HatchPath Coach Handbook
Your step-by-step guide to setting up your account, getting booked, running sessions, and understanding how HatchPath works. Please bookmark this document and refer back to it anytime.
Your Journey as a HatchPath Coach
From application to getting paid — here's exactly how it works.
Apply Through Our Portal
Submit your application on the HatchPath website under 'Become a Coach'. Our team reviews every application carefully.
Onboarding Meeting with Our Team
If approved, you'll have an onboarding call with HatchPath. We'll walk you through the platform, set up your Healthie account, and get you ready to receive clients.
Connect Your Calendar & Set Availability
You'll connect your external calendar (Google, Outlook, Apple, etc.) so we can see when you're busy and avoid double-booking. You'll also set your work hours inside Healthie.
Build Your Coach Profile
We'll gather your bio, photo, specialties, and more to build your profile on our website. You can edit it at any time. This is where your reviews, podcasts, and other content will appear.
Clients Get Matched to You
When a client signs up, they meet with our concierge team. If you're the right fit, we book them directly onto your calendar — for 4 or 12 sessions. You don't have to do anything.
Run Your Sessions
Show up and coach. All sessions are held via video on Healthie (Zoom-based). After each session, mark it as Occurred or No-Show.
Get Paid
You're paid for both occurred sessions and no-shows. Payments go out on the 1st of every month via Gusto.
HatchPath partners with organizations to provide coaching to their employees or members. These partners may be:
- Charities
- Nonprofits
- For-profit companies
- Membership-based organizations
From a coach perspective, all clients are supported the same way, regardless of where they come from.
Concierge-Based Model
HatchPath operates using a concierge model.
Our concierge team (including Jordan, Carys, and others):
- Reviews each client's intake form
- Conducts a 15-minute concierge call with the client
- Matches clients to the most appropriate coach(es)
- Books sessions on behalf of the client
Clients do not self-book initially — sessions are intentionally scheduled by our team to ensure strong coach-client fit.
Client Session Structure
Depending on the organization HatchPath is partnered with, clients receive:
- 4 sessions or
- 12 sessions
Session Lengths:
- Initial session: 50 minutes
- Follow-up sessions: 30 minutes
Note: This structure applies to all new clients moving forward.
To ensure you can be booked correctly and paid on time, the following setup steps are required.
A. Connect Your External Calendar
You must connect your external calendar (Google, Apple, Outlook, etc.).
Why this matters:
- Allows HatchPath to see when you're busy
- Automatically places booked HatchPath sessions onto your calendar
- Prevents double-booking
If a session ever conflicts with your availability:
- You may reschedule directly with the client or
- Contact HatchPath and we'll assist
B. Set Your Work Hours (Availability)
You must set your availability inside Healthie.
How to set availability:
- Go to Calendar
- Select Availability
- Add your work hours
Important notes:
- The concierge team will not book outside your availability
- If you are ever booked outside your availability, notify HatchPath immediately and we'll fix it
- Keep availability updated regularly
Important Note on Client Visibility in Healthie
Healthie is configured so that all HatchPath coaches function as part of a shared care team.
As a result, you may be able to see many clients in Healthie who are not assigned to you directly.
This visibility is intentional and supports continuity of care across the HatchPath ecosystem.
Important: Do not message, contact, or engage with any client who is not your assigned client.
If you have questions about a client you can see in Healthie but are not assigned to, contact HatchPath.
Once your availability and calendar are set:
- The concierge team books sessions on your behalf
- Sessions appear directly in Healthie
- Events sync to your external calendar
Clients are often booked biweekly, but this may vary depending on the program.
Coaching Style
HatchPath does not impose rules on your coaching methodology.
As long as you:
- Coach within your certified scope
- Are respectful and professional
- Coach in your authentic style
—you are free to coach how you work best.
Session Platform
All sessions should be hosted inside Healthie.
- If there is a technical issue, you may temporarily move to Zoom or another platform
- Please make best efforts to use Healthie whenever possible
Marking Sessions (Required)
After each session, you must mark it as:
- Occurred or
- No-show
Code No-Show: Client Missed Sessions
At HatchPath, we value your time and want to ensure your sessions are impactful, respected, and used effectively. While most members show up engaged and prepared, occasional no-shows do happen. Below is our process for handling them.
If a Client Does Not Show Up
If a client does not attend their scheduled session:
- Mark the session as a "No-Show" in your calendar.
- No-show sessions are still paid.
- Accurate marking helps our team track engagement and follow up appropriately.
Facilitate light outreach to re-engage the client. Our goal is to support—not pressure—the member, while protecting your time.
Recommended Outreach Order
Before or immediately after a no-show, you may take the following steps (we call this Code No-Show):
- Primary outreach:
- Send a brief message via Healthie Chat and/or email.
- Keep it friendly and supportive (e.g., "Just checking in—hope everything is okay.")
- Secondary outreach (optional):
- You may reach out via the phone number listed in the client's profile if you're comfortable doing so.
- Members already receive automated text reminders from HatchPath prior to their sessions.
- If you're not comfortable reaching out by phone:
- No problem at all. Simply mark the session as a no-show and move on.
- Our team will handle follow-up.
Ongoing or Repeated No-Shows
If a client consistently misses sessions:
- Please notify the HatchPath team.
- We will step in to re-engage the member, adjust their schedule, or determine if the program is no longer the right fit.
- Our priority is ensuring your availability is respected and that your time is spent creating meaningful impact.
Some members may ultimately decide coaching isn't right for them—and that's okay. What matters most is that your sessions are used intentionally and that you're supported as a coach.
If you ever have questions or concerns around attendance, reach out to the HatchPath team—we've got your back.
No-Show Policy
- HatchPath operates on a 3-strike no-show policy
- After 3 consecutive no-shows, the client's account is temporarily suspended
- HatchPath handles all communication related to this
- Current no-show rate: ~4% (very low)
Reviews
- Reviews are optional for clients
- Starting in 2026, HatchPath will distribute review requests monthly via email
- If you'd like reviews: You may ask clients directly
- Clients complete a simple form
The HatchPath admin team only sees optional reviews — session content is always private.
Pay Rates
- $100 for 50-minute sessions
- $75 for 30-minute sessions
- $50 per month seat fee is deducted in your first payment period
Payout Schedule
As of March 1, 2026, HatchPath processes all coach payments through Gusto.
Payouts are issued once per month, on the 1st of each month.
Weekend/Holiday note: If the 1st falls on a weekend or holiday, payouts will go out on the next business day.
No-Shows & Payments
You are paid the same for occurred sessions and no-shows
If a payment does not match expectations, email HatchPath immediately and we will review
How to Get Paid (Required Setup)
To ensure timely and accurate payments, coaches must provide payout details based on their location.
A. U.S.-Based Coaches (Gusto)
If you are based in the United States, payments are processed through Gusto (as of March 1, 2026):
- You will receive an invitation from Gusto to set up your contractor profile
- Complete your Gusto onboarding and connect your bank account directly in Gusto
- Notify HatchPath if you need to update your banking information
Payments will be deposited directly to your bank account via Gusto on the 1st of each month.
B. Canadian & International Coaches (Gusto)
As of March 1, 2026, Canadian and international coaches are also paid through Gusto.
- You will receive an invitation from Gusto to set up your contractor profile
- Complete your Gusto onboarding and connect your bank account directly in Gusto
- Gusto supports international contractors — follow the prompts for your country
- Notify HatchPath if you need any assistance with setup or if your banking information changes
Payments will be issued in USD on the 1st of each month (or next business day if the 1st falls on a weekend or holiday).
You may communicate with clients via:
- Healthie Messenger
- Email (client email is visible to you)
Use whichever method feels most natural while maintaining professionalism.
If you ever need to pause or stop working with HatchPath:
- Notify us as soon as possible
HatchPath will:
- Transfer your clients to another coach
- Remove your profile from the platform
We understand that life circumstances change.
HatchPath onboards new coaches based on partner demand.
Looking ahead:
- HatchPath is partner-driven
- 2026 is expected to bring significant partner growth
If you:
- Add new certifications
- Expand your scope
- Refine your coaching focus
Please let us know so we can better represent you on concierge calls.
If you need anything at all:
Email: hello@hatchpath.io
Or contact Jordan or Carys directly
We're here to support you so you can focus on what you do best — coaching.
Thank you for being part of HatchPath.