Short interactive walkthroughs (tutorial videos) that show CoolFocus in action. Click a link to open the video in a new tab. Each one focuses on one topic so you can watch only what you need.
Tip: These are click-through demos. Your center's menus and wording may look a little different depending on your package and permissions.
Ways to train your team
CoolFocus training comes in three forms:
Self-serve video walkthroughs, the ones on this page, for a quick tour of one topic at a time.
Written step-by-step guides, searchable inside the Help chat's Docs panel or at help.coolfocus.app.
Live, webinar-style training with a real trainer, for teams that want a scheduled group session instead of self-serve material.
Requesting live training
Live training is not scheduled automatically. To set one up:
Open the Help bubble in the bottom-right corner of any CoolFocus page.
Ask for live or webinar training, for example "we'd like to schedule a live training session."
A member of the CoolFocus team follows up to arrange a time.
Tip: Before your session, watch the videos below in the order listed under Suggested order for new teams. Coming prepared means the live time can focus on your center's specific setup and questions instead of the basics. If the usual meeting times do not work for your team, mention it when you ask for the session, for example a midday check-in, and the CoolFocus team will try to match your schedule.
This is especially useful for organizations moving from CoolFocus 3 to CoolFocus 5, where a live session can walk your team through the new layout as a group instead of everyone watching videos separately. See Tips for Getting Help with the CoolFocus Chat Bubble for everything else the Help bubble offers.
Start here
Organizational Settings
How administrators set up organization-wide options that apply across CoolFocus.
CoolFocus Overview & Home Menus
A brief tour of the home screen and main modules.
Some screens in this walkthrough may look slightly different from the current CoolFocus layout. Use it for orientation; pair it with Logging In & Finding Your Way Around for the latest written steps.
Day-to-day work
Inbox Overview
How your team works conversations, assignments, and follow-up in Inbox.
Written guide: Inbox Overview
Notification Settings
How each person chooses what they are notified about and how those alerts arrive.
Written guide: Notifications Overview
Client records & data entry
There isn't a video walkthrough for finding and entering client records yet. Use the written guide instead: Client Management Overview, which covers searching for a client, entering contact and household details, and the related history that builds up on a client record. If your team wants a live walkthrough of client data entry, request a live training session (see Requesting live training above).
Scheduling
Scheduler Settings
Walk through locations, appointment types, staffing, resources, and the settings that control bookable times.
Written guide: Scheduler Settings: Complete Setup Guide
Care & forms
Creating Forms & Booking Questions
How to build client forms and booking questions under Care Settings — name and activate a form, add fields, map questions to client data, and create custom questions.
Written guides: Forms vs. Charts · Appointment Types and Booking Rules
Suggested order for new teams
1. Organizational Settings
2. CoolFocus Overview & Home Menus
3. Scheduler Settings (if your center books appointments)
4. Creating Forms & Booking Questions (if you collect client answers or booking questions)
5. Inbox Overview
6. Notification Settings (each staff member sets their own)