Coach Bot Frequently Asked Questions

Welcome To The Coach Bot Handbook

The information provided in this handbook is designed to answer any questions you may have while using Coach Bot, assisting you in leveraging its functionalities effectively. If you would like to know more about what Coach Bot is and how it can help you, learn more here!

Getting Started

Logging In

  • For new users, please contact RoboSource about signing up for CoachBot.
  • For existing users, please contact your Process Coach at RoboSource.

Creating a Playbook

  1. Navigate to the “Playbooks” tab and click the “Add New” button located in the top right corner.
  2. Provide a name and description for the playbook, along with a unique 2-character initial.
    • For example, a Human Resources playbook (“HR”) could be described as “For recruiting, onboarding, training, managing, and terminating employees”.

Creating a Play

  1. Navigate to the playbook where you want to add a play.
  2. Click the “Add New” button located in the top right corner to open a blank play.
  3. Build out your process by clicking and dragging steps from the Step Library on the left side of your screen onto the workspace in the center.
  4. You can edit the details of a step after dragging the step onto the workspace and then clicking on it.
  5. Connect your steps by clicking and dragging on the circular handles between two steps you would like to connect. (if you would like to disconnect two steps click on the line connecting them and then click on the delete icon that appears on the line)
  6. Edit the name of the play by clicking the pencil icon or pressing the “Save” button. Provide a name and description.
    • For example, “Onboard Employee” could be described as “For onboarding a new employee into the organization”.
  7. Ensure the play includes:
    • A Start step (included by default).
    • A Stop step.
    • A valid path from start to finish.
    • All required properties are filled out for each step in between.

Running a Play

A play can only be started if it is valid. If the start play button is greyed out then you will want to edit the play and look for the red validation error icon near the save button. Hovering over this icon will show the validation errors that need to be resolved before a play can be started.

  1. Navigate to the play details screen by clicking on the play you would like to start.
  2. Click the start play icon in the top right of the screen.
  3. If the play requires any information before starting, a window will appear where you can input the information required to start the play.

View Run History

  1. Navigate to the play details screen by clicking on the play you would like to see the run history for.
  2. Click the View Run History button in the top right of the screen.
  3. Click on one of the previous runs from the Run History panel to see details about that run.

Types of Steps

Start Steps

Indicates the necessary information required before initiating a process.

Stop Steps

Represent termination points for each branch in the logic.

Step

Represents a unit of work assigned to a specific role or individual.

Includes descriptions or instructions.

Sends notifications and instructions to the assigned job function when this step is reached.

Duration and information requirements can be specified when editing the step.

Example: one step might include instructions for the assigned user to run a monthly data report.

Notification

One-way communication delivering

information to individuals or groups.

Useful for communicating results or

milestones without further action.

Example: notifying stakeholders of a

successful employee termination.

Parallel

Allows simultaneous execution of different processes.

Join

Waits for all parallel branches to complete before proceeding.

Example: when onboarding an employee, you would wait for 1) payroll to set up their paycheck and

2) the IT team to provide their computer before proceeding.

Conditional

Allows branching based on collected information.

Set up as true/false statements referencing data values.

Example: notifying a supervisor if an employee’s performance review score and/or sales quota are low.

Merge

Proceeds when either branch finishes.

Example: in a sales process, you might contact a potential client after A) they respond to your initial contact or

B) 3 days have passed, whichever comes first.

Delay

Pauses the process for a set time or until a specified date.

Useful for role changes or follow-up actions.

Example: wait until an employee’s promotion date, then update their salary and position information.

Subplay

Calls another play within the current one.

Useful for managing complex processes or reusing smaller ones.

Facilitates cross-department collaboration.

Data can be passed back and forth between the parent play and subplay.

Option for “fire and forget” to kick off downstream processes without waiting for their completion.

Example: a high-level account management play may call subplays to add the client to the CRM (manager), grant them access to company resources (IT team), and issue recurring invoices (payroll).

Automation

Utilizes custom software in the background to automate tasks.

Data can be sent to and returned from automation, just like other steps.

Example: searching calendars for possible commong meeting times or managing CRM/ERP tasks.

Contact your Process Coach for more information on automating your processes!

Terminology and Other Common Questions

What are “plays” and “playbooks” in CoachBot?

Plays refer to individual workflows or sets of tasks that can be automated and managed within the software. These plays are organized into playbooks, which serve as collections of related plays.

How do I create and manage plays in CoachBot?

To create a new play in CoachBot, navigate to the Playbooks section and select the appropriate playbook or create a new one. Then, follow the prompts to define the steps and automation rules for the play. Plays can be edited, duplicated, or deleted as needed.

What is the role of a “process coach” in CoachBot?

A “process coach” will be your human representative that helps onboard and guide you through the CoachBot experience. This includes documenting your existing processes in CoachBot, offering solutions for optimization and automation, and communicating your feedback to the development team.

Can plays be customized to reflect specific terminology or processes used within our organization?

Yes, while we love our sports terminology, CoachBot allows for customizable workflows to align with the unique terminology and processes of your industry. The information your users see will be process-oriented and in line with your current communications.

How do I assign plays to team members or departments within CoachBot?

When your process coach sets up your plays, each step can be delegated to a particular job function. When the play runs, CoachBot will find an available user with that job function and route the task to them. This ensures that tasks are delegated effectively and responsibilities are clear.

Is there a way to track the performance of plays and assess their effectiveness over time?

Yes, we offer built-in analytics and reporting features that allow you to track the performance of plays, including completion rates, efficiency metrics, and any bottlenecks or issues encountered. Your process coach will use this data to help you optimize plays for improved results.

Can I collaborate with other team members within my organization on the development of plays in CoachBot?

Yes, CoachBot supports collaboration among your team member and your process coaches by allowing them to share plays, provide feedback, and work together to refine and improve workflows. This collaborative approach fosters teamwork and ensures that plays are tailored to meet your organization’s needs.

Are there any resources or training materials available to help process coaches and team members get started with CoachBot?

While we’re working on rolling our training materials, tutorials, and documentation to the public, this information isn’t readily available yet. Your process coach will be the best source of CoachBot information in the meantime.

Does CoachBot have a support team?

Yes, our support team is notified when plays and automations encounter difficulties. If you notice any problems during implementation, please reach out to your process coach to report the issue.