CoachingPortal CoachGPT Credit Governance (Operations)

CoachingPortal CoachGPT Credit Governance (Operations)

1. 01

   Open the CoachingPortal billing panel and record the CoachGPT credit allowance attached to the active plan

   Free carries 3 credits per month, Grow carries 18, and Professional carries 30. Write the number into the agency runbook before any client work starts so delivery staff know the monthly ceiling.

2. 02

   List every client check-in that needs a CoachGPT review draft for the coming month

   Count one credit per check-in review and one per program plan draft. A 10-client roster on Grow will exhaust 18 credits before the month closes, so flag the overflow clients for manual review.

3. 03

   Assign credit priority in the CoachingPortal coach dashboard by client tier

   Retainer clients get CoachGPT drafts first. Clients on a lighter package receive coach-written reviews pulled from the same check-in queue.

4. 04

   Draft each review in CoachGPT, then edit the output before it reaches the client app

   CoachGPT produces a starting draft, not a finished message. Delivery staff correct tone, load numbers, and nutrition notes inside the CoachingPortal messaging thread before sending.

5. 05

   Log credits consumed against the plan allowance at the end of each week

   Track the running total in the same sheet as client check-in dates. When the count reaches 80 percent of the allowance, switch remaining check-ins to manual drafting.

6. 06

   Review the plan tier against actual credit burn at each renewal date

   A roster that consistently runs out of credits on Grow at $19.99 per month is a candidate for Professional at $49.99 per month, which also lifts the coach seat count from 2 to 3 and removes the client cap.

7. 07

   Document the credit policy in the client-facing onboarding pack

   State plainly how many AI-assisted check-in reviews a client receives per month. This prevents disputes when a busy month pushes the roster past the plan allowance.