How RFC fitness coach automated his client management with Notion and n8n
From over 1 hour of manual work to a single click: complete centralization and automation of customer follow-up.
Romain, a sports coach supporting his clients at home and remotely, used to spend over an hour per client managing his administrative system manually. Thanks to a structured Notion space combined with n8n automations with Cal.com and Gmail, he reduced this task to a simple click.
Context & Challenge
Romain supports his clients through three modalities: in-home sessions, hybrid remote support, and interventions at a local club. Like any independent sports coach, Romain was dependent on his time and needed to optimize his organization to maximize his income.
Dispersed system: complex Excel, isolated Tally form, website with separate appointment scheduling. Each new client required more than an hour of administrative work: manual entry of information, creation of questionnaires, synchronization between various tools.
Direct consequences: loss of information, risk of missing business opportunities, stress related to manual management. The system did not operate autonomously and monopolized precious time that could have been dedicated to client support.
Method
After a complete analysis of Romain's operation, we developed a structured approach in several phases. First, we identified the critical information flows for the sports coaching business.
This analysis allowed us to design an optimal data architecture in Notion with interconnected modules tailored for client follow-up. We then established the priority automations to eliminate repetitive tasks.
The approach favored total centralization in a single space while maintaining the fluidity of the commercial and operational process.
Deployed Systems
Complete structured Notion space
We designed a centralized workspace that includes:
Client database with personalized information and session history
Questionnaire database linked to each client for personalized follow-up
Operational dashboard with filtered views: incoming clients to process, active clients with their respective plans, associated questionnaires
Automated n8n Integration
Synchronization of Cal.com with Notion: as soon as a new prospect schedules an appointment, their information is automatically exported to Notion. Automation sends documents and questionnaires: as soon as a discovery appointment is completed, with a click, the documents and links corresponding to the plan chosen by the client are sent by email. Synchronization of Tally with Notion: as soon as a client responds to the questionnaire, the responses are automatically integrated into Notion, and the questionnaire is linked to the concerned client.
Impact Business
With this client process automation, the time spent on administrative processing per client has decreased from over 1 hour to a simple click. This means a complete elimination of manual management time.
The system now runs automatically without Romain's intervention. This autonomy ensures that no business opportunity is missed and eliminates the stress related to administrative management.
All client information is now consolidated in a unique space with a complete history of interactions and progress of personalized follow-up.
Clément is very professional and quickly understands the issues we face. I recommend him to anyone looking to optimize their time and system ⚔️
– Romain, Sports Coach.
