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: Independent Contract via Vendor

• Audience Size: 200,000+ (social, podcast, newsletter, paid)

• 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: Scaled delivery via multi-coach infrastructure

• –60% Session Prep Time: Context delivery fully automated

• +75% Revenue Growth: Fulfilled higher volume of premium offers

• Zero Ops Hires: Fully scalable system, no support staff needed

• Reusable Infrastructure: System now applied to other business verticals

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.”

— 7-Figures Relationships Coach and Independent Marriage & Family Counselor

What This Means for You

If you’re still relying on unstructured notes and manual session prep, your coaching 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?

Book a Free Strategy Call

We’ll audit your current setup, surface hidden friction, and design a systemized delivery plan.

15 minutes. No sales script. Just operational clarity.