Challenge: Client needed a bulletproof automation system to launch their high-ticket coaching program without manual bottlenecks or customer experience gaps.

Solution: Built an end-to-end automation ecosystem connecting payment processing, student onboarding, project management, and ongoing support systems.

Results: $100,000+ in revenue within 48 hours of launch, with zero manual intervention required for student onboarding and management.

My client was preparing to launch a premium coaching program but was drowning in manual processes. In the past, they used Airtable for their smaller scale launches, and struggled with managing the data in the CRM. Every student signup required manual email sends, manual project setup, manual calendar coordination, and manual community access. More importantly, there was a lack of tracking because they were sending emails using the native Airtable automation. With ambitious revenue goals, they knew this approach would break at scale and create a poor customer experience during their critical launch window. In addition, they wanted to move the processes to the more familiar Asana project management platform.

Platform Stack: Kajabi • Kit • Asana • Zapier • Calendly • Skool

Instant Payment → Fulfillment Pipeline - Seamless handoff from purchase to program access

Multi-Platform Student Onboarding - Automated email sequences, community access, and project setup

Smart Coaching Call Management - Automated scheduling, reminders, and follow-up workflows

Progress Tracking System - Real-time student progress monitoring and intervention triggers

Discovery & Strategy - Mapped entire customer journey from purchase to program completion

Platform Integration - Connected Kajabi payment system to Kit email automation and Asana project management via Zapier

Automation Build - Created sophisticated workflows for student onboarding, Skool community access, and Calendly coaching call coordination

Testing & Optimization - Rigorous testing with dummy transactions to ensure flawless launch day performance

Launch & Support - Live monitoring during launch weekend with real-time optimization

Revenue Impact: $100,000+ generated in first 48 hours

Data Attribution: Better tracking via Kit to allow for retention, student drop off, and subscriber engagement tracking.

Operational Efficiency: 95% reduction in manual student onboarding tasks

Customer Experience: Instant program access and seamless onboarding flow

Scalability: System successfully handled high-volume launch without breaking

Time Savings: Client could focus on coaching and content instead of administrative tasks

Kajabi - Payment Processing & Course Hosting Kit - Email Marketing & Automation Asana - Project Management & Student Tracking Zapier - Workflow Integration & Data Sync Calendly - Coaching Call Scheduling Skool - Community Management