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Coaching client portal for cohort programs

A coaching program portal is where participants track their own milestones, coaches schedule sessions and keep private notes on each one, and the program lead organizes everyone into cohorts.

Pattern: Tracking

Describe it to EachEntry

“We run a six-month leadership coaching program. Group participants into cohorts, let each participant track their milestones, and give coaches a session calendar with private notes.”

Viewing as

Cohorts

Participants

Amara OkoyeNew managers, June 2026Daniel ReyesFox Valley FoodsJul 6, 2026
Tomasz NowakNew managers, June 2026Daniel ReyesTern FreightJul 6, 2026
Bethan MorganNew managers, June 2026Farah SiddiquiFox Valley FoodsJul 6, 2026
Grace LiuSenior leaders, July 2026Farah SiddiquiWestmere HealthAug 3, 2026
Kwame MensahSenior leaders, July 2026Farah SiddiquiFox Valley FoodsAug 3, 2026
Sunil VarmaSenior leaders, July 2026Daniel ReyesWestmere HealthAug 3, 2026
Isabel FerreiraFounders, September 2026Daniel ReyesLoop & LarkOct 5, 2026
Rohan MehtaFounders, September 2026Farah SiddiquiTinsmith LabsOct 5, 2026

Showing 1–8 of 8

Powered by EachEntry

Run coaching cohorts in one place

A coaching program runs in cohorts: a group starts together, works through milestones, and meets in sessions, while each coach keeps notes on every participant. EachEntry gives participants their milestones and sessions, and gives coaches notes that stay private to them.

  1. 1.CohortParticipants are grouped into cohorts, so each group's sessions and progress stay together.
  2. 2.MilestonesEach participant follows their milestones on their own page.
  3. 3.SessionsSessions sit on a calendar participants and coaches both see.
  4. 4.NotesCoaches keep notes on each session that only coaches can see.

In plain English

How EachEntry sets it up

EachEntry gives every participant, coach and program lead a sign-in of their own. Each participant sees only their own sessions. It covers cohorts, milestones and sessions. Sessions, coach's notes, milestones, actions, resources, participants and northstar team live in EachEntry's own database, so there's no spreadsheet to keep in sync.

What it does

01

Every participant sits in a cohort, with their coach beside their name

Cohort lists used to live in a spreadsheet tab only the program lead could read. In EachEntry the lead keeps one table of participants, each with a cohort, a coach, an organization and a start date, and filters it to one group in a click. Nobody rebuilds the June new managers group from an email chain again.

Tables to manage recordsDone by: Program lead
02

Participants see which milestones they've reached and what's next

Progress in a coaching program tends to live in the coach's head, which is hard to read from the outside. Each participant signs in to their own milestones, from the 360 survey to the first delegated report, and sees which are not started, in progress or reached. Nobody spends the last five minutes of a session asking "am I on track?"

Status tracker for the submitterDone by: Participant
03

Coaches plan the month's sessions on one calendar, not in crossed invites

Finding a slot meant scrolling back through calendar invites to see who already had Thursday. In EachEntry every session sits on a calendar with its participant, format and time, marked scheduled, completed or canceled, so a coach can see the gap before adding the next one. The double-booked 9am call stops happening.

CalendarDone by: Coach
04

Coaches keep candid session notes that participants never see

Session notes ended up in a personal notebook or a shared doc that was one wrong click away from the participant. In EachEntry the coach files a note against the session (what came up, what to push on next time) and it opens with that session's record. Only coaches can read the notes, so candor doesn't depend on remembering sharing settings.

Notes & scores on a recordDone by: Coach

Who sees what in a coaching program portal

Every person signs in to their own view. This is what each role in the demo gets.

Participant

Sees only their own sessions.

Pages
Home, My milestones, My sessions, Actions, Resources, Program guide
Doesn’t see
Coach's notes

Coach

Sees the sessions assigned to them.

Pages
Home, Calendar, My sessions, Actions, My participants, Program guide
Can start
Set an action

Program lead

Sees every session in the portal.

Pages
Home, Cohorts, Sessions, Milestones, Coaches
Doesn’t see
Coach's notes

What’s in the coaching program portal template

The tables and fields EachEntry sets up for this portal. Describe your own version and change any of them in the editor.

Sessions

  • Session (text)
  • Date (date)
  • Start time (time)
  • Participant (link)
  • Format (choice: Video call, In person, Phone)
  • Status (choice: Scheduled, Completed, Canceled)
  • Coach (link)
  • Agenda (long text)

Coach's notes

  • Note (text)
  • Session (link)
  • Date (date)
  • Notes (long text)
  • Push on next time (text)
  • Coach (link)

Milestones

  • Milestone (text)
  • Due (date)
  • Participant (link)
  • Status (choice: Not started, In progress, Reached)
  • What happened (long text)

Actions

  • Action (text)
  • Due (date)
  • Participant (link)
  • For session (link)
  • Kind (choice: Exercise, Reflection, Survey, Reading)
  • Status (choice: Set, Handed in, Read, Overdue)
  • Coach (link)
  • Your response (long text)

Resources

  • Title (text)
  • Kind (choice: Worksheet, Report, Reading, Session summary)
  • Shared on (date)
  • For (link)
  • File (file)

Participants

  • Name (text)
  • Cohort (choice: New managers, June 2026, Senior leaders, July 2026, Founders, September 2026)
  • Coach (link)
  • Organization (text)
  • Started (date)
  • Goal for the program (long text)

Northstar team

  • Name (text)
  • Role (text)
  • Works with (text)
  • Based in (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How EachEntry builds a portal

Decide

2 parts

  • Status tracker

    “Where's my request?” answered as a progress bar on the submitter's own page.

  • Notes & scores

    A reviewer's score, a coach's feedback, a clinician's note, kept on the record it belongs to.

Share

2 parts

  • Tables

    Search, filters, sorting, inline add and edit. The spreadsheet, minus the sharing accident.

  • Calendar

    Records on a month or week view, by date.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. EachEntry sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

Coaching programs often use a mix of forms, spreadsheets, a calendar and a notes app. EachEntry builds one portal for the program instead, with cohorts, milestones, a session calendar and private coach notes, a sign-in for each participant and coach, and a flat price however many people join.

Yes. Session notes can be hidden from participants entirely, so only coaches see them, while participants see their own milestones and sessions.

Sessions appear on the portal's calendar, but EachEntry doesn't do time-slot booking. Use your scheduling tool for booking and keep the program's sessions, milestones and notes in EachEntry.

A participant signs in with a link sent to their email and lands on Home. They see Home, My milestones, My sessions, Actions, Resources and Program guide, and only the sessions that are theirs.

Only coaches. It's hidden from participants and program leads: it doesn't appear on their pages or in the records they open.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

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ApplicationsAccelerator & incubator portalStartup applications & cohortsHealthNutrition & health coaching portalMeal logs & check-insMembershipProfessional association portalMembers & directory

Build your coaching program portal with EachEntry

Describe who signs in and what each person needs, and EachEntry builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited participants.

See pricing · How EachEntry builds a portal