From scattered onboarding chaos to a scalable, AI-powered coaching backend. Here’s how we built the infrastructure that made every new coach frictionless to deploy.
Client Snapshot
Niche: Relationship Coaching
Engagement Type: Private Contract Implementation
Audience Size: Large multi-channel presence (social, podcast, newsletter, paid ads)
Offer Range: $190 → $12,000 coaching programs
Sales Channels: Organic content, paid ads, podcast traffic, newsletter, referrals, free consults, search
Platform Ecosystem: Close CRM (Sales Ops), Airtable (CCMS), Zoom, Zapier, Fathom, OpenAI
Before
The business faced operational constraints:
Kajabi couldn’t support multiple coaches—client intel was fragmented
No standardized system for tracking sessions or notes
Prep required rewatching consults
Onboarding was slow and inefficient
CRM disconnected from coaching backend—handoffs were error-prone
Revenue constrained by delivery bandwidth, not demand
Deployment (1 Week Build)
We built a modular backend that converted fragmented sales inputs into a structured delivery engine:
Integrated Close CRM with Airtable to sync lead metadata and consult outcomes
Auto-transcribed sales calls parsed using GPT to extract goals, pain points, tone—automatically injected into client profiles
Custom Airtable-based CCMS included:
Pre-filled client records synced from CRM
Structured session logs and note templates
Timeline views for tracking client progression
Role-based access control
Real-time coach capacity dashboard
Automated signals for upsells, testimonials, and satisfaction triggers
Results (6 Weeks Post-Launch)
12× Client Capacity: Delivery scaled via multi-coach infrastructure
–60% Session Prep Time: Context surfaced automatically, no manual rewatching
+75% Revenue Growth: Expanded ability to fulfill premium offers
Zero Ops Hires: Fully scalable system, no additional staff required
Reusable Infrastructure: Same framework now adapted to onboarding more coaches
Client Testimonial
“Every new coach used to slow me down. Now they plug in, see exactly what to do, and scale impact without me micromanaging. This changed everything.”
— Founder, 7-Figure Coaching Brand
What This Means for You
If you’re still relying on unstructured notes and manual prep, your backend is the bottleneck.
Diagnostic prompts:
Can your coaches deliver without asking you for background?
Do you have a real-time view of client progress and coach bandwidth?
Are your operations scaling faster than your hires?
Want a backend that scales with you?
We’ll audit your current setup, surface hidden friction, and design a systemized delivery plan.
15 minutes. No sales script. Just operational clarity.