Managing coaches in the coaching center

This step-by-step guide explains creating and managing coaches in the Coaching Center. The Coaching Center is a hub for one or more Teams Dashboards, each with its own set of teams.

Who is this guide for?

• Organizations on our "Enterprise" plan.

Users, coaches and account limits

Columinity has two types of accounts:

• Coach accounts: These accounts are tied to a Coaching Center. Coaches can be administrators and have access to all Teams Dashboards under the Coaching Center or be restricted to only selected Teams Dashboards. These accounts are created in the Coaching Center.
• Dashboard accounts: These accounts are tied to one Teams Dashboard. They can be administrators with access to all teams in the dashboard or restricted to only selected teams. These accounts are created in the Teams Dashboard.

The number of teams on your plan limits the number of accounts you can create:

• 2 dashboard users for each licensed team
• 1 coach for each team licensed (requires "Enterprise")

We will consider how to manage coaches for the remainder of this guide. Consult our guide on dashboard accounts to manage such accounts.

ℹ️ Tip: We recommend using dashboard accounts as the default and only creating coach accounts for users needing multiple Teams Dashboards. This conservative strategy maximizes the limits (below) and prevents users from accidentally gaining access to environments that they aren't part of.

1. Viewing coaches

1. Go to https://coachingcenter.columinity.com to open the relevant Teams Dashboard.
2. Click "Coaches" in the sidebar.
3. You now see a list of coaches.

This page shows the following:

• Under "Your coaches", you can see the coaches for this Coaching Center.
• For each coach, we show the following:
  • A user avatar (can be set by each user in their user profile)
  • The name of the account
  • A crown icon is shown when the user is an administrator.
  • A shield icon is shown when the user has enabled Multi-Factor Authentication (MFA).
  • A key icon to indicate that a user must log in through Single Sign On (SSO). A filled key icon indicates that the user was successfully enrolled for SSO. An un-filled key icon means that the user has yet to enroll with SSO before they can access Columinity.
  • On the right of each account, we show the Teams Dashboards the user can access and management options (the three dots).

2. Adding a coach

1. Click "New" to add a new coach.
2. In the form, provide the email address for the account. If the email is already associated with an existing coach, you can invite them instead.
3. Provide a user name.
4. Set the permissions. If a coach is an administrator, they have full access to this Coaching Center and all Teams Dashboards. Otherwise, a coach can only access and manage the selected Teams Dashboards.
5. Select an account type. This field is only available for customers with Single Sign-On (SSO) enabled. Otherwise, it defaults to "Normal account."
6. Select whether an additional login factor is required for extra security.
7. Click "Save" if you're ready.

3. Editing and deleting coaches

Coaches can be edited or deleted by clicking the three dots to the right of each account. If a coach is deleted, their information is purged entirely from Columinity unless they are also associated with other coaching centers.

4. Multi-factor authentication (MFA)

Multi-factor authentication (MFA) is required to add an extra layer of security to the login flow. At the moment, we support Google Authenticator and similar code apps. If enabled, coaches must provide their login and password and a one-time code from their authenticator app to log in.

Enabling MFA

1. Click "Coaches".
2. Locate the coach for whom you want to enable MFA.
3. Click the three dots on the right and choose "Edit".
4. For the "Add additional login factor"-field, choose "Yes".

On the next login, the coach must configure Google Authenticator (or similar) to continue.

Reseting MFA

You can reset MFA for a coach:

1. Click "Coaches".
2. Locate the coach for whom you want to enable MFA.
3. Click the three dots on the right and choose "Reset MFA".

On the next login, the coach must reconfigure Google Authenticator (or similar) to continue.

5. Single Sign-On (SSO) ("Enterprise"-plan)

Single Sign-On (SSO) is a technology that allows users to access Columinity with their company accounts. This is more convenient and secure because companies can enforce their log-in policies and manage accounts centrally. Single Sign-On is available to customers on our Enterprise plan with at least 25 teams. More information is available here.

Create a new user with Single Sign-On

1. Click "Coaches".
2. Click "New".
3. Enter the user details. In the field "Account Type", choose "Single sign-on". If this option is grayed out, SSO is not available for your subscription.
4. Click "Save". This creates the user and sends an invitation email to the specified e-mail address.
5. If needed, you can re-send the invitation by choosing "(Re)enroll for SSO" in the action menu for the newly created user.
6. You can monitor enrollment status with the key icon next to the username. If it is filled, SSO is enabled and the user is enrolled. It it is not filled, the user has not yet enrolled for SSO.

When the coach clicks "Activate account" in the amil, they enter a wizard to connect their company account to the Columinity account with relevant permissions. To do so, the user has to log in with their company credentials in a secure dialog that runs on their company's infrastructure. If the credentials are correct, the company's identity server returns a confirmation and we link the Columinity account to that

When the wizard completes, the user is returned to Columinity and logged in automatically.

How to enable Single Sign-On for existing users

Existing users can be invited to enroll for Single Sign-On. To do this, click "(Re)enroll for SSO":