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Mindlab Coaches · User Guide

For coaches

Coach User Guide — For Coaches

Everything you need to set up your practice, get booked, run sessions and get paid on Mindlab Coaches.

Version 1.1 · Updated August 6, 2026

Client guide

Contents

  1. 1. Getting started
  2. 2. Building a profile that books
  3. 3. Availability and calendar
  4. 4. Requests, bookings and messaging
  5. 5. Getting paid
  6. 6. Reviews and reputation
  7. 7. The content library
  8. 8. Your network, teams and joint offerings
  9. 9. Compliance, safety and support
  10. Frequently asked questions

1. Getting started

Your first hour on the Platform: create an account, accept the agreements once, and complete onboarding.

Create your coach account

Choose “Join as a coach” from the header or homepage. Sign up with email and a password, or continue with Google. You will be asked once to review and accept the platform agreements — the Terms of Service, Privacy Policy, Cookie Policy, Acceptable Use Policy, Payments Terms, Coaching Disclaimer and the Coach Services Agreement.

Once accepted, those documents are recorded against your account and are never shown to you again unless we publish a materially new version. You can re-read any of them any time from the footer or the Legal Center.

Mindlab Coaches sign-in and sign-up screen
Sign up or sign in from /auth. “Join as a coach” in the header lands here with the coach role preselected.

Complete coach onboarding

The onboarding wizard collects the essentials in a few short steps. You can leave and come back — progress is saved.

  • Display name, headline and slug (your public profile URL).
  • Biography — who you work with, your method, and what a first engagement looks like.
  • Genres — pick every practice area that fits; clients filter the directory by genre.
  • Location, languages and time zone.
  • Base hourly rate and currency — the AI rate assistant suggests a band for your genres.

Admin review before you go live

New profiles, and later edits to your name, bio, rate, genres or headshot, are submitted for review rather than published instantly. Your profile shows as pending until an admin approves it, then it appears in the public directory. If something needs changing, it is sent back as a draft with a note explaining why.

Track your completeness score

Your dashboard shows a profile completeness score with a checklist. Profiles above 90% get significantly more directory impressions, because complete profiles surface higher and convert better. Work the checklist until it is clear.

2. Building a profile that books

Headshot and branding

Upload a high-resolution headshot — square, well lit, face filling most of the frame. You can crop inside the uploader. Your profile inherits the Mindlab Coaches design system and adapts to light and dark mode automatically, so you never have to worry about contrast.

A published coach profile showing headshot, genres, bio and booking panel
A finished profile: headshot, genre tags, bio, offerings, and the booking panel with your session rate.

Write offerings, not services

Offerings are the cards clients actually book. Each one has a title, description, duration, price and format. Give each a concrete promise and a clear scope.

  • Single sessions — good for discovery calls and one-off strategy work.
  • Series and packages — sell a multi-session arc at a set price; you control the sequencing.
  • Intensive or workshop formats — longer blocks at a premium rate.

Edit any time

Dashboard → Coach profile lets you edit every field, reorder offerings, add or remove genres, and preview your public page before saving.

3. Availability and calendar

Set your working pattern

In Availability settings, define your working days, the time slots inside each day, your time zone, session buffer, and minimum notice. Clients can only request times that satisfy every one of those rules, so this is the single most important setting for protecting your calendar.

Connect Google or Outlook

Connect your own calendar so the Platform can read busy blocks and write session events. Existing events never leak details to clients — only busy/free is used. Disconnecting stops all future syncing immediately.

Time off

Add time-off ranges for holidays or travel. Slots inside a time-off range disappear from the client-facing picker instantly.

Choose your meeting tool

Pick auto-generated Google Meet links attached to the calendar event, or bring your own Zoom link. You can switch at any time after onboarding; the change applies to newly created sessions.

4. Requests, bookings and messaging

How a booking flows

A client picks a slot and submits a request. The slot is held on your calendar while the request is pending. You confirm or decline from Dashboard → Requests. Confirming writes the calendar event, sends a branded confirmation email with an “Add to calendar” invite to both sides, and schedules a 24-hour reminder. Declining or letting the hold expire releases the slot automatically.

Message threads

Every booking request opens a message thread pre-loaded with the session context. Threads are real-time. Keep the conversation on-Platform — it is your record if a dispute ever arises, and off-Platform solicitation breaches the Coach Services Agreement.

Request info leads

Visitors can send a “Request info” message from your public profile. You get an email and the lead is logged on your dashboard so nothing gets lost in an inbox.

Cancellations

Set your cancellation window (24 hours by default). Client cancellations inside your window are refunded automatically. Cancellations you initiate always refund the client in full and notify them by email with an updated calendar event.

5. Getting paid

Link your payout account

Dashboard → Payouts walks you through connected-account onboarding: identity verification and bank details, handled by our payment processor. You cannot receive funds until verification is complete, so do this before your first booking.

Escrow and release

Client payment is captured at booking and held. When the session is marked complete, the net amount — session price less the platform service fee — is credited to your earnings ledger and becomes eligible for transfer.

Earnings ledger and reports

Every credit, refund, fee and transfer appears in your earnings ledger with a date and a booking reference. Export it for your bookkeeper. You are responsible for your own taxes; the Platform does not withhold on your behalf.

Your subscription

Your practice tier is billed monthly or annually (annual is two months free). Upgrades apply immediately and prorate; downgrades apply at renewal. If a renewal payment fails you enter a grace period with an in-app banner and email reminders before anything is suspended.

Mindlab Coaches pricing page showing coach and client plans
Plans and pricing. Switch between monthly and annual billing; annual saves two months.

6. Reviews and reputation

How ratings work

Clients leave a 1–5 star rating with written feedback after a completed session. Your profile shows the average and the individual reviews, sortable by newest or highest-rated.

Visibility controls

You can hide the review section on your profile entirely, or hide individual reviews. Hidden reviews are invisible to visitors but remain visible to you and to platform administrators. Visibility controls exist for context and fairness, not for hiding a pattern — administrators may override a hide that would materially mislead clients.

Reporting abuse

Anyone can report a review. Reports go to the admin queue, where a moderator can hide or remove the review. Do not respond to an abusive review in public — report it.

7. The content library

Publishing resources

Publish articles, worksheets and recordings to the content library. You choose whether an item is free, members-only, or restricted to a paid tier. Library items are a strong lead source — clients who read your material book at a much higher rate.

Licensing

You keep ownership of everything you publish and grant the Platform a licence to host and display it. Clients receive a personal, non-commercial licence to view it — redistribution is prohibited.

8. Your network, teams and joint offerings

Coaches who complement each other can connect, form a named team, and sell joint sessions with an agreed revenue split.

Connect with another coach

Dashboard → Coach network. Search the directory, send a connection request, and the other coach accepts or declines. Connections are mutual — nothing appears publicly until both sides agree. Accepted connections show as a “Works with” strip on each of your profiles, which is a natural referral path when an enquiry is outside your scope.

Create or join a team

A team is a named group with its own description. The coach who creates it is the lead and manages the roster; you can only invite coaches you are already connected to. Teams start as a draft, so you can build the roster privately and publish when you are ready. Any member can leave a team at any time.

Build a joint offering

Dashboard → Joint offerings. Attach an offering to a team, add the collaborating coaches, and set each coach's revenue share. Shares must total exactly 100% — the Platform will not save an offering that does not balance. Joint offerings appear on every collaborator's profile with a joint-session label and the names of the coaches involved.

  • Only accepted team members can be added as collaborators.
  • One coach owns the booking and the calendar hold; the others are paid from the split.
  • Set custom pricing on the offering itself — a joint session does not have to equal the sum of individual rates.

How a split gets paid

When a client pays for a joint offering, the escrowed amount and the platform fee are divided by your agreed shares and posted as separate lines in each coach's earnings ledger. Each coach is paid out to their own connected payout account on the normal schedule. Refunds reverse every line of the split together, so no one is left holding a share of a refunded session.

Merge sessions into a team event

On a joint offering you can switch booking mode to “team event”. A team event is booked once and held on every collaborating coach's calendar at the same time, so nobody double-books. Pick a lead coach whose availability drives the offered slots, and use the shared booking notes to tell clients who attends, how the time is split, and what to prepare.

Referral links and attribution

Dashboard → Referral links. Create a code for each partner or campaign and share the short link. When someone lands through it and later signs up, the signup is attributed to you, and their first purchases are credited as conversions. Referral analytics shows clicks, signups, conversions and attributed revenue per code.

  • A coach cannot refer themselves, and the first code a person arrives with wins.
  • If a booking is refunded, or a subscription is cancelled or charged back, the matching conversion is reversed automatically and shown separately as reversed credit.
  • Deactivate a code instead of deleting it when you want to keep its history.

Approvals, alerts and etiquette

Every connection request, team invitation and joint offering publication is written to the approval activity log on your dashboard, with who acted and when — so both sides have the same history. Choose whether connection, offering and referral alerts reach you in-app, by email, both or neither under Email preferences → Network alerts.

Agree the split in writing before you publish, and revisit it if the balance of work changes. Do not add a coach as a collaborator who is not genuinely delivering part of the engagement — misrepresenting who delivers a session breaches the Terms and can suspend the offering.

9. Compliance, safety and support

Stay inside your scope

Coaching on this Platform is educational and developmental. It is not therapy, medical care, or licensed professional advice. Refer out when a client's needs exceed your scope, and be explicit with clients about what you do and do not provide.

Insurance and credentials

Keep your licences current and carry professional liability insurance of at least US$1,000,000 per occurrence. We may ask for a certificate of insurance.

Email preferences

Dashboard → Email preferences controls which notification categories reach you. Network alerts — connections and teams, joint offerings, and referrals — can be set to in-app, email, both or off, independently of each other. Transactional messages tied to a live booking always send, because they are operationally necessary.

Mindlab Coaches homepage with coach feed and guide links
The public homepage — your profile appears in this feed once it is complete and published.

Getting help

Email support@mindlabcoaches.com for product issues, legal@mindlabcoaches.com for agreements and enforcement, and privacy@mindlabcoaches.com for data requests.

Mindlab Coaches Legal Center listing every policy document
The Legal Center at /legal holds every agreement you accepted, always readable in full.

Frequently asked questions

Can I set different rates for different offerings?
Yes. Your base hourly rate powers directory filtering; each offering carries its own price, which is what the client actually pays.
What happens if a client no-shows?
The session stays payable under your published cancellation policy. You can still issue a goodwill refund from the booking record if you choose.
Can I run a series instead of single sessions?
Yes — create a series offering with the total price and session count. Escrow releases as sessions are completed.
How long do payouts take?
Funds become eligible after a session is marked complete; the transfer to your bank then follows your payout processor's standard schedule, usually a few business days.
Do I have to use Google Meet?
No. Choose auto-generated Meet links or paste your own Zoom link, and change your choice whenever you like.
Can I split a session's fee with another coach?
Yes. Attach the offering to a team, add your collaborators, and set each share. The shares must total 100%, and each coach is paid their portion into their own payout account.

This guide is provided for convenience and does not replace the Mindlab Coaches legal agreements. Where the two differ, the Legal Center documents govern. © 2026 Emergent Mindlab, LLC.

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