| Element | Detail |
|---|---|
| Tracking form | atlascoasttravel.com/tracking — single consolidated form for all session types |
| Google Sheet | Atlas Coast Coach Tracking and Payment Sheet |
| Sheet owner | [email protected] Google Workspace |
| Pay schedule | 1st and 15th of every month via Gusto |
| Jenny runs pay cycle on | On or around the 13th and 28th of each month |
| Pay platform | Gusto — 1099 independent contractor income (MNC&C entity, pending Wiley sign-off) |
| Automation layer | Google Apps Script bound to the sheet — not Zapier |
| Staff lesson | Managing Agent Success Coaches |
Session pay (this SOP) runs through Gusto under MNC&C as 1099 contractor income. Commission pay runs through Dots under Atlas Coast Ventures LLC. These are entirely independent. Do not conflate them. Two separate 1099s at year end.
Pay rates live in the Rate Card tab of the Google Sheet. Do not modify them without explicit Melissa approval. The Rate Card tab is reference-only.
Coaches do not run onboarding sessions. Onboarding is handled via eWebinar (simulive). There are exactly two session types: Office Hours and 1:1 Milestone Calls. No other session types exist.
These are the exact values in the form dropdown and the values COUNTIFS match against. A typo in the form or the sheet breaks the formula count.
| Dropdown Value | Rate |
|---|---|
Office Hours | $25.00 |
1:1 Milestone Call - Completed | $15.00 |
1:1 Milestone Call - No-Show | $10.00 |
Coaches submit every session via the form embedded at atlascoasttravel.com/tracking. This is the only way sessions get into the pay system. Coaches should submit within 24 hours of completing the session.
| Field | Type | Required | Notes |
|---|---|---|---|
| Coach Name | Dropdown | Yes | Must match names in Payout Calculator exactly. No "Other" option. Update when coaches are added or removed. |
| Session Type | Dropdown | Yes | Exact values above. Must not be modified without updating COUNTIFS formulas in the sheet. |
| Agent Name | Short answer | Yes | For Office Hours: type "Group Session." For no-shows: type "N/A." |
| Session Date | Date | Yes | Used for Jenny's reference and verification only. Pay bucketing uses the submission timestamp, not this date. |
| Notes | Paragraph | No | Optional. Included in the notification email to Jenny. |
The Google Apps Script onFormSubmitTrigger fires immediately. It sends a notification email to [email protected] with the session details and a direct link to the sheet. Missive routes this to Jenny automatically.
Sheet: Atlas Coast Coach Tracking and Payment Sheet
| Tab | Purpose | Who Uses It |
|---|---|---|
| Instructions | Full process documentation for Jenny and any future owner | Reference |
| Session Log | Auto-populated by the Google Form on every submission. Jenny marks Verified here. | Jenny (verification) |
| Payout Calculator | Jenny's working view. One batch of 4 rows per pay cycle. All pay amounts auto-calculate. | Jenny (every cycle) |
| Coach Roster | Single source of truth for all active and inactive coaches. Email addresses VLOOKUPed into Payout Calculator. | Jenny (maintenance) |
| Verification | Optional cross-check log for flagged sessions against Calendly | Jenny (as needed) |
| Rate Card | Current pay rates. Reference only — do not modify without Melissa approval. | Reference only |
Verified column uses TRUE (boolean), not "Yes". The COUNTIFS formulas filter on TRUE. If the Verified column is ever reformatted or reimported as text, session counts will break silently.
Pay bucketing uses submission timestamp (Column A), not session date (Column E). Sessions are counted in whichever pay period the coach submitted the form. This is intentional — no catch-up rows needed for late submissions.
COUNTIFS date criteria use VALUE() wrapping. Any new formula added to the sheet must follow this convention or date comparisons will fail.
Runs on or around the 13th and 28th of each month so Gusto processes in time for the 1st and 15th pay dates.
Coaching pay currently processes under MNC&C. The final entity determination (MNC&C vs. Atlas Coast Ventures LLC) is pending CPA sign-off from Wiley. Do not change the Gusto entity without Wiley's confirmation and Melissa's instruction.
| Element | Detail |
|---|---|
| Script name | Coach Session Tracking |
| Bound to | Atlas Coast Coach Tracking and Payment Sheet |
| Authorized under | [email protected] — do NOT re-run auth from a personal Gmail account |
| Version | v4 — uses native ui.alert (not HTML Service modal dialogs) |
| Trigger | Function | What It Does |
|---|---|---|
| Form submit | onFormSubmitTrigger |
Fires when a coach submits the tracking form. Sends a notification email to [email protected] with coach name, session type, agent name, session date, notes, and a button linking directly to the sheet. Missive routes to Jenny. |
| Sheet edit (Approved checkbox) | onEditTrigger |
Fires when Jenny checks the Approved checkbox in the Payout Calculator. Pulls all verified sessions for that coach in that pay period. Displays a native Sheets alert preview. On Yes: sends the HTML pay summary email to the coach from hello@ as "Atlas Coast Team" and marks Summary Sent = Yes. |
Do not re-authorize from a personal Gmail account. The script must be authorized under [email protected]. If re-authorization is needed: log into Google as [email protected], open the sheet, go to Extensions > Apps Script, and run the authorizeAll() helper function at the bottom of the script. The SHEET_ID constant must match the current sheet — if the sheet is ever moved or recreated, update this constant first.
The Coach Roster tab is the single source of truth for all active and inactive coaches. It feeds the Payout Calculator via VLOOKUP (email addresses) and is the reference for all coach contact info.
- 1Add to Coach Roster tab: full name, Atlas email alias, personal email (for Gusto), phone, location, timezone, start date. Mark Active = Yes.
- 2Add name to Coach Name dropdown in the Google Form. Open the form at atlascoasttravel.com/tracking, edit the Coach Name question, add the name exactly as it appears in the Payout Calculator.
- 3Add a new row to the next Payout Calculator batch for this coach when running the next pay cycle.
- 4Complete the setup checklist on the Coach Roster tab: Zoom, Calendly, Missive alias, Gusto setup, subscription waiver, CLIA (if applicable), course completion.
- 1Process the final pay cycle for any sessions submitted before their end date. Do not remove them from the sheet until the final cycle is confirmed paid.
- 2Mark Active = No on the Coach Roster tab. Add end date.
- 3Remove name from Coach Name dropdown in the Google Form.
- 4Do not delete their rows from the Session Log or Payout Calculator. Historical records must remain for tax purposes.
Roster maintenance in the sheet is separate from the Kajabi and JourneyFuse offboarding process. Removing a coach from the sheet does not remove their Kajabi tags or JF badges. See the Coach & Partner Onboarding & Offboarding SOP for that process.
