Creating Action Plans

As mentioned in Key Features, an Action Plan is a collection of activities assigned to a client while he or she is participating in a study or program.  These activities are facilitated within the mobile app. Types of activities include:

  • Educational content
  • Scheduled surveys
  • Triggered surveys (in beta)
  • Taking/uploading photos

This post is broken down into 4 sections:

  1. Before you begin
  2. Creating activities
  3. Creating reminders
  4. Editing Action Plans

Before you begin

A coach can only assign activities if the appropriate module is added to that project. For instance, if a project only has the survey module, then a coach cannot assign educational content to be delivered. Only the project manager can add modules to projects.

Before creating an Action Plan, participants must first be added to the project as client users. Once a user is listed as a client on a project, the client will become available to a coach for Action Plan creation. Only the project manager can add clients to projects.

Building an Action Plan

While viewing a particular project, the coach will see Project Info on the left and Clients With An Action Plan in the center. To create an Action Plan for a new client, navigate to the top right corner of the Clients With An Action Plan box and click the orange button that says Clients Without An Action Plan. This will bring up a pop-up window that lists all available clients who do not currently have any activities assigned to them. Click on the desired client, then click the blue button that says Create Action Plan For Client. This will add the selected client to the list of Clients With An Action Plan. Once the client is added to this list, click the blue arrow to the left of their name and select View Activities to see the Action Plan view.

In the Action Plan view, you will see all of the planned activities that particular client. To create a new activity, navigate to the right corner of the light blue bar and click the green button that says Create New Activity to open up the activity creation window.

Creating Activities

There are 6 fields required to create an activity, 4 of which have default settings:

  • Title (no default)
  • Repetition
  • Start
  • Not. Title
  • Not. Body
  • Module (no default)

Title is the name of the activity. The client will not see this; it is for monitoring purposes only. Coaches can sort activities based on this title, so it is important that this field be brief yet descriptive. An example of a title is AM Survey. There is no default title, and an activity cannot be created unless this field is completed.

Repetition indicates how many times an activity should be repeated within an Action Plan. This field will default to Once Only, but there is no limit to how many repetitions one activity can have. To create a repeating activity, click on Once Only to reveal a checkbox. Click the checkbox next to Repeated?, then click on the blue arrow to view the activity repetition controls. Set the start date, the frequency (day or week), the time, and the end date. The dates and times of all planned repetitions will appear in the green box. Finish the remaining fields and create the activity to confirm these repetitions.

Start is the date and time at which the first activity will occur. This will default to 5 minutes from the time the coach clicks on Create New Activity.  If you select a Start date/time and then modify the Repetition field, this will erase your previous Start entry.

Not. Title is short for Notification Title. This is a brief introduction to a message that is visible to the client. It is recommended that coaches change the default text (NUCoach) to something more descriptive. This title can be the same as the previously entered title, e.g. AM Survey.

Not. Body is short for Notification Body. This is the text visible to the client below the previously entered title (NUCoach or custom text). This field defaults to You have a new activity waiting for your response, but it is recommended that coaches change this to be more instructive. Many activities are follow by links, so an example of a Not. Body for a survey would be, “Hello! How are you feeling today? Please follow the link to tell us about your day.”

Module determines the function of the activity. For instance, if a coach is creating a survey activity, he/she must select the survey module in order to create the survey itself. Certain modules will require additional inputs that will be addressed in future posts.

After all 6 fields are completed, click the blue button on the bottom right that says Create X activities. This will create X number of activities in the client’s Action Plan.

Important note: While each activity has it’s own unique identifier (Act. ID), activities created using the Repetition feature will have the same repetition identifier (Rep. ID). You can see these IDs in the dark blue bar beneath each activity.

Creating Reminders

Reminders, or unidirectional scheduled text messages, are somewhat separate from Activities within the Action Plan. Coaches can toggle between Activities and Reminders from the Action Plan view. To create a reminder, click the green button that says Create New Reminder to open the reminder creation window.

There are 4 variables required to create a reminder or series of reminders, 3 of which have defaults:

  • Title
  • Body
  • Repetition
  • Start

Title is a brief introduction to a message that is visible to the client. It is recommended that coaches change the default text (NUCoach) to something more descriptive like Daily Check-in or Time to Walk!

Body is the text visible to the client below the previously entered title (NUCoach or custom text). Unlike activities, this field has no default. A few examples of what might go here is: “You’re doing a great job!” or “Did you know that physical activity can help manage your pain?”

Repetition indicates how many times a reminder should be repeated within an Action Plan. This field will default to Once Only, but there is no limit to how many repetitions one reminder can have. To create a repeating reminder, click on Once Only to reveal a checkbox. Click the checkbox next to Repeated?, then click on the blue arrow to view the activity repetition controls. Set the start date, the frequency (day or week), the time, and the end date. The dates and times of all planned repetitions will appear in the green box. Finish the remaining fields and create the reminder to confirm these repetitions.

Start is the date and time at which the first reminder will occur. This will default to 5 minutes from the time the coach clicks on Create New Reminder.  If you select a Start date/time and then modify the Repetition field, this will erase your previous Start entry.

Editing Action Plans

Currently, activities and reminders cannot be edited–they can only be monitored or deleted. If you make a mistake when creating an activity, reminder, or groups of activities/reminders, you must delete them and recreate them with the correct parameters.

When deleting activities/reminders, there are 3 options:

  • Delete this instance
  • Delete all future instances
  • Delete all instances

Delete this instance will only delete a single activity. If the activity is a part of a series of repeated activities, the rest of the series will not be deleted.

Delete all future instances will delete the selected activity as well as all future activities in that series of repeated activities. In other words, all activities with the same Rep. ID from the time of the selected activity through the end of the action plan will be deleted. These cannot be recovered.

Delete all instances will delete the selected activity as well as all  other instances (past or future) in that series of repeated activities. In other words, all activities with the same Rep. ID will be deleted regardless of whether or not they have already occurred. It is unlikely that any coach will need to use this function in practice.

NUCoach User Profiles

There are two ways to access your NUCoach profile:

  1. From the web version, log in through nucoach.org/console. Once you’ve logged in, navigate to the top of the right corner of the page and click on the gray bar with your user name. This will bring you to your Social Profile.
  2. From the mobile app: log in (if needed). You should land on the home page. If you’re not on the home page, touch the house icon. Touch the gray bar on the top right that says Profile.

Things you can do from the mobile profile:

  • Update your public name. For coaches, this should include your first name. For study participants, this should be their coded user name.
  • Upload/change your picture. Pictures are recommended for coach users but not for study participants.
  • Update your mobile phone number. This is critical for receiving system notifications.
  • View current project/unlink and logout. By touching the name of the project listed under Active Project, you will see the name of the project, the dates of enrollment, and the project’s coaches. This is also where an individual can switch projects by selecting Unlink and Logout at the bottom of this screen.
  • Manage sensor connections. This is where researchers and coaches are able to connect a sensor to a NUCoach account. To link successfully, the user will need their device’s account information. For instance, if a project requires a Misfit tracker, the participant will need a Misfit username and password in addition to their NUCoach username and password.
  • Select preferred method of notification. System notifications, including action plan activities and reminders, will always default to text message. However, if you prefer, you can change this setting to only send phone notifications. This is not recommended as it typically more difficult to find notifications on your phone.
  • Logout. This will log you out of NUCoach; when you log back in, you will still be connected to your active project. If you need to switch projects, scroll up to Active Project, then scroll to Unlink and Logout at the bottom. Make sure that you have sent a request to the Project Manager to be added to your desired project.

Additional things that you can do from your web profile:

  • Edit your “About” section. This is part of your Social Profile and not viewable through the mobile application.
  • View the user’s operating system. Under Personal Profile, you can check which OS a user currently has. This can be useful for troubleshooting.
  • Reset your password. Under Account Settings, you can click the blue button to send password reset instructions to your email. This can be used to reset passwords for study participants.

Download the app

The NUCoach mobile app serves multiple functions. It is the primary interface for client users and facilitates activities like:

  • Delivery of surveys and ecological momentary assessments
  • Delivery of project-related content (e.g. short articles on developing healthy habits)
  • Collecting data from personal devices like Misfit, Fitbit, and Emfit
  • Real-time communication with coaches
  • Access to technical assistance

The main use for coaches in the real-time chat with clients and other coaches. These “chats” pop up on your phone just like a text message or notification, making communication among project teammates simple and seamless.

Our app is available on both the Apple App and Android Play stores. Just look for the heart icon!

Key Features

Here are some of the key features available on NUCoach:

  • Action Plans are collections of activities assigned to a Client by a Coach. Types of activities include:
    • Scheduled surveys
    • Triggered surveys (in beta)
    • To-do lists
    • Photo taking/upload
  • Activity monitoring allows Coaches to see which activities their Clients have completed and which ones they have missed
  • Scheduled reminders deliver semi-tailored messages of encouragement and reinforcement to Clients on behalf of their Coaches
  • Integrating streaming sensors and real-time data analysis (in beta) allow Coaches to amass large amounts of information on their Clients that will help Coaches better customize their approach to each Client. This may also help Coaches get in touch with Clients if problems are detected.
  • Conditional messaging that allows relevant feedback to be personalized and automated based on data collected from integrated wearable sensors.
  • Duplicating Action Plans and Reminder schedules (in beta) allow Coaches to easily copy existing complex Action Plans for other Clients as well as shift the start date and time to account for rolling enrollment
  • Chat and activity logging among Coaches allows for real time coaching collaboration
  • Real time chat between Coaches and Clients gives Client better access to their Coaches at the most convenient time for the Client
  • Unidirectional custom text messages to Clients (initiated by Coaches) and a log of these messages gives Coaches a simple, web-based method of sending text messages to their Clients whenever needed and without looking up phone numbers or email addresses

We are building new features every day, including ways to monitor and download Client data.

User Roles on NUCoach

There are several types of user roles available in NUCoach.

  • Clients are study participants. They can view their own Action Plans (created by their Coach), complete activities, and contact their Coach through the NUCoach mobile app. Clients can only have one active project at a time.
  • Coaches can manage activities for and communicate with Client users. Multiple users can be Coaches on a single project, and a single user can be a Coach on multiple projects at the same time. Coaches cannot add users to projects–they must request this from the Manager.
  • Managers control user and project access. Managers can add users and modules to projects. They can also send communicate with users.
  • Developers have access to the module builder, which is how NUCoach grows! Modules that are verified can be added to research projects.

One user can have multiple roles. For instance, one user can be a Client and a Coach on a single project, a Coach on several additional projects, and a Developer.

How to sign up for NUCoach

To create a NUCoach user:

  • Go to https://nucoach.org/console/#!/login and click Sign Up
  • Required fields: name, username, password, email, and cellphone number (date of birth and gender are optional). You must accept the Terms of Service by clicking the check box.
  • Click Preview. If everything is correct, click Looks Good, Sign Me Up.
  • Congratulations, you have signed up for NUCoach!

Although you have created an account, you will not have access to any content or features until you are given a role on a project.

Welcome to NUCoach

Welcome to the NUCoach documentation blog. NUCoach is a modular health coaching and research platform built by the Health Behavior Informatics Lab at Northeastern University. Supported by DeepHealth Lab technologies, NUCoach is a powerful yet flexible tool that allows health behavior researchers to gather immense amounts of participant data in real world contexts in near real time. Through sensor integrations and experience sampling, we can not only learn more about our participants’ behaviors but be better prepared to intervene in the right context at the right time.

NUCoach is exclusively available for use by members of the Consortium on Technology for Proactive Care.

NUCoach training curriculum

We have begun developing our documentation and training curriculum, all of which can be found in this blog. Below you will find links to specific entries. We are still working on this–your patience is greatly appreciated!

NUCoach console

NUCoach mobile app

  • Downloading the app
    • Apple ID and password required for iPhone users. Misfit requires OS 8.0 and up
    • Android users must use version 4.4 and up
  • Review all screens: Home, Today, Conversations, Help, Profile/User Preferences
  • How to…(for these, see Manage your profile)
    • Switch projects
    • Connect devices
  • Signing in
  • Companion apps (MS Band, Deep Health, Misfit, etc)
  • Tricks and tips
    • View app in a browser (to reset password, disconnect devices)

Development