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Live workshops — facilitating a group in real time

Audience: coaches / facilitators. Run a room live: broadcast exercises and profiling check-ins, watch responses arrive, debrief with an anonymous group report, and project a clean screen — all without leaving the workshop.

A live workshop is a real-time session with a group. You (and any co-facilitators) push content to everyone's device, and their answers stream back so you can discuss them on the spot. It's different from an assignment, which is homework a coachee completes on their own time — though workshop responses are kept (see History, below).

Start a workshop

  1. Open Live Workshops in the coach dashboard. (Organising is tier-gated — if you can't create one, an admin controls that permission.)
  2. Create the workshop. Share the join code with the room, or run it codeless (pick "No invite code") — useful for internal sessions where you don't want a code at all.
  3. Participants go to app.myzonemindset.com, open Join a Workshop, and enter the code. You'll see them appear in the roster as they join.

Broadcast to the room

From the console, broadcast either:

  • an exercise (any questionnaire, imagery, or affirmation), or
  • a profiling / check-in — the Toughness Check-in (B3) (the basics), the full 5C Mental Toughness Profiling (the applied components), the 5C Evaluation (quick 5-slider), the Wellness Check-in (PERMA PLUS), Mindfulness, and any other profiling tool — pushed live so the group fills it in without tabbing away. The picker is sorted A–Z so it's quick to find. Each completed profile also saves to that participant's own reports.
  • an IPS Record — the room places a single point (their arousal × performance). Each one saves to that participant's own IPS, feeding their scatter chart and the group IPS report.
  • a Performance Profile — the room rates Current and Target for each area. Everyone rates the same list of categories (the group's shared categories, taken as a snapshot when you broadcast), and each submission saves to that participant's own Performance Profile.

You can keep several broadcasts open at once and view/comment on each independently — you don't have to close one to open the next. An open broadcast stays answerable even after the session ends, so latecomers can still fill it in and participants can edit their answer; close it when you want to lock it.

Plan ahead with a Run Order. Build the sequence of exercises and profiling steps before the session so you can broadcast them in order on the day, without hunting for each one.

Profiling must be answered in full

When you broadcast a profiling tool, participants must answer every item before they can submit — the same rule as the standalone profiling form. This keeps each factor's score based on a complete profile, so the group report can't end up with one factor showing fewer answers than people. (Regular exercises still only require the questions you marked required.)

Demo a task for the room

Every broadcast has a Demo button. It opens the exact form participants see — fully fillable — so you can show the room how to complete a task on the projector without a second account or logging in as a coachee. It saves nothing: no data is written and no one's results are affected. Fill it in to demonstrate the flow, then Reset to clear it or Close when you're done. Because it renders the real broadcast, it mirrors whatever you've given out during the class — an exercise, a check-in, an IPS point or a Performance table — with no setup.

Comment on responses

Open any broadcast to read responses as they arrive and leave a facilitator comment on a participant's answer. They see your comment in their Workshop History afterwards.

The group report (anonymous)

Click into a broadcast's group report for an at-a-glance rollup — no names shown, so it's safe to put on the projector. Each factor/question is a range bar: a shaded band for the group's lowest–highest scores with a marker at the average, on a fixed 0-to-scale axis. See Reading reports → Group reports for how to read them.

Present view (the projected screen)

Use Present to put a clean, room-facing screen on the projector — separate from your control console:

  • A large join code and live joined / responded counts.
  • The currently open exercise(s), newest at the top.
  • The live group report aggregate only — never any names, so it's private by construction.

Open Present in a new window (projector + laptop), or use the in-view Fullscreen toggle on a single screen. Your console stays where you drive the session; Present is what the room sees.

Co-facilitating

Any coach (or admin) can join by code to co-facilitate — they see the same live responses and can broadcast and comment too. Facilitation hours are credited to the main facilitator and every co-facilitator, so shared sessions count for everyone who ran them.

Someone missed it — letting them catch up

A participant who wasn't in the room can still complete the workshop's content, so their answers land with everyone else's instead of you issuing the exercises separately.

  1. Open the finished workshop and find "Someone missed it?" on the console.
  2. Admit the person by name. The workshop then appears in their Workshop History and they can work through it — typically alongside a recording you share with them.
  3. Re-open the exercises you want them to complete. This is the step that catches people out: a closed broadcast won't accept answers even from someone you've just admitted. If you admit someone and nothing seems to happen, this is almost always why.

Two things worth knowing:

  • You admit specific people — there is no re-opened join code. Codes get read aloud in rooms and stay in chat logs, so re-opening the join path would let anyone who ever had the code walk back into a finished workshop and add answers to a completed report. Admission is deliberately something only a facilitator can do.
  • No extra facilitation hours are clocked. Admitting someone writes a participant record and nothing else; it doesn't restart the session or its clock.

Their answers are marked as caught up, so your group report reads "8 of 12 responded · 2 catching up" rather than folding late answers into the same number. People working from a recording weren't in the room, and the report can still say so.

After the workshop

  • Participants keep a Workshop History — every broadcast from sessions they joined, their own answers, your comments, and each item's open/closed status. Open items stay fillable/editable.
  • A profiling check-in done live is also recorded to the participant's own profiling record, so it shows up in their reports — as long as they completed it.
  • The AI debrief opens with a post-workshop summary: when the session ran and for how long, how many admitted participants responded, total submissions, how many were catch-ups, and the date of the most recent one. Those figures are counted from the records rather than written by the AI, which is deliberate — the debrief prompt forbids the model from stating counts, so any number you see on that screen is one you can quote. The dating matters now that answers can arrive days after the room emptied.