CASE STUDY
How PeeplCoach Used Data to Elevate Coaching and Capacity
Industry: Professional Coaching & Leadership Development
Solution Area: Resource Allocation & Program Effectiveness
Client: PeeplCoach (Global Coaching Platform)
Tools Used: SQL Server, Power BI
Business Impact
Optimized Resource Allocation
Improved fairness in participant distribution, preventing coach overload.
Forecast-Ready Planning
Capacity dashboard gave PeeplCoach visibility 3 months ahead, improving scheduling accuracy.
Enhanced Client Reporting
Corporate clients received transparent reports on program outcomes, completion rates, and participant ratings.
The Challenge
PeeplCoach delivers leadership and career coaching across multiple industries, engaging hundreds of participants, coaches, and organizations. With the rapid scale of programs, PeeplCoach faced challenges in:
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Allocating participants fairly across coaches and cohorts, ensuring no single coach was overburdened.
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Tracking coach capacity over time to avoid bottlenecks in upcoming programs.
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Monitoring quality of coaching delivery, using pulse ratings and feedback across multiple organizations and programs.
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Providing corporate clients transparency into program outcomes, average ratings, and participant engagement.
Manual spreadsheets and static reports were no longer sufficient to manage this complexity.
Our Solution
We designed an integrated Power BI dashboard suite that provided real-time visibility into coach allocation, participant engagement, and program quality metrics.
The dashboards allowed PeeplCoach to optimize resource allocation, measure performance at multiple levels (coach, cohort, company, program), and demonstrate ROI to client organizations.
Dashboard Walkthrough
1. Coach Allocation & Capacity
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Showed average participants per coach, per cohort, and per organization.
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Tracked coach allocation across companies, ensuring even distribution.
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Provided a rolling view of coach capacity for the current and next 3 months, highlighting available bandwidth.
Power BI Functionality Used:
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Dynamic slicers for filtering by coach, organization, cohort, or registration date.
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Capacity forecasting visuals using conditional formatting to flag over/under allocation.
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Drill-down from coach → organization → participant level.
Business Value: Enabled program managers to assign participants efficiently and plan capacity ahead of demand surges.
2. Performance & Ratings
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Aggregated pulse ratings and feedback across coaches, organizations, and programs.
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Highlighted top performing coaches with average ratings above 9.
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Identified improvement areas with a breakdown of ratings equal to or below 7.
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Benchmarked average ratings by program type (Emerging Leaders, Developing Leaders, Career Development, etc.).
Power BI Functionality Used:
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Ranking visuals to identify top-rated coaches/programs.
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Conditional highlighting for low-rated coaching instances.
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Drill-through from company/program → coach → participant-level feedback.
Business Value: Improved program quality through data-driven coaching interventions and transparent client reporting.
3. Organization & Program Insights
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Provided organization-level views, showing participant counts and average ratings per client.
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Segmented data by program title, enabling comparisons (e.g., Emerging Leaders vs High Impact Leaders).
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Highlighted archived/completed vs partially completed engagements, giving visibility into completion rates.
Power BI Functionality Used:
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Cross-filtering between organization, coach, and program.
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Interactive matrices for program vs organization analysis.
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Export-ready reports for sharing insights with client HR/L&D teams.
Business Value: Strengthened client relationships by providing measurable outcomes and insights into leadership development ROI.
4. Participant Pulse & Comments Dashboard
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Captured real-time participant comments against modules and coaches.
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Allowed filtering by module title, cohort, coach, or participant.
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Provided qualitative insights to complement numerical ratings.
Power BI Functionality Used:
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Text-based filtering for participant feedback.
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Linked comments to program completion status and pulse ratings.
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Drill-through enabled direct review of feedback per participant.
Business Value: Combined quantitative ratings with qualitative insights, giving PeeplCoach a complete view of participant experience.
Technical Architecture & Process
[SQL Server Database]
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[ETL Model – Data Prep]
(Stored Procedures / Power Query M)
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[Power BI Data Model]
- Coach Table (Coach ID, Name, Capacity, Active Flag)
- Participant Table (Participant ID, Cohort, Program, Ratings)
- Organization Table (Org ID, Industry, Region)
- Program Table (Program ID, Title, Type)
- Pulse Feedback Table (Rating, Comment, Date, Coach ID)
│
▼
[Power BI Dashboards]
1️⃣ Coach Allocation & Capacity
2️⃣ Performance & Ratings
3️⃣ Organization & Program Insights
4️⃣ Participant Pulse & Comments
1) Data Extraction:
Source data from PeeplCoach SQL Server via direct query or scheduled refresh.
Tables: Coaches, Participants, Organizations, Programs, PulseRatings.
2) Transformation & Cleansing:
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Power Query merges coach, cohort, and organization tables.
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Aggregations (Avg Participants/Coach, Avg Ratings, Capacity Forecast).
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Derived measures for current month capacity, 3-month forecast, and average rating per coach.
3) Data Modeling:
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Relationships established via surrogate keys (CoachID, OrgID, ProgramID).
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Role-playing dimensions allow slicing data by organization, program, coach, and cohort.
4) Visualization Layer (Power BI):
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DAX measures drive summaries, KPIs, and trend lines.
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RLS (Row-Level Security) applied for organization-specific access.
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Reports optimized for mobile and export to PowerPoint/Excel.
Conclusion
The sales velocity dashboard revealed exactly where cycle times slowed down—whether at enquiry, tender, or deposit stage. Leaderboards and cycle length visuals provided accountability for each executive and region. By identifying bottlenecks and enforcing SLAs, the client reduced delays and accelerated revenue realization.