Coaching
XBuddy Coaching provides a structured framework for employee development through ongoing coaching relationships. Managers and HR coaches define coaching plans with clear goals, schedule regular sessions, track milestone completion, and measure impact through performance correlation — all linked to the employee’s broader development record.
Key Entities
| Entity | Description | Path in App |
|---|---|---|
| Coaching Plan | A structured development plan with goals, focus areas, and timeline | Coaching → Plans |
| Coaching Session | A scheduled meeting between coach and coachee; has agenda, notes, and action items | Plan detail → Sessions |
| Milestone | A measurable goal within a coaching plan with target date and completion status | Plan detail → Milestones |
| Action Item | A specific task the coachee commits to completing between sessions | Session notes |
| Feedback | Structured feedback from coach to coachee (and optionally vice versa) | Plan detail → Feedback |
| Progress Note | Freeform observation recorded by the coach at any time | Plan detail → Notes |
Coaching Plan Lifecycle
Draft → Active → On Hold → Completed
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CancelledKey Features
- Plan Templates — Pre-built coaching plan templates for common scenarios: new manager onboarding, performance improvement, high-potential development, technical upskilling
- Session Scheduling — Schedule recurring sessions with calendar integration; session notes and action items captured in-app
- Milestone Tracking — Set SMART milestones with target dates; track completion percentage over time
- Action Item Management — Coach and coachee both see open action items; completion tracked between sessions
- Performance Correlation — Link coaching plans to Performance Reviews and OKRs; measure impact through before/after performance data
- 360 Feedback Integration — Request feedback from peers, direct reports, or stakeholders as part of the coaching process
- Privacy Controls — Session notes can be marked confidential (visible only to coach, coachee, and HR admin)
- Coach Assignment — Assign internal managers or external coaches; multiple coaches per employee supported
Workflows
Starting a Coaching Engagement
- HR or Manager creates a Coaching Plan for the employee — select template or build from scratch
- Define Goals and Milestones with target dates
- Schedule the first Session and send calendar invite
- After each session: record notes, log action items, update milestone progress
- Mid-point review: assess progress vs. milestones
- Complete the plan and record the outcome summary
Performance Improvement Plan (PIP) Track
Coaching plans can be marked as PIP-track, which:
- Requires HR Director approval (via Approvals workflow)
- Locks session notes as legally protected records
- Generates a compliance-ready PDF summary at plan close
AI Agents
| Agent | Trigger | What it does |
|---|---|---|
| Coaching Effectiveness Report | Scheduled (monthly) | Measures coaching ROI: compares pre/post performance scores, goal completion rate, and engagement delta for coached employees |
| Coaching Progress Analyzer | Scheduled (weekly) | Tracks milestone completion percentage across all active plans; flags plans falling behind |
| Coaching Session Nudge | Scheduled (daily) | Sends reminders to coaches and coachees for sessions due in the next 48 hours; alerts on overdue sessions |
Permissions
| Permission | Description | Typical Roles |
|---|---|---|
coaching:read | View own coaching plans and sessions | All employees |
coaching:write | Create plans, record sessions, add notes | Managers, HR staff |
coaching:manage | Admin: assign coaches, view all plans, configure templates | HR Director, HR Admin |
coaching:view_confidential | View confidential session notes | HR Director |
Integration Points
| Module | Integration |
|---|---|
| HR | Employee profile links to all active and completed coaching plans |
| Performance | Coaching plans linked to performance review cycles; goals can derive from review findings |
| OKR | Coaching milestones can be connected to active OKR key results |
| LMS | Recommended courses from the learning gap analysis can be added as coaching action items |
| Calendar | Session scheduling syncs to the Calendar module |
| Approvals | PIP-track coaching plans require HR Director approval |
FAQ
Who can see a coaching plan?
The coachee, their assigned coach(es), and users with coaching:manage permission. Session notes marked confidential are additionally restricted to HR admin.
Can an employee have multiple active coaching plans?
Yes. Common for employees with both a development plan (manager-driven) and a technical upskilling plan (HR-driven).
How is coaching effectiveness measured?
The coaching_effectiveness_report agent compares performance scores, OKR completion rates, and engagement survey results before and after the coaching engagement. Results are visible on the plan’s Summary tab.
Can coaches be external (not XBuddy users)?
External coaches can be added as contacts and linked to a plan. Session notes are entered by an internal HR staff member on their behalf.