Client caseTraining and coaching

Tool that checks coaching sessions and calculates coach pay

Coaches were paid on their own declaration, with no way of checking hundreds of sessions a month. Now every session is matched with its video recording every night, and the month’s pay calculates itself.

4,700+sessions checked automatically
7,000+video recordings matched
1,000+sessions flagged to check or in error
≈ 20 hof checking a month that would have to be done by hand

The client

A training company supports its clients through one-to-one video coaching sessions, run by a dozen coaches paid per session. Each session is logged in the client file with its date, time and coach, and every call is recorded.

Mock-up with made-up data.

The starting point

Coaches were paid on the basis of their own declaration. The sessions logged in the client file and the video recordings, stored in two different places, were never matched: checking every session by hand, hundreds a month, was impossible.

Why it was a problem

A session that was logged but never held, too short, or assigned to the wrong coach could be paid without anyone noticing. Conversely, a session that went well but was logged badly risked being forgotten. And because one client can be followed by several coaches, a quick check on the client’s name alone would have been misleading.

What was built

The approach

Write the rules with the payroll teamWhat makes a session payable was agreed with the people who run payroll: the video is the reference, a minimum length, a tolerance on the time, the types of sessions that are paid.
Match, never guessA session is only validated if the client, session type, coach, date and time match a recording. At the slightest doubt it is marked “to check”, instead of being paid or rejected silently.
Leave the settings to the teamRates, paid coaches and session types can be changed in the tool, with no development. Every change is dated and kept.
Change nothing for the coachesThe client file and the recordings stay where they are. The tool reads them every night, without changing how the team works.

What was delivered

An automatic check every night that matches each logged session with the video recordings, which come from two storage spaces.
A status for every session, validated, to check or error, with the reason: missing video, too short, different coach, time too far off.
The month’s pay calculated coach by coach, using dated rates that the payroll team manages itself.
A screen to approve or reject doubtful cases, with a log of every decision.
A reminder sent to the coach concerned, directly in the client file, when a session is in error.
A monthly close that freezes the amounts; a session corrected afterwards moves automatically to the following month.
Per-coach statements and exports, as PDF and spreadsheet, and a space where each coach can follow their own sessions.

What changed

Every session is checked before it is paid, without anyone opening the videos one by one.
Discrepancies surface on their own, with their reason, instead of being found by chance.
The amount paid to each coach can be justified session by session.
Coaches know exactly what to fix to get paid: a session logged wrongly, a video filed in the wrong place.
A closed month no longer changes, and a late correction is paid once, the following month.

Where these figures come from

Volumes taken from the tool’s database on 25 October 2026: 4,754 sessions checked (including history back to January 2025), 7,034 recordings, 1,044 sessions flagged to check or in error. The checking time is calculated on 3 minutes to find and check a session’s recording, across the 395 sessions of September 2026.

For confidentiality, neither the client nor the software used is named. The diagram uses made-up data.