CASE STUDY
How PeeplCoach Optimized Coach Allocation and Improved Program Quality with Performance Analytics
AT A GLANCE
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Client: PeeplCoach
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Industry: Professional Coaching & Leadership Development
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Location: Global Platform
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Solution: Resource Allocation & Program Effectiveness
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Key Impact: Improved allocation fairness, 3-month capacity forecasting, enhanced client reporting
Background
PeeplCoach delivers leadership and career coaching programs to organizations across multiple industries, engaging hundreds of participants, coaches, and corporate clients globally. The platform facilitates structured coaching engagements ranging from emerging leader development to executive coaching, each requiring careful coordination of coach resources and participant scheduling.
As the platform scaled to serve more organizations simultaneously, PeeplCoach faced increasing complexity in managing coach capacity, ensuring program quality, and demonstrating value to corporate clients who invested significantly in leadership development initiatives.
The Challenge
The rapid growth of PeeplCoach's platform created critical operational challenges that threatened both service quality and business scalability. The company struggled to allocate participants fairly across coaches and cohorts, often discovering that certain coaches were overburdened while others had available capacity. This imbalanced distribution impacted coaching quality and coach satisfaction.
Without visibility into coach capacity over time, PeeplCoach couldn't effectively plan for upcoming program launches or prevent bottlenecks when multiple organizations scheduled programs simultaneously. The manual tracking via spreadsheets became increasingly unreliable as the number of concurrent programs grew.
Most critically, PeeplCoach lacked the ability to systematically monitor coaching quality across their distributed network of coaches. While pulse ratings and feedback were collected, there was no efficient way to aggregate this data to identify trends, benchmark performance, or provide corporate clients with transparent reporting on program outcomes. Corporate HR and L&D teams increasingly demanded measurable ROI on their coaching investments, but PeeplCoach could only provide basic completion statistics rather than comprehensive program analytics.
The Solution
GrowthBI designed an integrated Power BI dashboard suite that provided real-time visibility into coach allocation, participant engagement, and program quality metrics. The solution transformed PeeplCoach's ability to optimize resource allocation, measure performance at multiple levels, and demonstrate value to client organizations.
The Coach Allocation & Capacity dashboard tracked participant distribution across coaches, cohorts, and organizations, ensuring balanced workloads. The system provided rolling three-month capacity forecasts, highlighting available bandwidth and potential bottlenecks before they impacted program delivery. Dynamic slicers enabled filtering by coach, organization, cohort, or registration date.
Key capabilities included:
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Performance & Ratings Analytics: Aggregated pulse ratings and feedback across all dimensions, identifying top-performing coaches with ratings above 9 and flagging improvement areas where ratings fell below 7
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Organization & Program Insights: Company-level views showing participant counts, average ratings, and completion rates by program type, enabling comparative analysis across different leadership development initiatives
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Participant Pulse & Comments Dashboard: Real-time capture of qualitative feedback linked to quantitative ratings, providing complete visibility into participant experience
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Predictive Capacity Planning: Forecasting models projecting coach availability against anticipated demand, enabling proactive resource allocation
Results
The performance analytics dashboard revolutionized PeeplCoach's operational efficiency and client relationships. Resource allocation improved dramatically, with the platform preventing coach overload through data-driven participant distribution. The three-month capacity forecasting enabled proactive planning, improving scheduling accuracy and reducing last-minute scrambles for available coaches.
Client satisfaction increased significantly as corporate partners received transparent, data-rich reports on program outcomes, completion rates, and participant feedback. This visibility strengthened client relationships and supported contract renewals.
Key performance outcomes included:
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100% visibility into coach capacity and allocation
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3-month advance capacity planning capability
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Enhanced client reporting with measurable program ROI
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Improved coach satisfaction through balanced workload distribution
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Data-driven quality improvements based on systematic feedback analysis
The solution enabled PeeplCoach to identify and replicate best practices from top-rated coaches across their network. Program managers could now make informed decisions about coach assignments based on performance history and specialization areas.
Looking Forward
PeeplCoach plans to expand their analytics capabilities to include predictive modeling for participant engagement and success factors. The platform is exploring integration with client HRIS systems to track long-term career progression of coaching participants, further demonstrating program ROI.
The success of this implementation has established PeeplCoach as a data-driven leader in professional coaching, with their systematic approach to quality measurement becoming an industry benchmark.
Want to see the technical details behind this implementation? Read our technical deep-dive to learn how we built the capacity forecasting model using SQL Server and Power BI DAX measures.