Coaches Guide

1. Welcome & What Trafora Is

Trafora is a coaching platform built around one idea: coaches should spend their time coaching, not managing logistics.

When you're on Trafora, the platform handles your booking flow, payment collection, Zoom meeting creation, client notifications, and session follow-up; the only thing you have to do is show up and do your best work.

Here's how the coach/client relationship works on Trafora. Clients discover you through the Explore Coaches screen, read your profile, and book directly in the app. From there, you confirm the session, run it over Zoom, write your notes, and the platform takes care of sending the summary to your client, processing your payout, and keeping the relationship moving forward between sessions.

Your clients get a dedicated app experience (daily content from you, habit tracking, goal management, progress reports, and a direct line to you through in-app messaging). You get a full coaching dashboard to manage everything from one place.

A Curated & Invite-Only Community

Trafora is an invitation-only platform. Every coach on the roster has been personally reviewed and approved by the Trafora team. This is intentional; we're building something coaches and clients can trust, and that starts with who we let in.

Your invite is not just access; it's an endorsement. The community of coaches on Trafora is small by design, and the quality of every coach reflects on every other coach. That responsibility cuts both ways: it's a high bar, and it's also why being on the platform means something.

Who Trafora is for

Trafora is for coaches who:

• Take the craft seriously: continued growth, supervision, and self-reflection are part of how you work
• Want a high-touch practice: quality and depth over volume
• Are comfortable with technology; the platform makes your life easier, but you'll need to engage with it
• Want to be part of a community; Trafora coaches share clients, share insights, and grow together

2. Getting Started: Your Onboarding Flow

Getting set up on Trafora takes about 15 minutes. Here's exactly what to expect.

3. Your Dashboard

When you open Trafora, you land on your coach dashboard. Here's what you'll find:

Bookings

Your live queue. Any pending session requests appear here first so you never miss one. Upcoming confirmed sessions are listed with the client name, service type, date, and time.

Clients

Your full client roster. Tap any client to view their profile, session history, goals, and action items.

Availability

Set the days and time windows when you're available for sessions. Clients see this when booking.

Services

The session types you offer (names, descriptions, durations, and pricing). Managed by the Trafora team for now, but visible here.

Session Dimensions

Your coaching framework focus areas. You can customize these to match how you work. More on this in Section 8.

Reviews

Client testimonials: request them, see which ones are pending, and choose which to publish on your profile.

Payments

Your earnings dashboard: available balance, pending payouts, and your Stripe settings.

Share

Tools to share your services with potential clients via text, email, or social media.

4. Managing Bookings

When a Client Books

You'll receive a push notification and see the booking appear as "Pending" on your dashboard. Every booking shows you the client's name, the service they've chosen, and their requested date and time.

Before you confirm, you'll also see their pre-session prep answers (more on that in Section 5); you already know what they want to focus on before you tap confirm.

Confirming a Session

When you confirm a booking, three things happen automatically:

• The client's card is charged
• A Zoom meeting is created and the join link is emailed to the client
• The client receives a confirmation notification in the app

You'll see a prompt asking you to confirm before any of this happens. Once confirmed, the session moves to your upcoming queue.

Completing a Session

After the session takes place, mark it as complete from your dashboard. This unlocks the session notes screen where you write your summary, tag dimensions, add action items, and optionally paste the recording URL.

Rescheduling

If you need to move a session, you can reschedule it from the booking detail. The client is notified and the new time is reflected across the app.

Cancelling

Cancellations can be initiated from your dashboard. The client is notified and any applicable refund is processed through Stripe. If the session was part of a package, the credit is returned to the client's account automatically.

Package Sessions

When a client books a multi-session package, they receive a set of session credits. Each time you confirm a session from that package, one credit is used. Clients can see their remaining credits in the app, and the system ensures credits apply correctly across all their bookings.

5. Running a Session

Before the first session: Client Intake Form

Before a client's first session, Trafora prompts them to complete a short intake form directly in the app. You don't need to do anything to trigger it; it appears automatically once they've made their first booking and disappears once they've submitted it.

The five required questions:

• Your current role: what is your current role, and how long have you been in it?
• What brought them to coaching: what's bringing you to coaching right now?
• What success looks like: what would a successful coaching engagement look like for you?
• Leadership strength: what's one thing about the way you lead that you're most proud of?
• Leadership challenge: what's the leadership challenge you most want to work on?

There's also an optional sixth question: is there anything else important for your coach to know going in?

Where you see their answers. Open any client's profile from your Clients dashboard and look for the Intake Form card near the top. It will show "Not yet submitted" if they haven't completed it yet, or a collapsible view of all their answers once they have. Tap Show to expand.

A note on timing. Clients can update their intake answers at any time, so what you see reflects their most recent submission, not necessarily what they wrote before session one. If something has changed since they first filled it out, that's worth a conversation.

Before every session: Prep Form

Before every session, your client is prompted to complete a short prep form in the app. They're asked:

• What's the main thing you want to focus on in today's session?
• What's been on your mind most since we last spoke?
• Is there anything you want to make sure we don't skip today?

You'll see their answers on the session detail in your dashboard before you jump on the call. Read them. It changes the quality of the first 60 seconds.

The Session

Sessions are held over Zoom. The client receives the join link via email when you confirm. If they need it again, they can find it in the app on their session detail screen.

After the Session: Notes

This is where the long-term value gets locked in. After marking a session complete, open the notes screen. You'll find:

Session Summary: write a narrative of what you covered, what came up, and what shifted. This gets emailed to the client automatically once you save it. Keep it honest and specific; clients treasure these.

Dimension Tags: tag which of your coaching focus areas came up in the session. These show up as color-coded labels on the client's session history and build into a ranked chart on their progress report over time.

Action Items: assign specific tasks for the client to work on before your next session. These appear in the client's app and they can mark them complete as they go.

Recording URL: if you record your sessions, paste the Zoom share link here. The client will immediately see a "Watch recording →" button on their session detail. No email needed.

Requesting a Review

After a session is complete, you can request a review from the client with one tap. They'll receive a prompt in their app to leave a star rating and written feedback. You decide which reviews to publish on your public profile.

6. Client Management

Client Profile

Tap any client in your roster to open their full profile. You'll see:

• Every session you've had together, with dates and session summaries
• Their active goals and progress
• Outstanding and completed action items
• Their recent habit activity

Goals

Set goals with your client and track them over time. Goals can be marked active, paused, or achieved. Achieved goals show on the client's progress report as wins (a powerful thing to review together at milestones).

Action Items

Assign specific tasks between sessions and track whether they're getting done. Completion rates show up on the progress report, which opens up honest conversations about follow-through.

Progress Report

Tap "View progress report" on any client profile to see a full picture:

• Total sessions completed, goals achieved, and action item completion rate
• A breakdown of every goal by status
• Action item progress bar
• A dimension frequency chart showing which focus areas have come up most across your sessions together
• A 30-day habit activity grid showing how consistently they're engaging with the app

This report is useful at milestone check-ins and makes it easy to show clients how far they've come.

Messaging

You can message any client directly through the in-app inbox. They get a push notification when you send something, and you get one when they reply. Keep it focused; it's best used for quick check-ins, celebrating wins, or answering a question between sessions, not as a full conversation channel.

7. Setting Your Availability

Your availability tells clients when they can request sessions with you.

From your dashboard, go to Availability and set the days and time windows that work for you. You can set different windows for different days of the week.

A few things to keep in mind:

• Set availability that reflects your real schedule, not your ideal one. Overcommitting leads to reschedules, which erodes client trust.
• You can update your availability anytime; there's no lock-in.
• Availability windows represent when clients can request sessions. You still confirm every booking before it's locked in, so you always have final say.

8. Your Coaching Dimensions

Dimensions are the focus area tags you apply to session notes. They're one of the more powerful features in the platform once you build up a session history with a client.

What They're For

After every session, you tag which areas of focus came up: things like "Emotional Intelligence," "Team Leadership," or "Boundaries." Over time, this builds a picture of where a client's coaching work is concentrated. They see it as a ranked chart on their progress report. You see it as a pattern.

The Default Dimensions

Trafora coaches start with the six Leading Wholly dimensions, drawn from the framework that underpins much of the platform's content:

• Lead with Emotional Intelligence
• Bring Your Whole Self to Work
• Commit to Lifelong Learning
• Reject Rigid Leadership Models
• Foster Team Expertise
• Embrace Diversity

These are a strong starting point, but they're not the only way to use the feature. Many coaches replace them entirely with language that matches their own framework.

Customizing Your Dimensions

From your dashboard, go to Session Dimensions. You can:

• Add new dimensions with a name and a color
• Edit existing ones
• Reorder them to match how you think about your work
• Deactivate any you don't use without losing historical data (past sessions already tagged with that dimension are unaffected)

Name them whatever fits your coaching framework. "Life Categories," "Leadership Pillars," "Core Capacities"; whatever language you use with clients will feel natural in the tagging flow.

How Clients See Them

Dimensions show up as small color-coded pills on each session summary in the client's app. On their progress report, they appear as a horizontal bar chart ranked by frequency; the dimension that's come up most across all their sessions sits at the top.

9. Publishing Daily Content

Your clients see a daily content card in their app (a quote, a lesson, or a reflection prompt) attributed to you. This is one of the highest-leverage things you can do between sessions. It keeps you present in their practice without requiring your time.

Content is organized into three categories:

• Coaching Literacy: ideas that help clients understand what coaching is, how to use it, and how to get the most from the relationship
• Reflection: prompts that invite self-examination and honest inquiry
• Practice: concrete things clients can try, notice, or experiment with in their daily life

When a client taps the byline on a content card, it takes them to your full coach profile. Content that resonates leads to profile views. Profile views lead to bookings.

Content is currently published by the Trafora team in coordination with you. If you have specific content (frameworks you teach, language your clients already respond to, questions you ask in sessions), share them and we'll get them into the feed.

10. Getting Paid

How It Works

Trafora uses Stripe Connect to process every payment and route your earnings directly to your bank account. You don't invoice anyone. You don't chase payments. You confirm a session and the money moves.

The Split

You keep 85% of every session. Trafora takes 15% to cover platform costs, payment processing, Zoom integration, and ongoing development.

Payout Timing

Payouts arrive in your bank account 2 days after each confirmed session. There's no minimum threshold and no monthly batch; it's per session.

Your Earnings Dashboard

From your dashboard, tap Payments to see:

• Available: funds that have cleared and are ready to pay out
• Pending: funds from recent sessions still in the 2-day processing window
• A link to your full Stripe dashboard for payout history and bank account settings

If Something Looks Off

If your earnings don't match what you expected, the first place to check is your Stripe dashboard (accessible from the Payments screen). If something still doesn't add up, reach out to the Trafora team directly.

Taxes and 1099 reporting

As an independent coach on the platform, you're responsible for your own taxes. Stripe issues a 1099-K to you each year reporting your gross earnings on the platform; this is reported automatically to the IRS. Consult your accountant about how to treat this income for tax purposes (most coaches operate as sole proprietors or set up a single-member LLC for their coaching practice).

11. Your Public Profile

Your profile is your storefront. It lives on the Explore Coaches screen and is the first thing a potential client reads before deciding to book.

What Clients See

• Your photo, name, and tagline
• Your full bio
• Your credentials and background
• Your average star rating and total number of reviews
• Published client testimonials

Editing Your Profile

From your dashboard, tap Edit my profile to update your bio, tagline, credentials, and headshot anytime. Changes go live immediately.

Reviews & Testimonials

After each session you can request a review from the client. When they submit it, you'll see it appear in your Reviews section with a "pending" label. You choose which reviews to make public on your profile.

Published reviews show the client's first name, star rating, and their written feedback. Reviews are one of the most meaningful signals for prospective clients; a few genuine, specific testimonials will do more for your bookings than almost anything else.

12. Growing Your Practice

Share Your Services

From your dashboard, tap Share your services to generate a shareable link to your Trafora profile. Send it via text, email, LinkedIn, or anywhere else you're present. When someone taps the link, they land directly on your coach profile in the app.

LinkedIn

Connect your LinkedIn profile from your dashboard. It appears as a link on your coach profile so prospective clients can verify your background and professional history.

Ratings & Visibility

Coaches with higher ratings and more reviews appear more credibly in search results on the Explore screen. Consistently requesting reviews after sessions is the simplest thing you can do to build social proof over time.

Speaking Inquiries

If you offer speaking engagements, prospective clients can submit an inquiry through your profile. You'll receive the details (their name, organization, event type, and message) and follow up directly.

The first five clients

Most new coaches struggle most with the first five clients. After that, momentum builds. A few strategies that work:

• Reach out to your existing professional network with a specific, low-pressure ask: "I've started coaching on Trafora and am looking for X type of client. Do you know anyone?"
• Offer 30-minute discovery conversations to potential clients (not free coaching, a conversation to assess fit)
• Do exceptional work with the first five; referrals from delighted clients are the strongest growth engine
• Share insights and observations on LinkedIn that demonstrate your thinking, not just your services

13. Standards & Expectations

Trafora is a curated network. The quality of every coach on the platform reflects on every other coach. The following standards aren't bureaucratic rules; they're the operating expectations that keep the platform a place where serious clients want to come and serious coaches want to stay.

Beyond the basics

Beyond these explicit standards, two principles guide what we expect of every Trafora coach:

Take the craft seriously. Your development as a coach should be ongoing. Work with a supervisor or peer group, record and review sessions, stay curious about what you don't know. The best coaches on any platform are the ones who never stop being students of the work.

Care about the platform. Trafora succeeds when its coaches succeed. Refer clients to other Trafora coaches when there is a better fit. Share patterns and insights in coach community spaces. Help us improve the product when you see something that could be better.

14. Notifications & Messaging

Push Notifications

You'll receive a push notification when:

• A client submits a new booking request
• A client sends you a message
• Any other time-sensitive event happens that needs your attention

Make sure notifications are enabled for the Trafora app in your iPhone settings; missing a booking request is the kind of thing that costs you a client.

In-App Messaging

The inbox in your app is a direct line to each of your clients. You can start a conversation from a client's profile, or reply to something they've sent. Clients get a push notification the moment you send a message.

Use it for:

• Quick check-ins between sessions
• Celebrating a win when a client hits a goal
• Answering a question that doesn't need a whole session
• Sending a thought that came to mind after your last call

Keep the tone warm but professional. The messaging feature isn't meant to replace sessions; it's meant to make the space between them feel supported.

Automated Client Emails

Trafora sends several emails to your clients on your behalf. You don't need to do anything for these; they go out automatically:

• Booking confirmation: sent when you confirm a session, includes the Zoom link and date/time
• Session summary: sent when you save your post-session notes, includes your written summary
• Cancellation notice: sent if a session is cancelled, with refund details if applicable
• Booking reminders: sent before upcoming sessions

All emails come from info@trafora.com and are branded to reflect the platform.

15. The Coach Community

You're not joining alone. Trafora coaches share a commitment to the craft and to the platform. Connecting with other coaches deepens your practice and creates referral opportunities. Here are a few ways to plug in.

LinkedIn

Search #Trafora to find other coaches on the platform. Follow them, engage with their content, and build relationships. The platform's community grows when coaches lift each other up publicly.

Coach community calls

Quarterly virtual gatherings where Trafora coaches share practice insights, discuss platform updates, and learn from each other. Details will come via email.

Direct referrals

When you encounter a potential client who would be a better fit for another Trafora coach (different specialty, different schedule, different style), refer them. The platform is set up to make this easy. A referral is also one of the most powerful trust signals you can send a prospective client.

Platform feedback

Trafora is built by working coaches, for working coaches. Your feedback shapes the product. If you see something that could be better (a friction point in the dashboard, a missing feature, a confusing flow), tell us. The fastest way is to email info@trafora.com with the subject line "Platform feedback."

16. Coming Soon

Trafora is actively being built. Here's what's on the near-term roadmap:

Zoom Cloud Recording Automation

Currently, you manually paste the Zoom recording URL into the session notes after a call. In an upcoming update, this will happen automatically: Zoom will notify Trafora when a recording is ready, and the "Watch recording" button will appear in the client's app without you doing anything. This requires a Zoom Pro or Business plan and will be rolled out once the majority of coaches on the platform are at that tier.

Resource Library

Upload worksheets, PDFs, frameworks, and videos directly to a client's profile, or to a shared library all your clients can access. Coming post-launch.

Group Coaching & Cohorts

Run group sessions with multiple clients, manage cohort enrollments, and deliver group content. On the longer-term roadmap.