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Coach Appointment Date Requests

This feature documents how Team Learning/Team Sales request coaching session dates for a batch: selecting coaches per session, setting date/time windows, and submitting all planned requests to coaches.

Where this feature is used​

Flow preview​

Program schedule with coach request icons on session cards and "Termine anfragen" request button

Preconditions and eligibility​

The request action is enabled only when at least one coach appointment is in planned status on the batch.

  • In UI: the Request dates button is disabled when there are no planned coach appointments.
  • Source: platform/pages/growthkit/configurations/[configurationId]/batches/[batchId].tsx (coachAppointments.filter((ca) => ca.status === 'planned')).

Step 1: Select a coach for a session​

Click the search icon on a session to open the coach date modal, then select a coach.

Coach selection dialog with searchable list of coaches

What happens in this step:

  • Coach list is searchable by name in the modal (GrowthKitCoachDateModal).
  • Selection updates the currently edited session appointment context.
  • Optionally, users can set:
    • Skip coach confirmation (stores as fixed/approved directly),
    • group for peer-practice sessions,
    • location fields for on-site sessions.

Step 2: Set date and time after coach selection​

After choosing a coach, set date/time for the appointment.

Coach appointment date and time selection with calendar and confirmation action

What happens on confirm:

  • If appointment already exists, it is updated (PUT /coach-appointments/:id).
  • If not, it is created (POST /coach-appointments).
  • Status is saved as:
    • approved when fixed/skip-confirmation is enabled (or batch is already started/published),
    • otherwise planned.
  • Source: platform/src/components/modals/GrowthKitCoachDateModal.tsx.

Step 3: Request appointments (bulk submit)​

Once all requests are prepared, click Termine anfragen / Request dates.

Program schedule after planned appointments are set, with request button highlighted for submitting requests

Request modal behavior (GrowthKitRequestDatesModal):

  • Lists all planned requests for the current configuration (session, module, coach, date/time).
  • On submit, each listed appointment transitions from planned to pending via update calls.
  • Source: platform/src/components/modals/GrowthKitRequestDatesModal.tsx.

Backend behavior after submit​

When frontend sets appointment status to pending, Strapi lifecycle hooks trigger notification flow:

  1. afterUpdate in coach-appointment lifecycle handles pending like "new request" and calls onStatusNoStatus.
  2. onStatusNoStatus sends request email to the assigned coach via sendCoachAppointmentRequestToCoach.
  3. If email succeeds, backend updates appointment status to notified and sets latestNotificationDate.

Sources:

  • Lifecycle: strapi-docker/src/api/coach-appointment/content-types/coach-appointment/lifecycles.js
  • Mail send/status updates: strapi-docker/src/api/coach-appointment/services/coach-appointment.js

What happens when coaches answer​

  • Approve (approved):
    • backend syncs approved appointment date/time back into the corresponding program session or kickoff session,
    • and sends an approved notification to Team Learning.
  • Decline (declined):
    • backend sends declined notification to Team Learning.

Additionally, reminder jobs can escalate unresponsive requests from notified -> reminded-1 -> reminded-2 -> ignored, with reminders to coach and notification updates to Team Learning.