How a solo business coach gathers enquiries from three places into one list each morning

Enquiries in three places, answered when there was time

We work with a solo business coach who also sells an online course, with help from a part-time assistant. People got in touch through the website form, Instagram messages, and email. Some wanted to know about the course, and some wanted one-on-one coaching.

The founder followed enquiries up when there was time between sessions. With three places to check, some enquiries went unanswered for a week or more.

What we set up

The main job here was connecting the founder’s tools (the industry calls these links data pipelines). We brought the website form, the Instagram inbox in Meta Business Suite, and Gmail together, and linked the course details in Kajabi so the answers could come from the real course.

Then we set up an AI helper (the industry calls it an agent) that gathers every new enquiry from the three places into one list each morning. It sorts them into course questions and coaching enquiries, and drafts a first reply for each one. The founder works down the list, edits the drafts, and sends them.

What didn’t work the first time

The first sort used three groups, and one of them was “just browsing”. The founder found the label unhelpful and replied to those people anyway, because a browser today can be a client next month. So we dropped it, and now there are two groups.

What changed, and what still needs a person

Enquiries no longer wait a week or more. Every one now has a first reply drafted and waiting when the founder starts the day, and the founder works from one list instead of three inboxes.

The founder still decides which coaching enquiries to take on and books every call personally. Instagram comments, as opposed to direct messages, aren’t collected yet, so the assistant still checks those by hand.

Where this fits

This is connecting your tools, with an AI helper on top. Most of the value came from getting the three channels into one place, and the drafted replies came after that. If your enquiries are spread across your phone and your inbox, get your AI Starter Plan and tell it where your week goes.