Send coaching materials to clients

Goal#

Upload a PDF once into the practice's library, hand it to a client or a CoachingGroup, and see on the client card whether they opened it and marked it done. A PDF in the library is a coaching material: a worksheet, a reading, a prep sheet. One sent to a client is a handout. The client downloads it from their portal; nothing is attached to an email.

Prerequisites#

• The Starter, Growth or Studio package. Free has no coaching materials.
• A PDF of at most 10 MB.
• To send: a live client (Active or Paused) whose Coach you are, or the Admin role. A client with an email address is told by mail.

The library and its storage#

The library belongs to the practice: every Coach of the practice sees it and can send from it. The uploader or an Admin can rename, archive and delete a coaching material.

Package	Library storage
Free	none
Starter	200 MB
Growth	500 MB
Studio	1 000 MB

Archived coaching materials count toward the storage. After a downgrade nothing is deleted: the library and every handout stay readable, and clients keep downloading theirs. Uploading waits until the library fits the new package's storage; on Free, uploading and sending stop.

1. Upload a coaching material#

In the app: Library, Coaching materials, Upload. Pick the PDF and give it a title (up to 120 characters) and, optionally, a description (up to 1 000 characters) the client sees in the portal.

Only a PDF is taken, checked by its content, not its name: a renamed image is refused. A PDF that runs scripts, launches files or carries embedded files is refused as well.

2. Send it to a client or a group#

On the client card: Exercises, Send coaching material. Pick the coaching material and add an optional note (up to 1 000 characters); the client reads the note in the portal and in the mail. The handout starts as Sent, and a client with an email address gets a mail with a portal link straight away. The PDF itself is never attached to the mail.

A client has at most one live handout per coaching material: sending the same one again waits until the first is withdrawn.

To send to a CoachingGroup, use the same action on the group's page; you must be the group's creator or an Admin. Each member gets their own handout with the same note, and the app reports one result per member: sent, already sent (that member has a live handout of it) or not live (that member is Ended).

3. What the client sees and does#

The client opens the portal from the mail (or any portal link) and finds the handout with its title, description, your note and its size. They can:

• Download the PDF. It always downloads as a file and is never shown inside the portal. Downloading works in a browser; the mobile app says to open the portal in a browser.
• Mark as done once they have downloaded it, and undo that later.

4. Follow its status#

Status	Meaning
Sent	not downloaded yet
Opened	downloaded at least once; the card shows when it was first opened and how many times it was downloaded
Done	the client marked it done
Withdrawn	you withdrew it; the portal no longer lists it

Undoing done moves a handout back to Opened, never to Sent.

When the client marks a handout done, or undoes it, the handout shows as unseen on the client card until you mark it seen, and the client's Coach gets a mail when it is marked done. Two attention alerts show on the client card and on Today:

• a handout the client marked done that you have not marked seen;
• a handout still Sent more than 7 days after it was sent.

The client's activity timeline lists each handout sent, opened (the first download), marked done, reopened and withdrawn.

5. Withdraw, archive, delete#

• Withdraw a handout from the client card: it becomes Withdrawn and leaves the portal. The client's Coach, the Coach who sent it or an Admin can withdraw it. You can send the same coaching material to that client again afterwards.
• Archive a coaching material in the library: it leaves the send picker; handouts already sent are not affected and stay downloadable.
• Delete a coaching material: only once it is archived and was never sent to anyone, withdrawn handouts included. Deleting removes the file for good.

Erasing a client erases their handouts; the coaching material stays in the library.

Verify it worked#

Open the client, Exercises. The handout shows as Sent right after sending. Open the client's portal link in a private browser window, download the PDF and mark it done: back on the client card the handout shows as Done with its first-opened date and a download count of 1, and stays unseen until you mark it seen.

Failure cases#

• The file is not a PDF, is cut short, or carries active content (INVALID_PDF).
• The file is larger than 10 MB.
• The upload would take the library over the package's storage (COACHING_MATERIAL_QUOTA_EXCEEDED, naming the limit).
• The package has no coaching materials (Free).
• The client already has a live handout of this coaching material (HANDOUT_ALREADY_SENT).
• The client is Ended.
• The coaching material is archived (COACHING_MATERIAL_ARCHIVED).
• A coaching material that is not archived, or was ever sent, cannot be deleted (COACHING_MATERIAL_IN_USE).
• A client cannot mark a handout done before downloading it (HANDOUT_NOT_OPENED).
• A coaching material, handout, client or group of another practice is not found.