Coaching

Coaching that leaves a record, not just a good visit.

Built hand-in-hand with a CCR&R's coaching team, and configured to each customer's own framework, forms and instruments. Caseloads, coaching cycles, technical assistance, the schedule, the weekly log and the check-ins — logged as the work happens, by the person doing it, and exportable the day someone asks.

Request a demo See the whole platform 231-935-3000

coaching.solutionwhere.com/youragency

DashboardCaseloadCoaching VisitsTechnical AssistanceScheduleReports

Teachers coached

412

Visits this month

186

Logs submitted

96%

Visits by week

Sunrise Early Learning — 2 teachers need a visitthis week

Ridge Pre-K Center — follow-up bookedThu

Weekly log — submitted for reviewdone

Screens on this page are illustrations, not screenshots. Example data only.

Coaching at scale is invisible.

A coaching program is a dozen people spread across dozens of sites, and the visits happen. What is missing is the record: which teachers were reached, how much time each one got, what the coach saw, what was agreed, and what happened next.

Most programs run on binders, a Google Form somebody duplicates for every plan, and a spreadsheet the director holds together with formulas. Coaches deliver the service and write it up afterward, so the form proves they were there without guiding the visit — and the support that never fit a form is never recorded at all. Solutionwhere Coaching is the system where the work and the record are the same thing: prompted live in the classroom, entered once, by the person doing it.

It is not a video-coaching platform. Those exist to stretch a few coaches across remote teachers, and they cost more. If you already have coaches, what is missing is the system of record for everything they deliver — with no teacher login required.

400+teachers on the caseload
70+early-learning sites
1place every visit, feedback, plan and hour lands
0spreadsheets to reconcile at year-end

One agency's live caseload on the platform. Every visit is dated, timed, tied to a teacher and signed where the form calls for it.

What it does

The hard part was never the visit. It was proving, a year later, that the visits added up to something.The job Coaching is built around

Core

Coaching Visits

Practice-based coaching cycles per teacher: a goal set together, observation, feedback, a co-built plan, focused practice, reflection and an explicit close when the goal is met.

Core

Technical Assistance

Quick, documented support by area — visit, written feedback, follow-up — and curriculum-fidelity walkthroughs against your instrument, area by area.

Core

Schedule & Weekly Log

Bookings from every module on one calendar, synced both ways with Google Calendar. A weekly log the field work fills in for you.

Dosage

Time per teacher, per visit and per cycle, with coaching hours and TA hours counted separately — the shape state reporting asks for.

Check-ins

Supervision of the coaches themselves: reflection, the check-in, follow-ups and goals met, on a track everyone can see.

ECAC coaching

Term-based support for teachers earning the Early Childhood Ancillary Certificate, with observation rubrics and group office hours.

Outreach

Community events, family supports and resource-center referrals, logged once and exported in the monthly format the state expects.

People & Places

Teachers, site leaders and sites in one caseload. Transfers carry the history. Upload a caseload from a spreadsheet and preview before anything is written.

The record

Every screen exports to a PDF that matches it exactly. Full audit log. Roles you configure per module — full, read-only or hidden. Separate organizations under one agency when you serve more than one district.

In detail

The three modules a coaching program lives in every week, and what they do for the people who use them.

Coaching Visits

Cycles that close.

Each teacher's cycle follows the practice-based coaching structure your coaches already trained on. Every step opens when it is due, pre-filled with what the earlier steps already know, so nobody re-enters the same header five times a day.

The plan is built together. One goal at a time, with action steps the teacher can do before the next visit, focused observation against that goal, then reflection and evaluation. An AI draft of the plan comes from the visit record; the coach edits it.
Evidence stays with the visit. Photos, classroom video, audio and documents attached to the visit they came from, signatures where the form calls for them, and the coach's private notes kept private.
TA can open inside the cycle. When an observation turns up something support should handle first, the TA runs right there and the cycle waits for it.
Stalls are visible. A no-show or a site cancellation is recorded with its reason, rebooked, and shows on the caseload chart and on the record — never quietly lost.
Progress is shared. Charts show who is moving and who is stuck across the whole caseload; each cycle's card shows its status and the one next thing that moves it along.

coaching.solutionwhere.com/youragency/coaching-visits

Active cycles

Visits this month

Goals met this year

Cycle progress

A. Riveradone

M. Okafor6 of 8

J. Pham4 of 8

R. Castillo2 of 8

S. Hebertstalled

M. Okafor — next visit bookedTue

S. Hebert — appointment didn't happen, rebookaction

Schedule & Weekly Log

The timesheet, retired.

Coaches live in their calendars, not in a time-tracking app. So the schedule, the calendar and the state report are one system, nothing is logged twice, and the week's log writes itself as the week happens — time coaches spend planning the week instead of recording it.

Real two-way calendar sync. A booking from any module pushes to a dedicated coaching calendar in the coach's Google account. Their own commitments come back as busy blocks — labeled busy, never read — so double-booking is caught before it happens.
Virtual visits, ready to join. A meeting link rides with the appointment and sits at the top of the form when the visit is conducted.
The log fills itself. Logged coaching visits, TA, feedback, check-ins and outreach appear as line items with their time. Coaches add what the app did not see — travel, meetings, planning — and submit weekly. Missed appointments land there too, with their reason.
Hours toward the goal. A hours-by-type chart shows each coach how the week is shaping up against the program's coaching-hours target; admins and master coaches see every coach's log.
Reminders that do the nagging. A missing log or a proposed check-in time is waiting at sign-in, with a one-click path to fix it.
Offline in the field. A log entry made with no signal queues on the device and syncs when it is back.

coaching.solutionwhere.com/youragency/schedule

Coaching visitTechnical assistanceCheck-inGoogle Calendar · busy

Hours this week

26.5

Coaching hours

14.0

Log status

Ready

Weekly log · hours by type

Coaching visitTechnical assistanceCheck-in

Coaching visit — Sunrise Early Learning · logged from the visit45 min

Technical assistance — Ridge Pre-K Center · feedback delivered1 hr

Travel — added by the coach40 min

Technical Assistance

Quick when it should be. Thorough when it must be.

Most provider support is not a twelve-week cycle; it is a visit, written feedback, maybe a follow-up. It is also the support most programs never record: the quick modeling session, the stop on the way past a classroom. TA keeps it fast — one page per sequence — so it is captured, counted and on the report.

One page, the whole story. The visit tagged to a support area, written feedback the teacher receives and signs, and follow-up visits until the need is met. Nothing to reconstruct from folders.
Fidelity walkthroughs, area by area. Curriculum-fidelity checks run against your instrument — infant, toddler, preschool and pre-K each have their own — one sequence per teacher per year, one area at a time, with the observation area list and feedback sheet matching the instrument. The result is a program-wide read on how consistently a curriculum is actually in use — in weeks, without re-observing every classroom.
Escalates properly. When TA reveals something bigger, one click turns it into a full coaching plan with the TA history attached — the teacher never tells the story twice.
Correctable, with a trail. A visit logged on the wrong date or a feedback that needs a fix is editable, and every change is written to the audit log with what changed.
Leadership sees the shape of the work. Open sequences by urgency, first-pass resolution rates, and a pipeline per instrument showing which area each classroom is on.

coaching.solutionwhere.com/youragency/technical-assistance

Open sequences

Closed this month

Resolved first pass

71%

Open by status

On trackDue soonOverdue

Sunrise Early Learning — feedback delivered and signedclosed

Ridge Pre-K Center — follow-up visit bookedFri

Bayou Kids Academy — moved to a coaching planescalated

Everything else a program runs on

The modules around the core — each one built because a live coaching program asked for it.

…/dosage

Coaching hours

96h

TA hours

31h

Avg per teacher

6.4h

Hours per teacher

A. Rivera10.1h

J. Pham7.0h

M. Okafor4.2h

P. Guidry1.0h

Dosage

How much coaching each teacher actually received: time per visit and per cycle, coaching and TA counted separately, over any date range, exportable. Over-serving shows as clearly as under-serving, so support levels are a fact rather than an impression.

…/check-ins

D. Fontenot

follow-up scheduled

K. Broussard

goals met

L. Duplantis

reflection due

Check-ins

The coaches get structured support too. An admin or master coach books a check-in from proposed times, the coach reflects first, the meeting is recorded with shared and private notes, and follow-ups are scheduled one at a time until goals are met. Trends show where a coach's flagged areas are moving.

…/ecac

Candidates

Visits this term

Group sessions

T. Nguyen · Term 1

visit due this week

C. Arceneaux · Term 1

on track

ECAC coaching

Term-based support for teachers earning the Early Childhood Ancillary Certificate: a visit arc per term with the observation rubric at the right point, group office hours and communities of practice, and a clock that says when the next visit is due. Cancellations record their reason and rebook.

…/outreach

Outreach contacts by month

Community event — logged, 42 familiesexport ready

Resource center referral — sent and acknowledgeddone

Outreach & family supports

Community events, one-on-one family supports and resource-center contacts, each with the fields the state form asks for. A referral notifies the person it went to. Every type exports as the monthly report, and logged time flows to the weekly log.

…/people/a-rivera

OverviewCoachingTAGrowthTimeline

Hours

12.3

Cycles

Growth

+33

Hours by month

People & Places

Every teacher and site leader has a profile that rolls up hours, cycles, sequences, assessments, growth across domains, a timeline of every interaction and an access log. Transfers and coverage move a teacher between coaches with the history intact and the original coach still credited. Load a caseload from a spreadsheet, preview the matches, then apply.

…/dashboard/coverage

Sites

Being coached

91%

Quiet sites

Coverage by site

Sunrise ELC10/10

Ridge Pre-K7/8

Bayou Kids4/6

Oak Street1/5

Dashboard: at risk, slipping, covered

Where the week is worth the most: teachers flagged with the next action that clears them, sites where work has gone quiet, and coverage across every site with how evenly time is split. Sites and coaches rank by the share of their caseload that needs attention, not raw counts, so a big caseload is not penalized for being big.

Who it's for

Agencies that coach and support early-childhood programs across a territory — and have to prove it.

Coaching

CCR&R agencies and nation-wide equivalents

The Child Care Resource & Referral agency, or whatever your state calls the regional agency that coaches and trains providers across several counties. Coaching runs the whole operation.

Coaching · Referrals · Enrollments

Counties, parishes and community networks

The lead agency for a community's early-childhood programs, often the local school system. Coaching pairs with Referrals and Enrollments on the same platform.

Coaching · Professional Development

Regional service agencies and districts

ISDs, RESAs, IUs, ESCs and school districts running instructional or early-childhood coaching across schools — one model over every district you serve, each with its own records, still reported per district and per site.

What changes

For the program director

Oversight without hunting: who is at risk, which sites have gone quiet, how hours are split, and the year-end report already written. When the state asks how you track coaching, you open the portal.

For the coach

One place instead of five, a schedule that matches the calendar in their pocket, and forms that stop asking for the same thing twice.

For the teacher and site leader

A record that follows them, written feedback they actually receive, and a plan they helped write.

In production

A whole early-childhood coaching program, live in about a month.

Lafayette Parish School System runs its early-childhood coaching program on Solutionwhere Coaching under a three-year agreement. The database was set up in a week and coaches were working in it in about thirty days — configured to their practice-based coaching framework, their forms, their four fidelity instruments and their branding, with no cap on coaches or sites.

Their coaches log field visits, capture classroom growth and produce signed records in the app, in place of the paper forms and spreadsheets the program ran on before. The demo that sold it was their own parish, their own forms and their own data, built before any agreement was signed. Built by Solutionwhere, Inc. — education software since 1996, across 33+ states.

~30 dayssigned agreement to coaches live
3 yearssigned commitment, 2026–2029
4fidelity instruments, configured as data, not code
No capson coaches, sites or teachers

What IT and compliance will ask

Roles configured per module — full, read-only or hidden — from six built-in role templates

Full audit log: every change, who made it, and what it was before

Signatures, evidence files and video on the record; private notes never exported

Every export matches the screen it came from, so what leadership signs is what the coach saw

Teacher data only — no student information enters Coaching

No teacher accounts to create — teachers receive written feedback and sign without a login

Installs on iPad and phone; works offline in the field — everything already opened stays readable, and log entries queue and sync

FERPA and security documentation inside the app, written for a district IT questionnaire