ? Upload Files o The Coach should be able to upload files to a maximum of X MB. We should be able to assign more space if required. o The Coach can add his clients to a group and make files available per group. **Backoffice Brasza** From the Back Office from Brasza we should be able to: ? Manage Payments ? The system sends an invoice (PDF) directly to the E-mail account of the coach with payment right after the coach gives his confirmation for the creation of a new client account. Also to a special Brasza E-mail address, + notification in the back office of Brasza. After 14 days the notification in the backoffice will be highlighted. Every payment notification in the backoffice gets tree action buttons next to it: Delete - Payed - Send reminder - Send to.. ? If clicked on Delete, the invoice is saved in the folder: deleted ? If clicked on payed, the invoice details should go to a folder: payed ? If clicked on Send reminder, the invoice details should go to a folder: reminder AND the reminder + Standard pre-defined text + Invoice should be sent to the coach. ? If clicked on Sent to, the invoice details should go to a folder: Send to. AND a pop-up should appair with the question to type an e-mail adres + text + subject. A standard pre-defined text should be shown in the textfield. When clicked on send in the pop-up the invoice should be enclosed as a PDF. ? Manage Coaches o Create new coaches o Search for coaches or all possible criteria in our customer database o Add (private) notes about certain coaches and attach to record of coach. Also be able to search for these coaches. o Fees the coach should pay per new clients should by default be X Euro's. But manually we should be able to edit the different fees per coach. Also if it concerns recurring payments. o We should be able to define up to 20 fields with checkboxes, to categorize our coaches. Searching also for specific combinations of these criteria should be enabled in the searching option. o Disable coaches (and their clients) if failed to pay o Send messages to coaches (mass and individual) ? Statistics: o See how many (active) clients are created o Ranking top 50 coaches with most clients o Payment Stats o Number of visitors (Google Analytics) o Number of clients per Coach (Because clients should hierarchy be assigned to his/ her coach) o Time spend on site o Which elements are used most/ least ? Content management o Create news items/ video for in the Brasza News Function. ? Make Automated Backups on server ? Export Data for backup purposes ** ** **Widgets/ Plugin** ? We need a Wordpress plugin that can be dragged as a widget in a wordpress site of the coach. The widget should give a login box (username/ password). A Client can fill in their data and after clicking: "Login" should be redirected to their dashboard on our server. ? Also we need a Javascript or HTML widget that can be used on every other platform the coach uses to create his website to create the same effect as the wordpress plugin mentioned above. The whole system should work properly and be tested before project is complete. Alle will be needed in Dutch to start with (we provide the text), but also needs to be easily translated to a different langauage if we choose to enter new markets in the future