Feature Overview

Welcome Calls & Coach Contractors — Feature Overview

Non-technical summary · Last updated June 3, 2026

What we’re building

A way to bring on contractor coaches who run short (10-minute) welcome calls with prospective students to confirm they’re a good fit for matching. Contractors are paid per call.

The end state:

We can onboard a new contractor and they get their own restricted login.
Contractors set their own availability; students pick a time that works.
The call happens over our Zoom — the contractor never needs their own account or our main calendar.
When a contractor logs in, they see only their upcoming calls and their assigned students — nothing else in the platform.
After each call, the student automatically gets a short survey so we can track how well each contractor is doing.

Why this is mostly an assembly job, not a rebuild

A lot of the hard plumbing already exists in the platform from earlier work:

We already create and track meetings, including the Zoom join link, automatically when a student books.
We already assign students to coaches and can distribute them fairly across a pool.
We already send automated emails on a schedule.

The one thing that was never built is a “coach” login that is limited — today, anyone with coach-level access can see everything. Contractors need a tightly scoped view. That’s the core of this project, plus wiring the existing pieces together for the welcome-call flow specifically.

The experience, step by step

Onboarding — We invite a contractor by email. They set a password and set their availability.
Booking — A student opens a booking page and picks an open time from the shared pool of contractor availability. A contractor is automatically assigned.
The call — Both get a calendar invite with a Zoom link. The call runs on our Zoom.
Contractor dashboard — When the contractor logs in, they see a clean list of their upcoming and past calls and the students attached to them. They cannot see other contractors’ calls, company data, or anything else.
Feedback — Shortly after the call, the student automatically receives a short survey. Responses roll up so we can see how each contractor is performing.

What we need to decide before building

Two decisions drive both the timeline and the cost. Until these are settled, the estimates below are ranges:

How students pick a time. The fast path is to use our existing scheduling tool (Calendly) configured to share one pool of contractor availability and auto-rotate who gets the call. The slower path is to build a custom booking calendar inside our own portal. The fast path is strongly recommended to start.
How “restricted” the contractor login is. We need to confirm exactly what a contractor can and can’t see. This is a quick alignment conversation but it shapes the build.

Rough effort & phasing

These are planning-level estimates. They tighten once the two decisions above are made. The fast path (using our existing scheduling tool) is assumed here.

Phase	What it delivers	Relative size
1. Restricted coach login	Contractors can log in and only see their own world	Medium
2. Shared booking + auto-assignment	Students book; a contractor is assigned; Zoom link attached	Small–Medium
3. Contractor dashboard	“My upcoming & past calls” view	Small–Medium
4. Survey automation + tracking	Auto-survey after each call; per-contractor performance	Medium

Overall: roughly a 2–4 week build on the fast path. Choosing to build a fully custom booking calendar instead of using our existing scheduling tool would add meaningfully to this — that’s the single biggest cost lever.

What this does not include (yet)

Automated per-call payment/payouts to contractors (we’d track call counts; paying out is a separate step).
A custom-built scheduling calendar (only if we decide against the existing tool).
Contractor-facing analytics dashboards beyond basic performance tracking.

These can be follow-on phases if wanted.