Find answers to common questions about the Head Start Coaching Companion.

General Questions

How do I access the Coaching Companion?

Visit the Head Start Coaching Companion or email coachingcompanion at eclkc dot info to create an account or get help with account-specific inquiries.

Is there a fee to access the Coaching Companion if I am not affiliated with a Head Start program?

No, it is free for any early learning program.

How does a coachee, trainee, or person being mentored access the Coaching Companion?

Access to the Coaching Companion requires an account with HeadStart.gov. Individuals can request access directly. Organization and group administrators can also add users, but the added user still needs a HeadStart.gov account prior to accessing the Coaching Companion.

Do coaches and coachees need to create separate accounts if they all work in the same organization?

Yes. Everyone who wants to use the Coaching Companion must have an individual account.

Are non-Head Start sites able to use the Coaching Companion?

Yes, the Coaching Companion can be used by a variety of early childhood professionals seeking support for effective education and home visiting practices.

Is the Coaching Companion helpful in coaching family child care providers?

Yes. It can be used to support education staff in any early learning setting, including family child care homes. Education staff can virtually connect with coaches and other peers via the Coaching Companion.

Is the Coaching Companion available as a mobile app?

Yes, the Coaching Companion is available for download from the Apple or Google Play store.

What is the difference between the mobile app and the web-based version?

The mobile app and web-based version have the same look and feel. The main difference is the mobile app is downloadable from the app store. In addition, the menu options are located in a hamburger menu when viewed from a smaller device.

Is the Coaching Companion mobile app secure?

The Coaching Companion mobile application uses the same login credentials as the web application. The user also has the ability to logout on the app to further safeguard security if a mobile device is accessed by someone other than the user.

Can the Coaching Companion be used for a Together Learning Collaborating (TLC) group?

Yes, the Coaching Companion can be used to support individual, self, and group coaching.

How do I add users?

All users must have a HeadStart.gov account. The organization administrator for your program’s Coaching Companion account can add users and groups, place users into groups, and assign group administrators, who can then also add users to their groups.

Why is it that some users don’t show up when I want to add them to a coaching cycle?

The dropdown list of users will only reflect the names of the individuals that are in the same group. You can double check what group you are in by looking at the top right corner after the word “Group.” Or you can go into “My Account” to see what group you are in. The organization administrator role can create new groups and move people between groups.

How do I switch between groups?

Only an organization administrator can move users into a different group.

I am the organization administrator. How do I move people to a different group?

If you are an organization administrator. Follow these steps to change a user’s group:

1. Navigate to “Manage Users.”
2. Locate the name of the individual you would like to edit.
3. Select the pencil icon.
4. Locate the field called “Group.”
5. Select the down arrow (˅).
6. Select the name of the group you would like the individual to be assigned to.

As an organization administrator, how can I create cycles with users in different groups?

As an organization administrator, you can switch between groups at any time. Switching groups won’t affect cycles you have created with users in other groups. To switch between groups as an organization administrator, follow the steps below:

1. Navigate to and select “My Account” at the top right.
2. Find the field that says “Group.”
3. Click on the down arrow (˅) and select which group of users you want to create cycles with.
4. Refresh your browser. Now when you create a cycle, you should see a list of users in the same group.

How do I remove users?

Only the organization and group administrators can add and remove users.

If a coach leaves, does the new coach need to start over with goals? Can they access the existing goals to continue where the previous coach left off?

A new coach can be added by another participant in the same cycle.

Can there be multiple coachee cycles, all individually and simultaneously running?

Yes, Coaching Companion users can have multiple cycles active at the same time.

Can a coaching team use the same account?

We recommend that each coach and coachee have their own account. This allows for coaches and coachees to track their past and current coaching cycles. After creating individual accounts, coaching groups can be created within an organization.

Is the Coaching Companion available in Spanish?

Yes, the Coaching Companion is available in Spanish. One the top right-hand side of the homepage, there an option to toggle between English and Spanish.

What is the Organization Library?

The Organization Library is a space where anyone in the organization can add resources. Resources added to this library are visible to everyone in the organization. For example, a needs assessment template. The user who uploads a resource is the only one that can delete the resources from the organization library.

Who can add a resource to the organization library?

Anyone in the organization can add a resource to the organization library

Who can delete a resource from the organization library?

The individual who added the resource and the organization administrator of the organization can delete the uploaded resource from the organization library.

Who can edit the name and description of a resource in the Organization Library?

Only the person who uploaded the document can edit the name and description of the resource. However, anyone in the cycle can edit the name of a document used in a cycle. If a user in a cycle edits the name of a document in a cycle, the name of the document will remain the original name in the respective library (My Library or Organization Library).

How do I use the videos in the Video Glossary?

You can view videos in the video glossary by selecting the title of the video. The video will open within the platform. To play the video, select the play button. You can also add any video from the video glossary into any action plan step or focused observation.

Can I use the Coaching Companion on my mobile phone or tablet?

Yes. The Coaching Companion is viewable on mobile devices with access to internet and a web browser. The Coaching Companion is also available as a mobile app. You can also find the Coaching Companion app on the Google Play or Apple App store by searching for Head Start Coaching Companion.

What are the differences between the various roles in the Coaching Companion?

There are four roles in the Coaching Companion: coachees, coaches, group administrator, and organization administrator. The differences are listed below:

• Coachees – Can create and edit cycles.
• Coaches – Can create and edit cycles.
• Group Administrator – Can create and edit all users in their group. Can create and edit cycles.
• Organization Administrator – Can create and edit all users in their organization and create groups. Can create and edit cycles.

What are the technical requirements?

Participants should have access to a computer, tablet, or smart phone with basic video editing software; a digital video camera, tablet, or smart phone with video capability; and reliable internet access.

Necessary Resources

• Computers with high-speed internet access to upload and play videos
• A video camera to record teaching interactions

Technology Requirements

Mac:

• OS 10.4 (or higher)
• Firefox 15 (or higher)
• Safari 6 (or higher)

PC:

• Windows 7 (or newer)
• Internet Explorer 9 (or higher)
• Firefox 15 (or higher)

Mobile App Requirements:

• Android 12, 13, 14 (or newer)
• iOS 14, 15 (or newer)

Questions About Uploading Files and Videos

Who can upload videos?

Anyone who is a part of a cycle, either as the originator or participant, can upload videos if they affirm that they have the necessary licenses, rights, consents, and permissions to upload and share the file.

Can I add photos from my phone?

Yes, you can upload media from smartphones as well as tablets, laptops, and desktops.

Is there a size limit for media?

Yes. Media file sizes cannot exceed four gigabytes.

Is there a limit to how many coaching cycles and videos can be stored on the Coaching Companion?

There is no limit on the number of coaching cycles that you can participate in or store. There is also no limit on how many videos and resources can be stored on the Coaching Companion.

Which file types are allowable for storage?

Microsoft Word documents, Excel spreadsheets, PDFs, and images can be uploaded and stored. The most common video file types are permitted.

What is the time limit for videos?

There is no time limit for videos, but files cannot exceed four gigabytes.

It takes a very long time to upload a video. Any tips?

Before you begin recording, choose the lowest resolution on your video recording device and follow the tips below:

• The higher the video resolution, the longer it can take to upload to the Coaching Companion platform.
• Uploading video using a cellular connection can take longer. Upload the video using a hardwired connection or Wi-Fi.
• When uploading using a Wi-Fi connection, upload during the day when there are not as many people on the network.

Which device is better to use for recordings that I plan to upload?

It is best to record on a smartphone, tablet, or other device that can connect directly to the Coaching Companion website for uploading.

Can I time stamp video feedback?

Yes, you can “tag” a video that is used as a resource or uploaded as a focused observation. To tag a video, locate the video within the resources and comments tab. Then, start playing the video. Select the “Add Comments” button or press the pause icon on the video when you want to make a comment. A box will appear that allows you to enter a comment. After saving your comment, the time stamp will appear. To start playing the video again, select the play icon.

Questions About the Cycle Components

When a coaching cycle is complete, does the coachee lose access to the Coaching Companion platform?

No. Once coachees are granted access to the Coaching Companion, they can access past and present coaching cycles, as well as other resources.

Can coachees see each other’s action plans?

Coaches and coachees can only see cycle information, such as action plans, for cycles that they are associated with.

Can organization administrators see all information shared between coach and coachee?

No, you can only see the details of coaching cycles if you are a part of that coaching partnership.

Will I be able to see my cycles once I have closed or completed a coaching cycle?

Yes. All cycles are still accessible when they have been marked as complete.

How long can resources (e.g., video, images, audio) be stored?

There are currently no restrictions on how long resources are stored.

Are the video resources only visible to the individual who uploads the video, or will all resources be accessible to all persons using the Coaching Companion?

Resources uploaded within specific coaching cycles by an individual can only be seen by the people you’ve shared them with. Items in the Resource Library can be seen by all Coaching Companion users.

How do I delete resources I uploaded?

You can add and delete resources individually from the cycles if you are the user who uploaded them.

What is the “Order Number” field within an AP step and focused observation?

This refers to the order the resources will be shown. For example, order number 1, means that this is the first resource you will see. You can change the order of your resources as you wish.

Why am I not able change the name of some resources uploading into an AP step or FO?

You are able to edit the title of a resource if you are the original uploader of that resource.

Can users upload multiple short videos under one action plan step?

Yes, you can upload multiple videos within a Coaching Companion cycle and action step.

Can I add a personal resource to the Resource Library?

You can’t add personal resources to the Resource Library. The Resource Library is public for everyone on the Coaching Companion platform. Personal resources can be uploaded and saved to “My Library” on the Coaching Companion, where only the account holder can view and share them. You can also upload resources to the “Organization Library.”

Can I add a resource from the organization library into a cycle?

Yes, you can add a resource from the organization library into an action plan step or focused observation within a cycle by selecting the “Add Resource from Org Library” option within an action plan step or focused observation.

Why is there no Reflection and Feedback section?

Reflection and Feedback is embedded within the Focused Observation component.

Are there specific resources to support home visiting (e.g., needs assessments, videos)?

Yes, there are a variety of resources to support home visiting in the resource library.

Are the files stored securely and only viewable by our organization? Or can anyone view those files?

Any resources uploaded within a coaching cycle are secure and private and can only be viewed by the people you selected to be part of that coaching cycle.

If my account gets deleted, will all the resources I put in be deleted, too?

Yes. If you’re removed from the Coaching Companion, everything you uploaded (e.g., videos, pictures, document, etc.) will also be deleted.

Last Updated: January 3, 2025