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AI agent for business coachs

Cohort and Group Program Progress Agent

Notice early which group members are stuck and respond to each in the right way.

MonitoringCommunicationManagement
See how it worksGet access
Cohort and Group Program Progress Agent: what goes in, what the agent does and what you get

What it does

In a group coaching program, members move at different speeds and nobody sees who is stuck until it is too late. The agent tracks attendance, homework and measures for each member, spots those falling behind, and checks reasons in their notes and messages. It drafts a personal check-in for each member and a topic for the group session. It then watches for a response and changes the follow-up if there is none. The coach approves each message. Edge case: a member missed two sessions but completed all homework, so the agent drafts a scheduling question, not a motivation message.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Weekly cohort check 2 USES A TOOL Load attendance, homework and measures 3 DOES Compare each member with the program plan 4 CHECKS THE RESULT Is each member on pace? If not: Flag the member and look at notes for a likelycause. Back to step 3. 5 DOES Choose the follow-up type from the cause 6 DOES Draft a personal check-in and a group topic 7 YOU APPROVE Coach approves each message 8 USES A TOOL Send the approved messages 9 CHECKS THE RESULT Did the member respond or improve within a week? If not: Change the approach and notify the coach. Backto step 5. 10 RESULT Cohort status and follow-up list
Read the steps as a list
  1. Weekly cohort check
  2. Load attendance, homework and measures
  3. Compare each member with the program plan
  4. Is each member on pace?If not: Flag the member and look at notes for a likely cause. Back to step 3.
  5. Choose the follow-up type from the cause
  6. Draft a personal check-in and a group topic
  7. Coach approves each messageThe agent waits here for your OK.
  8. Send the approved messages
  9. Did the member respond or improve within a week?If not: Change the approach and notify the coach. Back to step 5.
  10. Cohort status and follow-up list

How it decides

A member is flagged when they miss two sessions or two assignments, or a measure stalls. The follow-up depends on the cause shown in the data.

  • Two misses in a row means flag
  • Attendance without homework suggests workload; the reverse suggests scheduling
  • One follow-up per member per week
  • Group topics address issues shared by 3 or more members

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Flag rule (default 2 misses)
  • Check frequency (default weekly)
  • Message tone
  • Measures tracked

What keeps you in control

It always asks you first

  • Coach approves each message before it is sent

Hard limits

  • Never contacts a member without approval
  • Never shares one member's data with the group

It stops when

  • Done: members back on pace or coach has decided
  • Stop: member leaves the program

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensWeek 5 of a 10 week cohort: one member had missed two sessions but handed in all homework. The pace check failed and the notes mentioned a schedule clash. The agent drafted a message offering a recording and a different time. The coach approved it. The member replied and attended week 6. A group topic on time planning was also added.

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