Automation of follow-ups and programs in sports coaching
Automated prospect capture up to customer follow-up: a unified system that eliminates forgetfulness and manual input.
Context and Issue
Romain is a personal trainer and faced a recurring issue in his work. He was wasting a lot of time between calls, sending documents, and managing appointments.
This administrative dispersion prevented him from focusing on his core job: supporting his clients in their sports progress. The repetitive tasks piled up and directly impacted his operational efficiency.
The issue was crucial: streamlining his activity to eliminate time losses and optimize each step of the customer journey. Romain needed to automate his workflows to regain time and no longer miss business opportunities.
Method
We started with an in-depth study of Romain's processes. This analysis allowed us to accurately map his daily workflow and identify the friction points.
The approach focused on streamlining and optimizing each step. We dissected the customer journey from the initial request to the follow-up of the training program.
This study phase led us to a comprehensive solution: to create an integrated ecosystem connecting Notion, n8n, Gmail, Cal.com, and Tally. The goal was to free Romain from administrative constraints so that he could refocus on his expertise.
Deployed Systems
Automated Client Ecosystem We created a centralized system that intelligently connects lead capture, appointment management, and personalized follow-up. Each step of the customer journey happens automatically.
Complete Automation of the Customer Journey The system integrates three major automations that cover the entire coaching cycle:
Intelligent Lead Capture: Coaching requests are instantly structured and categorized. Each lead is qualified from their first contact.
Automatic Sending of Personalized Programs: Once the client is validated, the system triggers the sending of tailored training programs. The client receives their documents without manual intervention.
Unified Appointment Tracking: Coaching slots are automatically synchronized in a single interface. The complete follow-up of the customer journey is carried out from a centralized dashboard.
Business Impacts
Significant operational time savings Romain saves valuable time each week thanks to the automation of repetitive tasks. Administrative processes run in the background without intervention.
Complete capture of opportunities All prospects are automatically recorded and processed. Romain no longer misses any business opportunities thanks to this systematic capture system.
Refocusing on coaching expertise This automation allows Romain to focus solely on his coaching profession. He dedicates his expertise where it adds the most value: supporting his clients.
Seamless and reliable customer journey The system ensures a consistent experience: appointment scheduling, qualification, personalized form, then automatic receipt of the training program. Each step flows naturally.
