Hevy Coach

Discovery and scoping (1–3 weeks)

• Gather requirements: workflows, coaching programs, assessment types, user roles, permissions.

• Define success metrics, data migration needs, and integration points (e.g., CRM, HRIS, calendar, video/communication tools).

• Identify key stakeholders and owner(s).

Solution design and gap analysis (1–3 weeks)

• Map current processes to Hevy Coach capabilities.

• Proposed customization options (fields, forms, templates, dashboards).

• Data model planning (custom fields, cohorts, programs, templates).

Configuration and setup (2–6 weeks)

• Create programs, coaching templates, intake forms, assessment rubrics

• Set up user roles, permissions, teams, and routing rules.

• Build dashboards and reports for program managers, coaches, and leadership.

Data migration (2–6 weeks, depending on volume)

• Import participants, coaches, historical assessments, and activity logs.

• Data cleansing and mapping to new schema.

• validation and sample-run testing.

Integrations and automation (2–6 weeks

• Connect with CRM, LMS, calendar systems, video conferencing, payment gateways, or HR systems.

• Implement automations (reminders, criteria-based triggers, escalation paths).

Program and coaching templates

• Customizable workflow steps, milestones, checklists, and approval gates.

• Custom fields for programs (e.g., program code, cohort year, industry, region).

Assessments and feedback

• Custom assessment types, rating scales, 360-degree feedback, competency matrices.

• Custom scorecards, weightings, and dashboards.

Roles, permissions, and governance

• Fine-grained access control by role, program, or cohort.

• Custom approval workflows for program creation, budget changes, or content publishing.

Automations and workflows

• Triggers for milestones, reminders, escalations.

• Conditional routing based on participant data or assessment results.

• Integration-driven actions (e.g., create calendar invites, notify Slack/Teams channel).

Data model and reporting

• Custom fields (text, number, date, dropdown), cohort definitions, and participant tagging.

• Custom reports and dashboards (program-level, coach-level, organization-level).

• Data retention policies and export formats.

Branding and UI/UX

• Custom branding (logo, color schemes, domain aliasing)

• Language/localization options and date/time formats.

Content management

• Reusable content blocks for coaching sessions, resources, and templates.

• Versioning and publish workflows for coaching materials

Integrations

• Pre-built connectors (CRM, HRIS, LMS, calendar, video) and custom API integration.

• SSO options (SAML, OIDC) and SCIM provisioning.

Compliance and security

• Data residency options, encryption in transit and at rest, audit logs.

• Custom data retention schedules, access reviews, and consent management.

Data migration

• Mapping existing data to new fields, data cleansing services, and historical data import limits.

Scalability and performance

• Multi-tenant vs. single-tenant options, API rate limits, concurrent user handling, and data partitioning.

Setup and implementation fees

• One-time implementation project fee: often ranges from $5,000 to $100,000+, depending on scope.

• Data migration services: may be included or charged separately (per-record or per-project)

• Integrations: initial integration work can be charged as fixed fees or hourly; more integrations raise the cost.

Licensing and user costs

• Per-user monthly or annual subscription: could range from \6 to \50+ per user per month, depending on tier (light vs. full-feature) and contract length.

• Tiered pricing for administrators, coaches, and learners (enterprise tiers sometimes provide a blended rate).

Training and enablement

• Admin and end-user training: on-site, virtual, or self-serve options; could be a one-time fee or included in the implementation.

Maintenance and support

• Annual maintenance/support fees: typically 10–20% of annual subscription or a separate annual support contract.

• 24/7 support is common at higher tiers; standard SLA options may include business hours or extended hours.

Hosting and data services

• Cloud hosting fees (if not included in subscription): infrastructure, backups, disaster recovery options.

Additional services

• Change management, onboarding programs, and dedicated customer success managers may be offered as add-ons.

Term and discounts.

• Longer-term commitments (12–36 months) often yield discounts.

• Volume discounts for larger organizations or multi-tenant deployments.

Onboarding programs

• Structured onboarding plan for admins, coaches, and participants.

• Typical duration (e.g., 1–4 weeks) and milestones (setup, trial programs, pilot).

Training formats

• Live onboarding sessions (group webinars, 1:1 coaching), recorded videos, and self-service knowledge bases.

• Role-based curricula (admin, coach, learner) with targeted exercises.

Training content

• Admin/ops training: user provisioning, governance, dashboards, reporting, integrations.

• Coach training: program design, session templates, assessments, feedback workflows

• Learner training: navigating the platform, accessing programs, submitting activities.

Enablement materials

• Help center, knowledge base, runbooks, templates, sample programs.

• In-app guided tours, checklists, and context-sensitive help.

Adoption and change management

• Change management resources, best-practice playbooks, and executive sponsorship materials.

• Accelerators like quick-start programs, pre-built templates, and starter cohorts.

Support channels and response times

• Support tiers (Standard, Premium/Pro, Enterprise) and SLAs.

• Contact methods (email, in-app ticketing, chat, phone).

• Escalation paths for critical issues.

Training metrics

• Completion rates, time-to-competency, post-training surveys, and impact on usage.

Data governance and access control

• Role-based access control (RBAC), least privilege, and SCIM provisioning for automated user sync.

• Audit trails and access reviews.

Data encryption and protection

• Encryption at rest and in transit (SSL/TLS, AES-256, etc.).

• Key management practices (customer-managed keys vs. vendor-managed keys) and rotation policies.

Compliance and certifications

• SOC 2 (Type II), ISO 27001, GDPR/UK GDPR, HIPAA if applicable, data residency options.

• Data processing agreements (DPAs) and standard contractual clauses for cross-border data transfer.

Data residency and cloud posture

• Where data is stored (regions/regions options), backups, and disaster recovery.

• RPO/RTO targets and backup frequency.

Security testing and incident response

• Vulnerability scanning, penetration testing cadence, and third-party risk management.

• Incident response process, notification timelines, and post-incident review.

Data retention and deletion

• Retention policies, export/portability options, and secure deletion at end of retention.

Privacy controls

• Data minimization, user consent management, and data subject rights handling.

Update types

• Planned features, bug fixes, security patches, and deprecations.

Deployment model

• In-app automatic updates vs. customer-initiated upgrades; maintenance windows.

Change management

• How customers are informed (changelogs, release notes), and how upgrades are scheduled.

• Backward compatibility assurances or deprecation timelines for features.

Testing and staged rollout

• Availability of a sandbox/test environment, beta programs, and phased rollouts to mitigate risk.

Impact on integrations

• How updates affect connected systems (APIs, webhooks, SSO, SCIM) and whether backward compatibility is maintained.

Hevy Coach offers flexible subscription plans based on the number of clients: starting at $25/month for 1-10 clients, scaling up to $160/month for 51-100 clients.

Coaches can upgrade or downgrade their plans at any time to add or remove clients, accommodating business growth or contraction dynamically.

Hevy Coach subscriptions renew automatically each month unless canceled by the user prior to the next billing date.

Cancellation can be done at any time, with access retained until the end of the billing period.

No refunds are provided for partial billing cycles after cancellation.

Hevy Coach applies appropriate security measures to protect data from unauthorized access or breaches.

The platform uses technologies such as encrypted data transmission and secure payment processing through Paddle.com.

Compliance with common privacy norms is implied, though specific industry standards like GDPR, HIPAA.