Overview
Release v64 delivers a fully rebuilt conferencing system and a new suite of automated onboarding email notifications. Key updates in this release:
Unique meeting links generated automatically per session for Zoom and Teams, included in notifications and calendar invites
New Conferencing tab in Account Settings for coaches — supports Zoom, Microsoft Teams, and custom video links, with a configurable default
New Conferencing step in Coach onboarding — configurable as required or skippable per tenant
Microsoft Teams now supported for group coaching — Teams was previously limited to 1:1 coaching sessions only; this closes the gap across all session types
Admin read-only view of a coach's conferencing settings from the coach's profile page
Company-level conferencing preference — set by admins or sponsors to establish an org-wide default
Program-level conferencing preference — set by admins to override the company default for specific programs; applies to both 1:1 and group coaching programs
Defined precedence order for scheduling: program → company → coach default → no preselection
Coach video links migrated automatically — existing Video Conference Link values moved to the new Conferencing tab at launch, no action required
Conferencing display updated — sessions show provider name and icon instead of raw URL
New role-based onboarding email notifications — automated welcome emails triggered on first role assignment for all platform roles
Conferencing Enhancements — New Conferencing Setup for Coaches
We've introduced a new Conferencing tab in Account Settings for coaches. This replaces the single video conference link field that previously appeared on the Profile page and gives coaches a dedicated place to manage all their conferencing options in one spot.
From the Conferencing tab, coaches can:
- Link a Zoom account
- Link a Microsoft Teams account
- Add or update a custom video meeting link
- Set a default conferencing option
Important: Coaches who previously had a video conference link saved on their Profile page will find that link has been automatically moved to the new Conferencing tab as a custom video meeting link. No action is needed — it remains available for scheduling.
What This Means for Coaches
When setting up conferencing, coaches can link Zoom or Teams directly through the platform and select which option to use as their default. This default is applied automatically when scheduling sessions where no program or company preference is set. These settings apply to all session types — 1:1 coaching and group coaching.
Coaches can update their conferencing setup at any time from Account Settings > Conferencing.
How Coaches Can Set Up Conferencing
To set up your conferencing options:
1. Log in to your Sounding Board account.
2. Go to Account Settings and click the Conferencing tab.
3. Link Zoom, link Teams, or add a Custom video meeting link — or any combination of these.
4. Select your default conferencing option.
Conferencing setup is also available as a step during onboarding for coaches in organizations where this feature is enabled.
What This Means for Coachees
Coachees will see the conferencing option selected for their session displayed in the scheduling modal. This is read-only — the conferencing tool is determined by the program, company, or coach default, so coachees do not need to make a selection.
Note: Linking Zoom or Teams requires a calendar to also be synced via Cronofy. Coaches who have not yet synced their calendar should do so before setting up Zoom or Teams conferencing. A custom video meeting link does not require a synced calendar.
New: Microsoft Teams Now Supported for Group Coaching
Microsoft Teams, Zoom, and custom video links are now supported consistently across 1:1 coaching and group coaching programs. Both modules now have full conferencing parity.
Previously, Teams conferencing was only available for 1:1 coaching sessions. Group coaching programs can now use Teams, Zoom, and custom video links in the same way as 1:1 coaching.
New: Company and Program Conferencing Preferences
We've added the ability for admins and sponsors to set conferencing preferences at the company and program level, so sessions default to the right tool without relying on individual coach settings. These preferences apply equally across 1:1 coaching and group coaching programs.
Company-Level Preference
Admins and sponsors can now set a Default Conferencing preference on the company profile. When set, this determines the conferencing tool used for sessions across the organization when no program-level preference overrides it.
Program-Level Preference
Admins can now set a Video conferencing preference on individual programs and program templates across 1:1 coaching and group coaching. This takes priority over the company-level setting and ensures all sessions within a program use the required tool.
How Conferencing Is Selected During Scheduling
When a session is scheduled, the platform selects the conferencing option in this order:
1. Program-level conferencing preference
2. Company-level conferencing preference
3. Coach's default conferencing setting
4. If none of the above are set, all available options are shown with no preselection
This order applies consistently across all session types and modules.
Coaches can edit the conferencing selection when no program or company preference is set. Coachees see the selection as read-only at all times.
When an admin schedules a session on behalf of a coach or coachee, the coach's conferencing settings are used automatically.
New: Unique Meeting Links for Zoom and Teams Sessions
Sessions scheduled using Zoom or Microsoft Teams now generate a unique meeting link automatically for each session, across all session types — 1:1 coaching and group coaching. This link is included in session notification emails and calendar invites, and remains consistent each time the session is viewed.
Note: If a program or company preference requires Zoom or Teams and the coach has not linked that provider, the session cannot be scheduled until the coach links the required account.
Updated: How Conferencing Displays in Sessions
Sessions using Zoom or Microsoft Teams now display the provider name and icon rather than the full meeting URL. The link remains clickable to join the session. Sessions using a custom video link continue to display the full URL.
Conferencing links are not displayed on cancelled or completed sessions.
Admin Visibility Into Coach Conferencing
Admins can now view a coach's conferencing settings directly from the coach's profile page. This view is read-only — admins can see what providers a coach has linked and what is set as the default, without being able to make changes on the coach's behalf.
Bug Fixes & Performance Improvements
In addition to the updates above, this release includes a number of bug fixes and improvements to conferencing reliability, scheduling modal behavior, and session display consistency.
Related Conferencing Articles
- How to Set Up Your Conferencing Options
- How to Set a Company Conferencing Preference
- How to Set a Program Conferencing Preference
- Scheduling Sessions: https://soundingboardinc.zendesk.com/hc/en-us/articles/4406539012251
- Adding or Updating Your Video Conference Link: https://soundingboardinc.zendesk.com/hc/en-us/articles/4502644545947
Role-Based Welcome Emails
This release introduces automated, role-specific welcome emails for all Sounding Board user roles. When a user is assigned a role for the first time, they now receive a tailored welcome email directing them to complete onboarding and linking them to the orientation guide for their role.
This feature applies to both Guide and Expand. Emails will be available in translated languages.
What Changed
Previously, users received a single generic welcome email upon account creation regardless of role. With this release, each role triggers its own welcome email at the point of role assignment — not just at account creation.
New Emails By Role
Role | Email Subject | Trigger
- Coachee | Coachee Role Has Been Added to Your Account | Added as coachee to a 1:1 or Group program
- Manager | Empower Your Team's Coaching Journey | First direct report is assigned a coach
- Coach | Coach Role Has Been Added to Your Account | Assigned to a 1:1 program
- Sponsor | Sponsor Role Has Been Added to Your Account | Sponsor role is assigned
- Mentee | Mentee Role Has Been Added to Your Account | First click to start mentee profile
- Mentor | Mentor Role Has Been Added to Your Account | First click to start mentor profile
- Delegate | Delegate Role Has Been Added to Your Account | Delegate role assigned and user is attached to a primary user
- Coaching Admin | Coaching Admin Role Has Been Added to Your Account | Admin role assigned with coaching module enabled
- Mentoring Admin | Mentoring Admin Role Has Been Added to Your Account | Admin role assigned with mentoring module enabled
- Stakeholder | Stakeholder Role Has Been Added to Your Account | Stakeholder role assigned
Key Behaviors
- Each email is sent only once per user per role. Repeat assignments do not re-trigger the email.
- The Get Started Now button in each email links to the user's onboarding flow if not yet completed, or their homepage if onboarding is already complete.
- Each email includes a hyperlink to the orientation guide for that role where one exists. The Delegate email does not include an orientation guide link.
- The Manager email triggers only when the first direct report is assigned a coach, not for each subsequent report.
Who is Affected
All users assigned to any of the above roles in Guide or Expand programs. No admin action is required to activate this feature.
Related Articles
- Onboarding to the Sounding Board Platform: https://soundingboardinc.zendesk.com/hc/en-us/articles/19558055332891
- Coach Orientation and Quick Start Guide: https://soundingboardinc.zendesk.com/hc/en-us/articles/24279063278235
- Coachee Orientation and Quick Start Guide: https://soundingboardinc.zendesk.com/hc/en-us/articles/24694149204635
Technology Upgrades — MUI and React
With v64, Sounding Board has completed upgrades to its core frontend technology stack, including updates to MUI (Material UI) and React.
These upgrades improve the long-term performance, accessibility, and maintainability of the platform. As a result of the MUI upgrade, you may notice minor visual differences in some areas of the platform — such as slight changes to spacing, typography, or component styling. All features and functionality remain the same.
No action is required. If you notice anything unexpected, please submit a support ticket.