Running Cohorts & Live Meetings

A cohort is a scheduled live intake of one of your published courses. Students enrol for the cohort, move through the curriculum together, join live meetings, take part in group chat, and submit homework for feedback.

Use cohorts when you want dates, live teaching, accountability, and community. Use a standard course when you want a self-paced programme. To learn how to build the underlying curriculum, see Courses, Cohorts & the Digital Library.

1. Before you create a cohort

Have these ready:

A published course to use as the cohort curriculum. Draft courses cannot be selected.
A cohort host / practitioner. The host’s connected Zoom or Google Meet provider is used to create live meeting links, and the host is added to the cohort chat as a moderator.
A price and, if you want one, a maximum number of seats.
Optionally, an onboarding form for intake questions.
Optionally, a 1:1 session package to include with enrolment.
Optionally, a chat channel: internal community chat or a WhatsApp group.

Tip: A cohort has its own price. It does not have to match the price of the underlying course.

2. Creating a cohort

Open Cohorts & Live Meetings.
Click New Cohort.
Enter a Cohort Name such as Spring 2026 Live Intake and a slug.
Complete the five tabs described below.
Click Create Cohort.

The form’s Next button takes you to the first tab that still needs required information. Required fields are Cohort Name, Cohort Start Date, and Course / Offering.

General & Schedule

Cohort Host / Practitioner: the practitioner responsible for the intake. Their meeting provider is used for live calls.
Cohort Start Date: required. Relative drip releases are anchored to this date.
Cohort End Date: optional. Leave it blank for an open-ended cohort that runs indefinitely.
Current Status: controls storefront visibility, checkout, and what students can access. See the status table below.

Pricing & Capacity

Price: the enrolment fee for the cohort. Use 0.00 for a free intake.
Max Seats: optional. Leave blank for unlimited enrolment.
Show seats available: off by default. When enabled, cohort action buttons show the remaining seats by default. Each button can override this from its Customise settings.

The enrolled count includes paid enrolments and complimentary access grants. When the cap is reached, checkout is blocked and the shop shows Sold Out.

Curriculum Content

Select Course / Offering: choose one of your published courses.
Enrolling in the cohort grants access to the full curriculum: sections, steps, videos, audio, downloads, and homework tasks.
Students see the cohort as their entry point. The underlying course is not listed as a separate purchase in their library.

Add-ons & Perks

Require Onboarding Form Completion: gate the curriculum, live calls, and chat until the student submits an intake form.
- Choose a published form with at least one enabled question.
- Students who have not completed the form are shown the onboarding form in their cohort space.
- You can review submitted answers from the Attendance matrix.
Bundled Mentorship Package: optional. Enrolling students automatically receive the package’s full set of 1:1 session credits. While credits remain, the student sees a Book Session banner in their cohort space.

Community Chat

Choose one of three options:

Include Community Chat Room: creates an internal group chat for the cohort inside the platform.
- Select the organisation members who should be added as chat administrators / moderators when the room is created.
- The host and the creator are always included.
- Enrolled students are added automatically. Revoking a student’s access removes their room membership.
WhatsApp Group: enter the group invite URL and an optional display name.
- The form previews a QR code and lets you test the link.
- Students get a WhatsApp button and QR code in their cohort space instead of internal chat.
Disabled / None: no group discussion space is created.

For general chat room management, see Group Chat & Chat Rooms.

Managing an existing cohort

From the Cohorts & Live Meetings list you can:

Manage a cohort to open its live sessions.
Open the Attendance matrix.
Open Homework Submissions.
Preview Student Cohort Space in a new tab.
Edit Cohort Details.

3. Cohort lifecycle statuses

The status is set manually. Changing the start or end date does not change the status automatically, so move it yourself as the intake progresses.

Status	Shop / checkout	Student access	When to use it
Draft	Hidden. Checkout closed.	Not intended for students. Set up the cohort before sharing it.	While you are still setting up dates, pricing, and sessions.
Upcoming	Visible in the shop and purchasable as an announced intake.	Early purchasers can enter their cohort space, see scheduled meeting details, and join the chat.	Pre-sale, early-bird announcements, and waitlist promotions.
Enrolling	Visible and open for registration until the seat cap is reached.	Instant access after purchase. Onboarding-gated students are sent to their form first.	Your main registration window.
In Progress	Removed from the shop so new students cannot join unexpectedly.	Live call links, replays, chat, and homework remain available.	Once the intake starts and you want to close sales.
In Progress & Enrolling	Remains purchasable while the live sessions run.	Existing students keep access; new purchasers receive full access, including past replays and scheduled sessions.	When you want to keep taking late enrolments.
Completed	Checkout closed. Purchase history is preserved.	Alumni keep access to curriculum, replays, and their submissions.	After the final live call and homework reviews.
Archived	Permanently closed to new purchases and hidden from the storefront and active intake filters.	Past students keep library access and historical records.	To declutter after an intake is fully finished.

The cohort form also shows a stepper with an Advance to… shortcut to the next stage, and the status description updates as you change it.

Archive instead of delete

Deleting a cohort removes the cohort and its live meetings, and students lose access to the cohort space. Archive it instead when you want to keep records, replays, attendance, and homework history.

4. Scheduling live meetings

Open the cohort and select the Live Sessions tab, then click Schedule Meeting.

Complete:

Meeting Title, for example Week 1 Live Group Activation.
Description (optional), such as topics or preparation.
Start Date & Time.
Duration in minutes.

With a connected meeting provider

If the cohort host has Zoom or Google Meet connected, the form shows the connected provider and an Auto-create / sync meeting with meeting provider option.

Zoom: a Zoom meeting is created with cloud recording enabled. The session stores the join URL, host start URL, passcode, and meeting ID.
Google Meet: a Google Meet space is created and its link is stored.
Keep the auto-create option ticked if you want the platform to create and update the meeting automatically.
If you untick it, no meeting is created automatically. Manage the meeting in your provider, or disconnect the provider if you want to enter a manual join URL instead.

Without a connected provider

The form asks for a Meeting Join URL. Paste a Zoom, Google Meet, YouTube Live, or other meeting link. Students will use this link to join.

Notifications and calendars

When a session is scheduled, active cohort students receive an email with the meeting details and an attached .ics calendar invite.
Editing a session sends an updated email and calendar invite.
When a student enrols, the cohort enrolment email includes an .ics attachment with all scheduled live sessions.
Deleting a session removes it from the cohort; students no longer see it.

Recordings and replays

Zoom recordings: when a Zoom cloud recording finishes, the platform ingests the video and publishes it as a replay once processing is complete. Students then see a Watch Replay button on the session card.
Manual upload: click Upload Video on a session to attach a processed video from the Asset Library. Once ready, it becomes the session replay.
Remove Video unlinks a replay from the session without deleting the original asset.
While a recording is processing, students see Processing Replay….
Replay viewing is tracked for the attendance matrix.

Session cards show the meeting provider, recording status, planned duration, and actual replay duration where available. The Host / Start button opens the host link for the practitioner.

5. Attendance and engagement matrix

Open a cohort and select Attendance. The matrix gives you one row per enrolled student and these columns:

Onboarded: whether the required intake form has been submitted. Click a completed marker to view the answers. If the cohort does not require onboarding, this column shows None.
Live Calls: one square per scheduled meeting.
Course Progression: one square per curriculum step, grouped by section.
Homework: the number of submissions and how many are waiting for review.

Legend

Green: attended the live call.
Purple: watched the replay.
Grey: absent.
Sky blue: lesson.
Rose: video watched to at least 75%.
Indigo: audio.
Amber: resource.
Emerald: task / homework.
Solid colour means completed; a light tint means incomplete.

What is tracked automatically

Video watch progress and completion at 75%.
Replay views.
Curriculum progress from completed steps.
Homework submissions.
Onboarding form completion.

Live attendance is recorded in the matrix. Click an absent live call square to mark the student Attended Live; click again to clear it. A Watched Replay marker becomes Attended Live when clicked. Hover a square to see the student, session, watch percentage, and current status.

Click the homework count, or use View submissions, to open that student’s homework filtered in the submissions table.

6. Reviewing homework submissions

Open a cohort and select Homework Submissions.

Search and sort by student, task, status, or submitted date.
Click View & Review to open a submission.
Read the written response, open the attached file, and leave Practitioner Feedback. Students can attach a PDF, Word document, text file, image, or ZIP file up to 50 MB.
Saving feedback marks the submission Reviewed and records the review time.
Students see your feedback on the homework step in their cohort space.
Submitting homework also marks the task step complete.

Students can delete their own submission and submit again. Deleting a submission also marks the step incomplete until they resubmit.

Note: Homework submission is designed for cohort students. A self-paced student on the underlying course sees the task instructions, but is directed to their cohort space to submit if they are enrolled in a cohort.

7. Communicating with a cohort

Cohort Chat: if internal chat is enabled and you are a room administrator, open the cohort and click Cohort Chat to join the group conversation as a moderator.
WhatsApp: if a WhatsApp group is configured, the cohort page links to it and students see the QR code and join button.
Email announcements: create a post in Posts, then choose a cohort audience such as Cohort: Course – Cohort. The post is sent to students with active access to that cohort.
Lifecycle emails: enrolment, live meeting scheduled, live meeting updated, and recording ready emails are sent automatically.

8. The student cohort experience

Students see their cohorts in Digital Library under Live Cohorts & Intakes.

If onboarding is required, the card shows Onboarding Required and the button changes to Complete Onboarding.
Otherwise, Enter Cohort opens the cohort space.
The cohort space has up to three tabs:
- Course Curriculum: the full course, with drips anchored to the cohort start date.
- Live Calls & Replays: scheduled meetings, join links, and on-demand replays.
- Cohort Discussion or WhatsApp Discussion, when a chat channel is configured.
A Next Cohort Live Call banner shows the next meeting in the student’s timezone with a Join Live Call button.
When the cohort includes a 1:1 package and credits remain, a banner offers Book Session.
Students can submit homework, read practitioner feedback, and see their progress through the curriculum.

9. Troubleshooting

A cohort is missing from the shop. Only Upcoming, Enrolling, and In Progress & Enrolling cohorts are sold. Check that the underlying course is not archived and that seats remain. Draft, In Progress, Completed, and Archived cohorts are not purchasable.

A course cannot be selected when creating a cohort. Only published courses appear in the dropdown. Publish the course first.

A live meeting has no join link. Connect Zoom or Google Meet for the cohort host, or paste a Meeting Join URL manually when no provider is connected. If a provider is connected but auto-create was unticked, recreate the session with auto-create ticked, or manage the meeting link through your provider.

A replay is not showing. Check the recording status on the session. Zoom recordings appear after processing completes. For uploaded videos, make sure the asset finished processing before linking it.

A student is stuck at onboarding. Open Attendance and check the Onboarded column. If the form is pending or the form was unpublished, update the form or ask the student to complete it. The form must be published and have at least one enabled question.

A student cannot get into the cohort chat. Check that the cohort uses Include Community Chat Room, that the student has active cohort access, and that the chat room still exists. Revoking access removes room membership.

A student says the content unlocked at the wrong time. For cohort students, relative drip is counted from the cohort start date, not their individual enrolment date. Changing the cohort start date shifts future relative unlocks.

I need to remove a student. Revoke their cohort access from the purchases dashboard. This also removes their underlying course grant and, for internal chat, their chat room membership.

Need more help?

If you need help planning a live intake, connecting a meeting provider, or structuring homework, contact us through the Support Portal.