HatchPath manages 5 data types including contact submissions. Helps you organize, track, and share your work in 1 place for teams and solo users.

Concierge Resources

HatchPath Concierge Handbook

Your step-by-step standard operating procedure for guiding new clients from sign-up through their first coaching sessions.

The Concierge Workflow

Every new client follows this 7-step process.

Review the Intake Form in Slack

Watch #consumer-goals in Slack for new Typeform notifications. Each includes the client's name, email, coaching areas, goals, urgency, and preferred cadence. Use this to identify 1–2 best-fit coaches before the intake call.

Set Up Credits in Healthie

Add 1x 50-minute session credit and 3x 30-minute session credits to the client's Healthie profile. Clients are auto-created in Healthie on sign-up — no need to create the account manually.

Grant Access to All Coaches

In the client's Healthie profile, go to Actions → Personal Information → Edit and add all relevant coaches and care team members so the client can see and book with everyone.

Conduct the Intake Call via Quo

The client books a call with you. Use Quo (internet dialer) to call them — calls are recorded automatically. Discuss their goals, confirm the best coach match, and book sessions live on the call.

Book Sessions in Healthie

Go to Organization → Provider Calendar. Switch filter to show Appointments + Synced Appointments. Book 1x 50-minute intro session and 3x 30-minute follow-up sessions for the matched coach.

Send the Client & Coach Intro Email

Use the Gmail template to send a welcome email to both the client and coach (CC the coach). Include session date/time, coach bio snippet, and coach profile link.

Send the Coach Summary Email

After the call, download the Quo call summary and send it to the coach only. Include relevant context about the client's goals and what was discussed.

Step 1 — Review the Intake Form in Slack

Watch the #consumer-goals Slack channel for new Typeform notifications. Each notification includes the client's full name, email, and answers to:

Coaching area(s): Health & Wellbeing, Purpose & Spirituality, Mental & Emotional Resilience, Life & Career
Readiness to begin: Urgency — prioritize quick booking for those ready to start immediately
Primary goal: Core motivation (e.g. Heal emotionally or spiritually)
Preferred meeting cadence: Weekly, Bi-weekly, etc.
Know Your Outcome: Immediate intention and desired breakthrough
Current efforts: Context on what they're already doing

Note: A HatchPath Slack bot monitors #consumer-goals in real time and posts coach recommendations as threaded replies. Review the bot's suggestion, confirm it matches the client's needs, then proceed with booking. The bot is a starting point — you always have final say.

Step 2 — Set Up Credits in Healthie

Every new client receives a standard credit package:

1x 50-minute session
3x 30-minute sessions

How to add credits:

Log in to Healthie
Go to Clients and search for the client's name
Open their profile
Click Edit and navigate to the credits section
Add 1 credit for a 50-minute session and 3 credits for 30-minute sessions
Save

Clients are automatically created in Healthie when they sign up — you do not need to create the account manually.

Step 3 — Grant Access to All Coaches

Clients need to be able to see and book with all coaches and care team members.

How to add coaches:

In Healthie, open the client's profile
Click Actions → Personal Information → Edit
Add all relevant coaches and care team members
Save

Step 4 — Conduct the Intake Call via Quo

The client will have already booked a call with you on your calendar.

Before the call:

Re-read the intake form responses from #consumer-goals
Have a shortlist of 1–2 coaches in mind based on their goals

During the call:

Use your Quo account (internet dialer) to call the client — calls are recorded automatically
Discuss the client's goals and needs in more depth
Together, select the best coach(es) for them
Book the sessions live on the call (see Step 5)

Step 5 — Book Sessions in Healthie

Sessions must be booked by you on behalf of the client.

How to book sessions:

In Healthie, go to Organization on your dashboard
Navigate to the Provider Calendar
Change the filter from "Appointments" to Appointments and Synced Appointments — this shows when the provider is busy
Book 1x 50-minute session (intro/first session)
Book 3x 30-minute sessions (follow-ups)
Confirm all sessions are saved and visible on the calendar

Step 6 — Send the Client & Coach Intro Email

Use the Gmail template saved in your Gmail account. Send to both the client and the coach (CC the coach).

Gmail Template — Client & Coach Intro Email

Subject: Your HatchPath Coaching Sessions with [Coach First Name] – Welcome & Next Steps

Hi [Client First Name],

We're excited to introduce you to your HatchPath coach, [Coach First Name], who is CC'd here for a warm welcome. 🙂

Your first session with [Coach First Name] is confirmed for [Day, Date] at [Time] [Timezone].

Your full session schedule is:

[Date] at [Time] [Timezone] (50 minutes)
[Date] at [Time] [Timezone] (30 minutes)
[Date] at [Time] [Timezone] (30 minutes)
[Date] at [Time] [Timezone] (30 minutes)

Please note that no-shows are charged sessions, and cancellations must occur at least 24 hours in advance. You can cancel or reschedule directly through the platform.

Meet Your Coach: [Coach Full Name]

[Coach bio — 1–2 sentences from their profile] View [Coach First Name]'s profile here: [Coach Profile Link]

(If a second coach was selected, add another Meet Your Coach block here.)

Preparing for Your Session
You'll receive an email with session details and reminders. We recommend adding them to your calendar to avoid missed appointments.

Before your session, log into your HatchPath account at https://secure.gethealthie.com/go/hatchpath and explore the platform.

At the time of your session, join via the reminder email or log into your account to launch the video call.

Managing Future Sessions
To reschedule or view upcoming appointments:

Use the Appointments tab in your HatchPath account
Or book another Concierge Call with me to review your coaching plan

Additional Member Resources

Resource Library: Access on-demand wellness videos and content at hatchpath.io/ResourceLibrary (password: hatchpath)
Group Summit Events: Join [Coach First Name]'s upcoming summits and community events at luma.com/hatchpathcoach
Podcast: Listen to the HatchPath podcast on Spotify for wellness insights and coaching conversations: open.spotify.com/show/hatchpath

We're here to support you every step of the way. Feel free to reach out to [Coach First Name] via email or platform messenger, or simply reply here with any questions.

In Health,
[Your Name] | [Your Title]

How to send:

Open Gmail and find the saved intro email template
Fill in: client name, coach name, all session dates/times, coach bio snippet, coach profile link
If the coach has an upcoming summit event, add the Luma link in the Group Summit Events section
Send to both the client and the coach (CC the coach)

Step 7 — Send the Coach Summary Email

After the intake call, send a separate summary email to the coach only.

How to send:

Download the call summary/recording notes from your Quo account
Open Gmail and compose a separate email to the coach
Attach or paste in the call summary
Include relevant context about the client's goals and what was discussed
Send

Quick Reference Checklist

Use this for every new client:

Intake form reviewed in #consumer-goals (Slack / Typeform)

Coach match identified based on coaching areas + goals

Credits added in Healthie (1x 50-min, 3x 30-min)

All coaches added to client's care team in Healthie

Intake call completed via Quo

Sessions booked in Healthie (Organization → Provider Calendar)

Intro email sent to client + coach (Gmail template, includes session dates)

Summary email sent to coach with Quo call notes

Tools Used

Slack #consumer-goals

Receive new client Typeform intake responses

Typeform

Client intake form (auto-posts to Slack)

Healthie

Client management, credits, session booking

Quo

Internet dialer for intake calls (recorded)

Gmail

Send intro and summary emails using templates

HatchPath Website

Review coach profiles and specialties

Coach Roster

Use this to match clients to coaches based on their goals and focus areas. Click any profile link to view the full coach page.

Health & Wellbeing

HatchPath Concierge Handbook

The Concierge Workflow

Review the Intake Form in Slack

Set Up Credits in Healthie

Grant Access to All Coaches

Conduct the Intake Call via Quo

Book Sessions in Healthie

Send the Client & Coach Intro Email

Send the Coach Summary Email

How to add credits:

How to add coaches:

Before the call:

During the call:

How to book sessions:

How to send:

How to send:

Slack #consumer-goals

Typeform

Healthie

Quo

Gmail

HatchPath Website

Coach Roster

Michael Ogden

Alexandra Kozlowski

Ariana Alcantara

Nik Heartsong

Eva Redpath

Matt Cable

Alixe Faubert

Jennifer Suber Smith

Kathy Love

Laura Sylvester

Jewelia Orlick

Bec Symonds

Laura Dias

Cynthia Powers Broccoli

Alejandro Macario

Angie Mercier

Tara Resnick

Kelly Clark

Brian Landry

Chad Lassere

Irene Adams

Kenzie Marks