Onboarding, payment plans, and session prep on autopilot
Every new coaching client or course buyer sets off the same steps. Send the welcome email and the intake questions. Add them to the right list. Book the first call. Then chase the payment plan that failed. We set those steps to run on their own, connected to Kajabi, Stripe, and Calendly, so a new client is set up before you've finished the sales call. Anything that needs a conversation, like a refund request, still comes to you.
Get your AI Starter Plan
Coaching and course jobs that run themselves
New client onboarding
A payment in Stripe or Kajabi sends the welcome email, the intake form, and the Calendly link for the first session.
Failed payment follow-ups
When a payment plan instalment fails, the student gets a friendly note with a link to update their card.
Session prep
Before each coaching call, the client's intake answers and last session's notes are gathered for you in one place.
Course completion nudges
Students who stall in a module get a short email pointing them to the next lesson, on the timing you choose.
The admin around every new client
A coach signs a new client on a call and then spends half an hour on set-up. Send the welcome pack. Send the intake form. Add them to the email list. Find a time for the first session. Make a folder for notes. A course creator does a version of the same for every buyer, plus chasing failed payment plan instalments. It’s small, repetitive work, and it eats the time between sessions.
How the repeat work runs itself
Automating repeat work (the industry calls it workflow automation) means writing down the steps you already follow and setting them to run on their own. For a coaching or course business, we usually start with onboarding. A payment in Stripe or Kajabi sends the welcome email and intake form, adds the client to the right list, and sends your Calendly link. Then we add the next job, often failed payment follow-ups or session prep, where an AI helper gathers the client’s intake and last notes before each call.
What we’ve seen with a solo coach
We work with a solo business coach with an online course whose enquiries came in through the website form, Instagram messages, and email, so some waited a week or more. An AI helper now gathers them into one list each morning, sorts them into course questions and coaching enquiries, and drafts a first reply for each. The founder still decides which coaching enquiries to take on and books every call personally. Onboarding is the step that comes right after, which is why many coaches automate it next.
Where it stays personal
The automation follows steps, so anything unusual comes to you. A client who wants to pause, a refund request, or a student who’s emailed three times about the same lesson all need a person. We also don’t automate anything that moves money other than the payment links you already use.
If new client set-up eats your time between sessions, get your AI Starter Plan and tell it which steps repeat.
Related
Read about our Automating repeat work service, and how we help small teams in coaching and online education.
Small teams we work with
How an animal rescue builds its 45-volunteer roster in an hour instead of an evening
How a five-person online homewares store stopped typing 60 supplier invoices a month into Xero
How a solo property manager with 140 rentals logs every repair request the same day
Common questions
Will clients feel processed?
What about refunds?
Do we need new tools?
What does it cost?
What won't it handle?
See which coaching jobs can run themselves
Tell us which steps you repeat for every new client or student. Get your AI Starter Plan and you'll see which to set running first.
Get your AI Starter Plan