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Partnership Email Notifications Overview
- 06 Sep 2024
- 12 Minutes to read
Partnership Email Notifications Overview
- Updated on 06 Sep 2024
- 12 Minutes to read
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This article outlines the out of the box partnership email notifications that are sent as part of a 1:1 Managed Coaching engagement on the Torch platform.
Keep the following in mind:
The email content below is accurate for all 1:1 Managed Coaching engagements using the Torch standard template. Email content may vary if the template has been customized for your organization's program.
Email notifications will have standard Torch branding by default.
Emails are sent from experience@torch.io.
All email send timeframes are in calendar days, inclusive of weekends and holidays.
Partnership Emails
Who & When | |
Sent automatically to a participant 24 hours after they’ve matched with their coach if they haven’t scheduled their first meeting yet. | |
Sent automatically to a participant 48 hours after the “Schedule first meeting reminder #1” notification (three days after the participant matched with their coach) if they still haven’t scheduled their first meeting. | |
"First meeting not scheduled" action item (Optional send) | This email can be edited and manually sent as a reminder by using the “Action Items” feature. |
Sent automatically to a participant when a meeting has been scheduled. Includes an invite attachment. | |
If the participant is the one who scheduled the meeting, they'll automatically receive this email if their coach RSVPs to the invite. Sent for both “going” and “not going” responses. | |
Sent automatically to meeting participants 48 hours and 1 hour in advance of an upcoming meeting. Includes an updated invite attachment. | |
Sent automatically to a participant when a meeting’s date, time, or location has been edited, or someone RSVPs. Includes an updated invite attachment, if the meeting has been edited. The participant's coach also receives an email. | |
Sent automatically to a participant when a meeting has been canceled. Includes an updated invite attachment. | |
Sent automatically when a message is sent on the platform. | |
Sent automatically when a reply to a message is sent on the platform. | |
Sent automatically for a survey that is due soon but has not been completed. Sent the day before the survey due date. | |
Sent automatically to request feedback following a survey submission that includes neutral or ”disagree” responses to coach or coaching experience questions. | |
“Survey not completed” action item (Optional send) | This email can be edited and manually sent as a reminder by using the “Action Items” feature. |
Sent automatically to a participant 24 hours after completing a meeting with their coach if they haven’t scheduled their next meeting yet. | |
Sent automatically to a participant 48 hours after the “Schedule meeting reminder #1” notification (three days after the participant’s last completed meeting) if they still haven’t scheduled their next meeting with their coach. | |
"No meeting scheduled" action item (Optional send) | This email can be edited and manually sent as a reminder by using the “Action Items” feature. |
Sent automatically to a participant 48 hours after the first meeting with their coach is complete. | |
Sent automatically to a participant 1 week after the “Schedule manager alignment meeting reminder #1” notification if they still haven’t scheduled their manager alignment meeting. | |
Sent automatically to a participant weekly until they invite colleagues to provide feedback via the 360 assessment. | |
Sent manually by a participant to the colleagues they've invited to provide them with feedback via the 360 assessment. | |
Sent automatically to a participant when a colleague they've invited to provide feedback via the 360 assessment declines. | |
Sent automatically to a participant when their 360 assessment has been released by their coach. This notification is not applicable if the participant does not have a 360 assessment. | |
Sent manually by a participant to the people they've invited to provide them with feedback via the colleague feedback feature. | |
Sent automatically to a participant on a daily or weekly basis to give them a summary of message activity that occurred on the platform. Participants can adjust the frequency with which they receive this email by following these instructions. | |
Sent automatically to a participant and their coach when the partnership is paused. | |
Sent automatically to a participant and their coach when the partnership is resumed after previously being paused. | |
Sent automatically to a participant if the partnership end date is changed in the platform.
|
Email content
Schedule first meeting reminder #1
Subject: Schedule your first Torch coaching meeting
Content:
Hi [Participant First Name],
Congratulations on beginning your coach journey! To get started, schedule your first coaching meeting with [Coach First Name].
Your first meeting will give you the opportunity to get to know your coach, discuss your goals, and set expectations for your partnership.
Schedule meeting [Button, hyperlinked]
If you have any questions, please reply to this email.
Schedule first meeting reminder #2
Subject: Reminder: Schedule your first Torch coaching meeting
Content:
Hi [Participant First Name],
Just a quick reminder - please schedule your first coaching meeting with [Coach First Name].
Your first meeting will build the foundation of your coaching journey and give you the opportunity to get to know your coach, discuss your goals, and set expectations for your partnership.
Schedule meeting [Button, hyperlinked]
If you have any questions, please reply to this email.
"First meeting not scheduled" action item (Optional send)
Subject: [Participant First Name}, remember to schedule your first coaching meeting
Content:
Hi [Participant First Name],
I noticed you haven't scheduled your first meeting with [Coach First Name]. Kick off this partnership on the right foot with an initial meeting to introduce yourselves and review your goals. Quick tip, make sure to schedule your next meeting together before you end your first call.
Schedule meeting with [Coach First Name] [Button, hyperlinked]
If you have any questions, please reply to this email.
Meeting scheduled
Subject: You’ve been invited: [Meeting Title] @ [Date] at [Time] [Time Zone]
Content:
Hi [Participant First Name], you've been invited to the following meeting:
[Meeting Title]
When
[Date]
[Time][Time Zone]
Where
Torch: [Meeting URL]
Who
[Coach First and Last Name] - [RSVP Status]
[Participant First and Last Name] - [RSVP Status]
Agenda
[Meeting Description]
Need help adding this meeting to your calendar?
Meeting RSVP
Subject: [Coach First and Last Name] going: [Meeting Title] @ [Date] at [Time] [Time Zone]
Content:
Just a heads up that [Coach First and Last Name] has updated their status to [Status - "going" or "not going"]
[Meeting Title]
When
[Date]
[Time][Time Zone]
Where
Torch: [Meeting URL]
Who
[Coach First and Last Name] - [RSVP Status]
[Participant First and Last Name] - [RSVP Status]
Agenda
[Meeting Description]
Edit
Reschedule or update this meeting [Hyperlink to platform]
Need help adding this meeting to your calendar?
Meeting reminder
Subject: Torch meeting tomorrow: [Meeting Title] @ [Date] at [Time] [Time Zone]
Content:
A quick reminder about your upcoming meeting
[Meeting Title]
When
[Date]
[Time][Time Zone]
Where
Torch: [Meeting URL]
Who
[Coach First and Last Name] - [RSVP Status]
[Participant First and Last Name] - [RSVP Status]
Agenda
[Meeting Description]
RSVP
RSVP to this session [Hyperlink to platform]
You can also suggest a new time to meet [Hyperlink to platform]
Need help adding this meeting to your calendar?
Meeting updated
Subject: Session updated: [Meeting Title] @ [Date] at [Time] [Time Zone]
Content:
Heads up, your meeting time has been updated
[Meeting Title]
When
[Date]
[Time][Time Zone]
Where
Torch: [Meeting URL]
Who
[Coach First and Last Name] - [RSVP Status]
[Participant First and Last Name] - [RSVP Status]
Agenda
[Meeting Description]
Edit
Reschedule or update this meeting [Hyperlink to platform]
Need help adding this meeting to your calendar?
Meeting canceled
Subject: Canceled: [Meeting Title] @ [Date] at [Time] [Time Zone]
Content:
Your upcoming meeting has been canceled:
[Meeting Title]
When
[Date]
[Time][Time Zone]
Where
Torch: [Meeting URL]
Who
[Coach First and Last Name] - [RSVP Status]
[Participant First and Last Name] - [RSVP Status]
Agenda
[Meeting Description]
New message
Subject: New message from [Full Name] in "[Partnership Name, such as 1:1 Coaching with (Coach First Name)]"
Content:
[Full Name] sent a message in "[Partnership Name, such as 1:1 Coaching with (Coach First Name)]":
[Full Name] [Time and Date of Message]
[Text of Message]
View message [Button, hyperlinked] Or reply to this email to send a response
New reply to a message
Subject: [Full Name] replied to a message in " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]"
Content:
[Full Name] replied to a message in " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]":
[Full Name] [Time and Date of First Message]
[Text of First Message]
[Number of Previous Replies, If 2+]
New reply
[Full Name] [Time and Date of Reply]
[Text of Most Recent Reply Message]
View message [Button, hyperlinked] Or reply to this email to send a response
Survey due
NOTE: The content for this email is different depending on if it's the Coach Compatibility, Coaching Experience, or Impact Survey that is due. |
Negative response feedback
Hi [Participant First Name],
We noticed that you expressed dissatisfaction in your most recent survey about your coaching partnership with your coach, [Coach First Name].
[Survey question] - [Question answer]
[Survey question] - [Question answer]
[Survey question] - [Question answer]
To gain a deeper understanding of how we can improve your coaching experience, please reply to let us know more about the reason behind your rating(s).
If you feel this was a mistake, please let us know and we’ll provide the steps for you to update your survey response.
We greatly value your feedback and look forward to supporting you.
Unsubscribe
Survey #1 - Coach compatibility
Subject: Your Torch coach compatibility survey is due tomorrow
Content:
Hi [Participant First Name],
Your coach compatibility survey is due tomorrow. Please take a few minutes to complete it to provide valuable feedback on how you're feeling about your coach.
Complete survey [Button, hyperlinked]
Survey #2 - Coaching experience
Subject: Your Torch coaching experience survey is due tomorrow
Content:
Hi [Participant First Name],
Your coaching experience survey is due tomorrow. Please take a few minutes to complete it to provide valuable feedback on how your coaching experience is going so far.
Complete survey [Button, hyperlinked]
Survey #3 - Impact survey
Subject: Your Torch impact survey is due tomorrow
Content:
Hi [Participant First Name],
Your impact survey is due tomorrow. Please take a few minutes to complete it to help us track your growth and progress throughout your coaching journey.
Complete survey [Button, hyperlinked]
"Survey not completed" action item (Optional send)
Subject: Remember to take your coaching survey: [Survey Name]
Content:
Hi [Participant First Name],
I noticed you haven’t responded to your coaching survey, “[Survey Name].” These surveys help us provide you with a better coaching experience. We kindly ask that you spend just a couple minutes to fill it out.
Complete survey [Button, hyperlinked]
If you have any questions, please reply to this email.
Schedule next meeting reminder #1
Subject: Schedule your next Torch coaching meeting
Content:
Hi [Participant First Name],
We noticed that you don’t have your next meeting scheduled with your Torch coach. Schedule your next meeting with [Coach First Name] to ensure that you are creating momentum towards your coaching goals.
Schedule meeting [Button, hyperlinked]
Schedule next meeting reminder #2
Subject: Reminder: Schedule your next Torch coaching meeting
Content:
Hi [Participant First Name],
Just a quick reminder - please schedule your next meeting with [Coach First Name] to ensure that you are creating momentum towards your coaching goals.
Schedule meeting [Button, hyperlinked]
"No meeting scheduled" action item (Optional send)
Subject: Schedule your next coaching meeting
Content:
Hi [Participant First Name],
You haven't had a coaching meeting in a while. Take a minute to schedule one now.
Schedule a coaching meeting [Button, hyperlinked]
If you have any questions, please reply to this email.
Schedule manager alignment meeting reminder #1
Subject: Schedule your Torch manager alignment meeting
Content:
Hi [Participant First Name],
It’s time to schedule your manager alignment meeting! We recommend that you schedule this meeting with [Coach First Name] and your manager within the next 2 weeks.
Your manager alignment meeting will help you explore how you would like to be supported throughout your program and is also an opportunity for you and your manager to align on your goals and objectives.
Schedule meeting [Button, hyperlinked]
Learn more about scheduling a manager alignment meeting here.
Schedule manager alignment meeting reminder #2
Subject: Reminder: Schedule your Torch manager alignment meeting
Content:
Hi [Participant First Name],
Just a quick reminder - please schedule your manager alignment meeting with [Coach First Name] and your manager within the next week.
Your manager alignment meeting will help you explore how you would like to be supported throughout your program and is also an opportunity for you and your manager to align on your goals and objectives.
Schedule meeting [Button, hyperlinked]
Learn more about scheduling a manager alignment meeting here.
Request 360 assessment feedback reminder
Subject: Continue your 360 assessment process
Content:
It looks like you have completed your self assessment, but have not yet invited colleagues to do the same for you. Use the button below to continue the 360 process, and collect feedback from new perspectives that can help you to grow.
Visit partnership path [Button, hyperlinked]
360 assessment feedback request
Subject: [Participant First and Last Name] has requested feedback from you
Content:
[Participant First and Last Name] at [Organization Name] is working with a Torch coach to grow their leadership skills and has chosen you to provide valuable feedback on their strengths and areas for improvement. Your insights will help them develop with purpose and clarity.
Please complete the survey below as soon as you’re able. Treat this opportunity with the same care as if you were speaking with them directly. This survey will take about 10 minutes and is unique to you, so please don’t share it with others. The privacy policy is indicated at the beginning of the survey.
Give feedback [Button, hyperlinked]
Thank you for your support!
Decline to Participate [Hyperlink]
360 assessment feedback request declined
Subject: Your feedback request has been declined
Content:
Someone has declined to serve as a feedback provider for your 360 assessment. There may be a number of reasons for this. If you would still like them to provide feedback, we suggest you reach out to understand their situation. They can reverse their decline if they return to the link in your original feedback request. While in the declined state, you will not be able to invite them to a new 360.
Visit partnership path [Button, hyperlinked]
360 assessment released
Subject: Your 360 results are now available. ([Organization Name])
Content:
Your colleagues have completed your 360 degree review and the results are now available for you to see.
Visit partnership path [Button, hyperlinked]
Colleague feedback request
Subject: [Action Required] [Participant First Name] would like your feedback
Content:
Hi there,
Your colleague [Participant First and Last Name] has been working with a leadership coach from Torch for the past several months. At this point, they'd like your feedback on their recent behavior at work.
Will you help [Participant First Name] become a better leader? Offer your feedback within the next week.
Give [Participant First Name] feedback [Button, hyperlinked]
Or, decline to participate [Hyperlink]
Daily or weekly digest
Subject:
For daily digest: You have unread messages: [Month Date]
For weekly digest: You have unread messages: [Month Date, Year] - [Month Date, Year]
Content:
[Full Name] sent a message in " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]":
[Full Name] [Time and Date of Message]
[Text of Message]
View message [Button, hyperlinked]
[Full Name] replied to a message in " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]":
[Full Name] [Time and Date of Reply]
[Text of Reply Message]
New reply
[Full Name] [Time and Date of Reply]
[Text of Most Recent Reply Message]
View message [Button, hyperlinked]
Partnership paused
Subject: Your program " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]" has been paused
Content:
Hi [Participant First Name],
Your Torch program " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]" has been paused.
When you are ready to resume your program or if you have any questions, please reach out to us.
Partnership resumed
Subject: Your program " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]" has resumed on Torch
Content:
Hi [Participant First Name],
Your coaching program " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]" has resumed. The end date has changed to [Date].
If you have any questions, please reach out to us.
Go to program [Button, hyperlinked]
End date change
Subject: The end date for [Partnership Name, such as 1:1 Coaching with (Coach First Name)] has changed
Content:
Hi [Participant First Name],
The end date for your Torch program " [Partnership Name, such as 1:1 Coaching with (Coach First Name)]" has been changed to [Date].
If you have any questions or believe this is an error, please reach out to us.
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