BUSINESS COACHING
Ten workflows from first touch to booked call.
A coaching practice pulling leads from several places at once, where what happened next depended on which source the lead came from and who picked it up.
The problem
What was going wrong
Leads came from several sources and got handled inconsistently. Discovery calls were booked manually, and no-shows were not being recovered.
The inconsistency mattered more than the manual work. When the same enquiry gets a different response depending on where it landed, you cannot tell whether a channel is underperforming or simply being handled worse.
What I built
The system, piece by piece
A ten-workflow client acquisition system
The full path from first touch through booked call and post-call follow-up was built as one connected system, so every lead enters the same process regardless of source. No-show recovery runs automatically rather than depending on someone noticing.
An AI assistant for first response, with hard limits
The assistant handles the opening conversation so an enquiry is answered immediately instead of whenever someone next checks. It operates under strict guardrails on what it can and cannot say, so it never oversteps into advice or pricing it is not authorised to give.
Reasoning
Why it was built this way
Why the guardrails are the hard part
For a coaching practice, an AI that answers quickly but says the wrong thing is worse than one that is slow. Pricing quoted in error becomes an expectation, and anything resembling actual coaching advice given by an unsupervised agent is a risk to the practice. Defining what the assistant must refuse is most of the work, not an afterthought once it is live.
Why no-show recovery is built in, not bolted on
A no-show is a lead that already agreed to talk, which makes it the cheapest booking available. Recovery sequences are usually the first thing dropped when follow-up is manual, because they happen after the effort has already been spent.
What changed
The result
Every enquiry gets a first response automatically, whichever source it came from, and discovery calls are booked and no-shows chased without anyone tracking them by hand.
Described in terms of what the system does. No performance figures are published here, because none have been independently verified.
Next Step
Recognise any of this in your setup?
Every project starts with an audit of what you already have, sent to you in writing before any building starts.