Ready to invite people to coaching? What we need from you depends on one question: are you adding people to a program that already exists, or do we need to set up a new program or cohort? This article walks you through both paths, explains how programs and cohorts work, and shows what happens once a participant is invited.
How do I know if I need a new program or cohort?
Is the person joining a group that’s already set up, and nothing about the program needs to change?
No new program or cohort needed. Add them to the existing program (Path 1). This is the quickest option.
Does this group need different leadership capacities or coaching context than your existing programs?
You’ll need a new program (Path 2). Leadership capacities and coaching context are set once per program and shared by every cohort in it.
Do you want this group reported on separately?
If they share the same leadership capacities and coaching context as an existing program, a new cohort within that program is all you need (Path 2). If they also need new leadership capacities or coaching context, you’ll need a new program.
Is this your first launch with Torch, or does the group need a different coaching level or program length?
You’ll need a new program (Path 2).
Still not sure? Read Program vs. cohort below, or reach out to us. We’re happy to help you decide.
Ready to invite someone? If you have a dedicated Customer Success Manager (CSM), work with them directly. Otherwise, email customersuccess@torch.io with your request and the details below.
Path 1: Add participants to an existing program
If the program already exists and you’re adding people to it, we only need a few details for each person:
-
First name
-
Last name
-
Work email address
-
Invite date: the date you’d like them to receive their invitation (the “Launch Date” column in the Program Workbook)
Also tell us which program (and cohort, if you know it) each person should join. If your organization has only one active program, just say so.
Torch tip: Not sure which programs and cohorts you have? In the Torch platform, click Programs in the left-hand navigation to see your programs, then select one to see its cohorts. Admins only see programs in the workspaces they’re assigned to. Learn more in View the Overview tab.
Send the list to your CSM, or to customersuccess@torch.io if you don’t have a dedicated CSM. A simple spreadsheet or a list in an email both work. We’ll take it from there, and each participant will receive their invitation on the date you chose.
Torch tip: You don’t need to send coaching context, leadership capacities, or program details when adding people to an existing program. The participants you add get the same setup as everyone else in that program.
Path 2: Launch a new program or cohort
If this is your first implementation, or you’re launching a new program or cohort, we need a bit more information so we can configure it. Your CSM or our Customer Success team will share a Program Workbook that walks you through everything we need. In short:
Program details
-
Program name (participants see this in their invitation)
-
Program type: 1:1 Coaching, Group Coaching, or AI Coach
-
Coaching level (Emerging, Professional, or Executive, based on your contract)
-
Program duration (for example, 6 or 12 months)
-
Cohort name or names
-
Target launch date and number of seats
-
Whether 360s are included (they’re included by default)
-
Up to five leadership capacities for the program to focus on
-
A program administrator, plus an executive sponsor if you have one
Coaching context
- Your company values, what’s happening at your organization, coaching expectations, and program requirements. See Coaching context is set for the whole program below.
Participant list
- First name, last name, work email, and invite date for each participant, plus the program and cohort they’re joining and whether they’re a returning participant
Optional, but helpful: a short note on who this group is and what you hope the program achieves. It helps us connect coaching to your goals and measure impact over time.
Torch tip: Leadership capacities and coaching context are set once per program and shared by every cohort in it. If you want different capacities or different context for a group, that group needs its own program.
Program vs. cohort: what is the difference?
Program: The overall coaching engagement for a particular audience and coaching type, such as “Professional Coaching (6) 2027.” The program holds the settings that shape coaching: coaching type and level, duration, leadership capacities, 360 setup, and coaching context. Participants see the program name in their invitation.
Cohort: A group of participants launched within a program, such as “IC to Sr. Manager - April 2027.” A program can have several cohorts. Every cohort in a program shares the same coaching context and leadership capacities. The main reason to create a separate cohort is to view that group on its own in reporting.
Coaching context is set for the whole program
Coaching context is the background that helps Torch coaches and Spark AI understand your organization. It’s captured in four areas:
-
Company values
-
What’s happening at the company
-
Coaching expectations
-
Program requirements
Coaching context is set at the program level, so it applies to every participant in the program. Coaching expectations and program requirements are also visible to participants, so keep that wording appropriate for everyone in the program.
What if I want a participant to work on something specific?
Because coaching context covers the whole program, it can’t include details about one person, such as “Jordan should focus on delegating.” Instead, share individual development goals directly with the participant before coaching begins. Good ways to do that:
-
A conversation between the participant and their manager before the engagement starts
-
The manager’s input in the participant’s 360 Feedback (if your program includes 360s). Manager feedback appears in its own section, and the coach debriefs it with the participant.
-
A manager alignment meeting (optional, typically in month two), where the participant, their manager, and their coach align on goals and how the manager can support the participant’s growth
Coaching works best when participants own their goals. When a participant hears feedback directly from their manager, they can bring it into coaching themselves and decide with their coach how to act on it. What a participant discusses with their coach stays private: transcripts and notes are never shared with your organization. Learn more in our privacy overview.
What happens after a participant is invited?
Here’s the 1:1 coaching journey from invitation to the end of the engagement. Group coaching and AI Coach programs work differently; your CSM or our Customer Success team can walk you through them.
-
Invitation: On the invite date, the participant receives an email from experience@torch.io inviting them to your program. If they haven’t accepted, automatic reminders go out 2 and 4 days later. See the 1:1 Coaching email notifications overview for every email participants receive.
-
Enrollment: The participant clicks Begin onboarding, creates their account (or signs in if they’ve used Torch before), and completes a short match profile about their goals, background, and coaching preferences. See the participant’s steps.
-
Coach matching: Within 2 business days of finishing the match profile, the participant receives 3 curated coach options from our Match Team and chooses their coach. If none of the options feel right, they can request new options.
-
360 Feedback (if included): As soon as they’re matched with a coach, the participant is prompted to complete a self-reflection and invite colleagues, including their manager, to give feedback. Their coach debriefs the results with them. Learn more about 360 Feedback.
-
First coaching meeting: The participant schedules their first meeting as soon as they’ve chosen a coach. Together they get to know each other and set expectations.
-
Manager alignment meeting (optional, recommended in month two): The participant, their manager, and their coach meet to align on the participant’s growth. Learn more.
-
Ongoing coaching: The participant meets with their coach throughout the engagement and, if your program includes it, can use Spark AI between meetings to reflect and practice. Short surveys at set points capture their experience and the impact of coaching. See when surveys go out.
-
Wrapping up: If your program includes 360s, the participant reflects on their growth one week before coaching ends, and the colleagues who gave 360 Feedback are automatically invited to share the changes they’ve seen (360 Impact). 360 Impact takes the place of the Coaching Impact Survey. Six- and 12-month programs without 360s use the Coaching Impact Survey instead (at month 5, and again at month 9 in 12-month programs).
As a program manager, you can follow your participants’ progress in the Coaching Engagement report. For a deeper look at each milestone, read Intro to Torch Coaching for Program Managers.