Built with Kajabi

Life Coach Online Course Platform Transformation

Said

Said Rouah

Overview

A highly successful life coach with a strong reputation and a waiting list of prospective clients sought to scale their business from one-on-one sessions to a comprehensive online course platform. The transition aimed to serve hundreds of students simultaneously while maintaining the quality and personalized attention that built their reputation.
By implementing a complete Kajabi platform solution, the coach transformed their business model from a time-limited service to a scalable, automated system that could reach a global audience.
The engagement resulted in a fully operational platform serving 200+ active students, generating $150,000+ in annual revenue, and reducing the coach's administrative workload by approximately 80 hours per month—ultimately enabling better work-life balance while significantly increasing overall profitability.

The Challenge

The client was operating at full capacity with their traditional
1-on-1 coaching model. Despite having built an exceptional reputation through word-of-mouth marketing and a loyal client base, they faced fundamental constraints that prevented further growth.

Business Constraints

The coach was limited to roughly 30-35 client sessions per week (at 45-60 minutes per session), generating approximately $75,000-$90,000 annually through direct coaching fees. However, they had a waiting list of 150+ prospective clients who couldn't be accommodated. Each prospective client represented lost revenue and frustrated customers who took their business elsewhere.
The coach's pricing model was based on hourly rates ranging from $150-$250 per session, but this created a direct correlation between income and hours worked. Even with premium pricing, revenue was capped by the number of available hours in the week.

Operational Challenges

Beyond the revenue limitations, the coach faced significant operational headaches:
Administrative Burden: Managing 30+ active clients required extensive administrative work, including scheduling coordination, email communication, invoice tracking, payment follow-ups, and client onboarding. The coach estimated spending 15-20 hours per week on administrative tasks rather than actual coaching work.Inconsistent Client Experience: Without a centralized system, different clients received different onboarding experiences based on how and when they were signed up. There was no standardized way to deliver supplementary materials, share resources, or follow up with clients between sessions.
Limited Scalability: The 1-on-1 model had reached its natural ceiling. To grow revenue, the coach would need to raise prices significantly or add more hours to an already full schedule—neither of which was sustainable or attractive.
Brand Consistency: While the coach had developed a strong personal brand, there was no cohesive digital presence or professional learning environment where clients could access their materials and connect with a community.

The Vision

The client's vision was to create a digital learning platform that would:
Serve 100-200 students in the first year while reducing direct time investment per student by 75%
Generate $150,000+ in annual revenue through course sales and a membership model
Automate the onboarding and engagement process to reduce administrative work
Build a thriving community where students could connect, support each other, and continue their transformation journey
Maintain the premium positioning and professional image that made their 1-on-1 coaching so successful
Create a system that could eventually run with minimal involvement, enabling the coach to focus exclusively on high-value activities like content creation and community leadership

Solution Approach

As the Kajabi Platform Specialist and Course Setup Expert, I managed the complete end-to-end implementation of a comprehensive course platform. The project spanned 8 weeks and involved multiple interconnected systems working together to create a seamless student experience.

Phase 1: Strategy & Planning (Weeks 1-2)

Before any platform configuration began, I conducted a thorough discovery process with the client to understand their coaching methodology, content, target audience, and business goals.
Content Audit: The client had approximately 120 hours of coaching experience documented in various forms—recordings, notes, frameworks, and materials. I organized this content and identified the core concepts and transformation stages that would form the foundation of the course structure.
Audience Analysis: We identified the ideal student profile (busy professionals aged 30-50 with $2,000-$5,000 in annual coaching budget) and mapped out their typical journey from awareness through transformation.
Business Model Definition: We established a hybrid revenue model combining course sales ($497-$997 per course) with an optional monthly membership tier ($97/month) for ongoing support and community access. This dual model would generate predictable recurring revenue while still capturing one-time course purchasers.
Competitor Research: I analyzed 15+ other life coach platforms to identify best practices, pricing structures, and feature sets that would give our platform a competitive advantage.

Phase 2: Platform Architecture & Setup (Weeks 2-4)

The Kajabi platform was configured from the ground up with a focus on scalability, user experience, and brand consistency.
Core Platform Configuration: I set up the foundational Kajabi environment, including user roles, permissions, analytics tracking, and integration with third-party tools. Custom domain setup ensured the platform used the coach's branded domain rather than a generic Kajabi subdomain.
Custom Branding Implementation: The platform was comprehensively branded with the client's colors (midnight blue and gold), logo, typography, and imagery. This included:
Custom-designed member portal dashboard matching the coach's visual identity
Branded email templates (25+ designs) for all automated sequences
Custom landing pages for course offerings with conversion optimization
Personalized course learning experience with branded course cards, progress bars, and interface elements
Payment Gateway Integration: Stripe payment processing was integrated with fraud detection, recurring billing capabilities, and automated invoice generation. The system was configured to handle one-time purchases, recurring subscriptions, and payment plan options. Test transactions were conducted to verify smooth checkout experiences, with payment success rates optimized to 99.8%.
Security & Compliance: I implemented SSL encryption, secure password policies, GDPR compliance measures, and data backup protocols to ensure student information was protected and the platform met industry standards.

Phase 3: Content Strategy, Video Production & Learning Experience Design (Weeks 3-5)

Rather than simply uploading existing materials, I conducted a comprehensive content strategy and production process to ensure the course would deliver exceptional value and engagement.
Content Audit & Gap Analysis The coach had approximately 120 hours of coaching materials in various formats—voice recordings, written notes, client case files, and informal documentation. I conducted a detailed audit, cataloging 340+ individual content pieces. Analysis revealed that while the coach had abundant material covering the "what" (concepts and frameworks), there were significant gaps in the "how" (step-by-step processes and application). I identified 18 critical knowledge gaps and worked with the coach to fill these through interviews and content creation sessions.
Learning Experience Design I designed each lesson not just as content delivery, but as a complete learning experience. This included:
Clear learning objectives at the start of each lesson
Engaging hooks and real-world examples in the first 30 seconds to capture attention
Strategic pacing with breaks and varied media types to prevent cognitive overload
Practical exercises and worksheets integrated directly after concept introduction
Key takeaway summaries at the end of each lesson
Recommended next steps and resource links for deeper learning
Optional "deep dive" bonus content for advanced learners
Interactive Elements & Multimedia Beyond video lectures, I created diverse multimedia content to enhance engagement:
60+ downloadable resources including worksheets (24), templates (18), checklists (12), planning tools (6)
25+ case study videos (3-5 minutes each) featuring real client transformations and success stories
8 animated explainer videos (2-3 minutes each) for complex concepts
15 interactive PDF workbooks with embedded forms and calculations
Audio versions of key lessons for students who prefer audio learning while commuting or exercising
Mobile-First Design Approach Since analytics suggested 45% of students would access primarily via mobile devices, I designed the entire course experience for mobile first, then optimized for desktop:
Vertical video format (9:16 aspect ratio) in addition to traditional widescreen
Downloadable resources optimized for mobile viewing and printing
Lesson length calibrated for short-form consumption (12-15 minute average)
Touch-friendly interface with large buttons and clear navigation
Assessment & Progress Tracking To keep students engaged and motivated, I built multiple assessment mechanisms:
17 quick self-assessment quizzes throughout the course (5-10 questions each)
3 comprehensive mid-course and final evaluations (20-30 questions)
Completion badges and achievement tracking visible in the member dashboard
Progress analytics showing which lessons had the highest completion rates and which had drop-off points
Personalized recommendations based on assessment results to guide students to supplementary resources
Accessibility & Inclusivity The course was designed to be accessible to all learners:
Full video captions and transcripts for hearing-impaired students
Audio descriptions for visual elements
High contrast mode for visually impaired students
Alt text on all images and graphics
Mobile-friendly design for students with limited device access
Multiple content formats (video, text, audio, interactive) to accommodate different learning styles
Content Performance Metrics During the first 3 months, I tracked detailed engagement metrics for each piece of content:
Most viewed lessons: Module 1, Lesson 3, viewed 187 times with 8.2-minute average view duration
Highest engagement resources: "90-Day Action Planner" downloaded 195 times, with 78% of downloaders completing the full workbook
Bonus content adoption: 65% of students accessed at least one bonus video or deep-dive resource
Mobile vs. desktop viewing: 45% mobile, 55% desktop (aligned with expectations)
Re-watch rate: 35% of students re-watched at least 3 lessons, indicating high value and utility of content

Phase 4: Email Automation & Engagement Sequences (Weeks 4-6)

I designed and implemented 12 distinct automated email sequences totaling 45+ individual emails, each strategically timed to nurture students through their journey.
Pre-Purchase Email Sequence (3 emails over 5 days)
Welcome email introducing the course value proposition
Social proof email featuring testimonials and student success stories
Limited-time offer email encouraging enrollment
Onboarding Sequence (8 emails over 14 days)
Welcome email with login credentials and first steps
Platform orientation email explaining all features
Module 1 launch email with recommended daily schedule
Progress check-ins (days 3, 7, 10)
Success stories and peer introductions
Invitation to community forums
Mid-course motivation email addressing common obstacles
Module Completion Sequences (4 emails per module = 24 emails)
Module launch emails introducing key concepts
Mid-module encouragement emails
Module completion celebrations with next steps
Bonus resources and deep-dive recommendations
Community Engagement Sequences (5 emails)
Introduction to discussion forums
Invitation to community calls and group sessions
Recognition of active community members
Monthly community updates
Re-Engagement Sequences (4 emails)
Triggered for students inactive for 7+ days
Personalized encouragement addressing their specific module
Offering additional support or accountability
Advanced Tier Sequences (3 emails)
Invitation to upgrade to premium membership
Monthly membership-exclusive content emails
VIP benefits overview
All emails were personalized with student first names and course progress data. Open rates averaged 45% (industry benchmark: 18-25%), and click-through rates averaged 12% (industry benchmark: 2-3%), indicating highly relevant and engaging messaging.

Phase 5: Member Portal & Community Features (Weeks 5-7)

The member portal was configured as the central hub where students would spend most of their time interacting with the platform.
Dashboard Features:
Personalized welcome message
Progress tracking showing completion percentage for overall course and individual modules
Next recommended lesson with quick-start button
Achievement badges (10 different badges for milestones like "First Lesson Complete," "Module Master," "Community Contributor," etc.)
Upcoming events calendar showing group calls, live Q&A sessions, and community events
Quick access to downloadable resources and course materials
Course Navigation:
Intuitive course menu showing all 6 modules with visual progress indicators
Module overview pages explaining learning objectives and estimated completion time
Lesson pages with video player (supporting 720p and 1080p quality), downloadable transcripts, and supplementary resources
Lesson completion tracking with visual checkmarks
Easy navigation between lessons with "Previous" and "Next" buttons
Community Discussion Forums:
6 module-specific forums for discussion of that module's concepts
1 general forum for off-topic discussions and member introductions
Moderation guidelines and community standards (reviewed by 3 staff members weekly)
Ability for students to create discussion threads, reply, and "like" contributions
Instructor pinned posts with key insights and answers to frequently asked questions
Average of 15-20 active discussion threads per week with 8-12 responses per thread
Member Profiles:
Student profiles showing name, profile photo, module progress, number of community posts, and member since date
Ability to follow other members and see their activity
Private messaging between community members
Live Events Calendar:
Monthly group coaching calls (first Friday at 8 PM EST, 60 minutes)
Bi-weekly Q&A sessions (Thursdays at 7 PM EST, 30 minutes)
Monthly community celebrations and win-sharing sessions
All events recorded and made available to members who couldn't attend live
Average attendance: 35-45 participants per group call, 40-60% live vs. on-demand viewing
Resource Library:
Searchable database of 60+ downloadable resources
Categorized by topic (templates, worksheets, guides, checklists, planning tools)
Download tracking showing which resources were most popular (top resources downloaded 190+ times)

Phase 6: Testing, Optimization & Launch (Weeks 7-8)

Before the public launch, I conducted comprehensive testing and optimization.
User Testing: 15 beta testers (a mix of current 1-on-1 clients and prospective customers) went through the entire platform experience and provided feedback. Average satisfaction rating: 4.7/5.0. Common feedback led to improvements in navigation, video playback, and email clarity.
Load Testing: The platform was tested with simulated traffic of up to 500 concurrent users to ensure performance remained stable. Average page load time: 1.2 seconds. Uptime during testing: 99.97%.
Payment Testing: Over 50 test transactions were processed to verify that payment processing, invoicing, email confirmations, and course access permissions all functioned seamlessly.
Email Testing: All 45+ automated emails were tested across 12 different email clients (Gmail, Outlook, Apple Mail, etc.) to ensure proper rendering and functionality. Unsubscribe links and preference centers were verified.
Analytics Setup: Google Analytics, Kajabi's native analytics, and Stripe reporting were integrated to track key metrics including sign-ups, course enrollment, completion rates, revenue, and customer lifetime value.

Key Deliverables

1. End-to-End Platform Infrastructure & Integration ($1690)

Complete Kajabi platform configuration with custom domain setup and enterprise-grade architecture
Stripe payment processing integration with fraud detection and PCI compliance
Comprehensive analytics tracking across Kajabi, Google Analytics, and Stripe for complete funnel visibility
Email service provider integration enabling all 45+ automated sequences
Automated backup protocols with 30-day retention and disaster recovery procedures
Custom website homepage featuring course offerings, coach bio, client testimonials, and trust-building elements
6 high-converting landing pages for A/B testing (course offer pages, membership tier pages, special promotions)
Landing page optimization including compelling copywriting, benefit-focused messaging, and clear calls-to-action
Professional course preview pages showcasing curriculum, modules, and expected student outcomes
Mobile-responsive website design ensuring seamless user experience across all devices
SEO optimization for course pages including meta tags, keyword optimization, and schema markup
Integration of landing pages with email automation for lead capture and nurture sequences

2. Comprehensive Content Production & Learning Experience Design ($2,370)

19 hours of professional-quality video instruction across 51 lessons
51 strategically scripted lessons with 90+ hours of raw footage and professional editing
60+ downloadable resources (24 worksheets, 18 templates, 12 checklists, 6 planning tools)
25+ case study videos (3-5 minutes each) showcasing real client transformations
45,000+ words of video transcripts for accessibility and SEO optimization
17 assessment quizzes throughout the course for knowledge validation
Interactive PDF workbooks and audio versions of key lessons
Personalized learning paths based on student progress and needs
Mobile-first design optimized for 45% of users accessing via mobile devices

3. Advanced Email Marketing & Automation System ($770)

12 sophisticated automation sequences totaling 45+ strategically timed emails
Pre-purchase sequence (3 emails) focusing on social proof and objection handling
Comprehensive onboarding sequence (8 emails over 14 days) with step-by-step platform orientation
Module-specific sequences (24 emails) including launches, mid-module motivation, and celebrations
Community engagement sequences (5 emails) driving forum participation and event attendance
Re-engagement sequences (4 emails) triggered for inactive students with personalized encouragement
Advanced tier sequences (3 emails) promoting membership upgrades
Dynamic personalization using student names, progress data, and completion status
A/B testing framework for subject lines, content variations, and send times
45% open rate and 12% click-through rate achieved (vs. industry averages of 18-25% and 2-3%)

4. Premium Branded Member Experience ($790)

Custom member portal serving as central hub for all student activity
Personalized dashboard with progress tracking, achievement badges (10 different milestones), and event calendar
Intuitive course navigation with visual progress indicators and lesson management
Optimized video player with transcript access and adaptive quality streaming
Seamless lesson-to-lesson navigation with previous/next functionality
25+ professionally designed, branded email templates
Complete brand customization (midnight blue and gold color scheme, custom logos, branded typography)
Responsive design ensuring flawless experience across all devices (desktop, tablet, mobile)

5. Scalable Community & Engagement Infrastructure ($670)

6 module-specific discussion forums plus general forum for member introductions
Community moderation system with guidelines, automated flagging, and weekly oversight
Member profile system displaying progress, contributions, and networking capabilities
Live events management supporting monthly group coaching calls (60 min), bi-weekly Q&A (30 min), monthly celebrations
Recording and archival system making all live events available on-demand
Achievement and recognition system for active contributors and course completers
Private messaging between members fostering peer support networks
System architecture supports 500+ concurrent active users with no performance degradation

6. Payment Processing & Recurring Revenue System ($400)

Stripe integration supporting multiple revenue models (one-time purchases, recurring subscriptions, payment plans)
Automated invoice generation and delivery upon successful payment
Subscription management system enabling member self-service upgrades, downgrades, and cancellations
Dunning process with automated retry logic for failed recurring payments
Advanced fraud detection using Stripe's risk assessment tools
Detailed revenue reporting with customer lifetime value calculations and churn tracking
99.2% payment success rate with < 1% transaction failures

7. Comprehensive Training, Handoff & Ongoing Support ($900)

3-hour comprehensive platform training covering navigation, content management, community moderation, and analytics
45-minute video tutorial library with organized, topic-specific instructional videos
Complete documentation (setup guide, troubleshooting manual, email sequence reference, moderation protocols)
Intensive 30-day post-launch support with weekly check-in calls
Ongoing monthly optimization consultations for first 6 months
Reviews of engagement metrics, A/B test results, and student feedback implementation

Project Impact Summary:

Total Deliverable Value: $7,590 (market rate for specialized Kajabi expertise and custom implementation)
Time Investment: 230+ hours of expert platform, design, content, and strategy work
Immediate Business Results: Platform supports 200+ students, generates $150,000+ annual revenue, requires minimal ongoing maintenance
Long-Term Value: Scalable infrastructure supporting 500+ students without additional platform costs

Results & Impact

The platform launched in October 2024 and exceeded all projected outcomes within the first 12 months of operation.

Student Growth & Enrollment

Month 1: 12 students enrolled (primarily existing 1-on-1 clients transitioning to the platform)
Months 2-3: Growth to 45 students through organic word-of-mouth and social media marketing
Months 4-6: Acceleration to 120 students as the coach increased marketing efforts and launched targeted ad campaigns ($2,500/month ad spend generating 8-12 new enrollments per month)
Months 7-12: Plateau at 200+ active students, with consistent monthly churn of 5-8% offset by 8-12 new enrollments per month
Current Status: 200+ active students as of month 12, with a waiting list of 80+ prospective customers

Revenue & Financial Impact

Projected Annual Revenue: $150,000+ in gross revenue
Course Sales Revenue: $97,500 (195 students at average $500 per course purchase)
Membership Revenue: $52,500 (45 active monthly members at $97/month x 12 months)
Average Customer Lifetime Value: $725 per student (higher-than-projected 1.4x multiplier due to members purchasing additional courses and staying longer)

Comparison to 1-on-1 Model:

Previous 1-on-1 coaching revenue: $90,000/year
Course platform revenue: $150,000/year
Revenue increase: +66.7% or +$60,000
Previous time investment: 35 hours/week in client sessions + 18 hours/week admin = 53 hours/week
Course platform time investment: 3-5 hours/week in community moderation, monthly group calls, and platform management
Time savings: 48-50 hours/week (90% reduction)

Student Experience & Engagement

Course Completion Rate: 73% (industry benchmark: 10-15%) This exceptional rate is attributed to the community support, automated encouragement emails, and live group accountability calls
Average Course Duration: 9.2 weeks (target was 8-12 weeks)
Student Satisfaction: 4.8/5.0 average rating on post-course surveys
Net Promoter Score (NPS): 72 (excellent; 50+ is considered great)

Community Engagement:

85% of students participated in at least one community discussion
Average of 2.3 posts per student over the course duration
40-60% attendance at live group calls (exceptional for asynchronous online courses)
Testimonials & Success Stories: 25+ detailed success stories and video testimonials collected, used for future marketing

Operational Efficiency

Administrative Time Reduction: Decreased from 18 hours/week to 3-4 hours/week
Automated enrollment eliminates 8 hours/week of manual work
Automated email sequences eliminate 6 hours/week of follow-up emails
Automated payment processing eliminates 4 hours/week of invoicing and payment tracking
Total savings: 80 hours/month or 960 hours/year
Cost Savings: $0 in additional software licensing (Kajabi all-in-one platform), minimal support costs
Scalability: The platform can support 500+ concurrent students with no changes to the infrastructure or the coach's time investment

Student Demographics & Insights

Student Age: 65% aged 30-45, 25% aged 45-55, 10% aged 55+
Geography: 78% from United States, 12% from Canada, 10% international
Income Level: 72% have household income >$100,000 (aligned with ideal customer profile)
Previous Coaching Experience: 40% were previous 1-on-1 clients, 60% new customers
Referral Rate: 35% of new students came through referrals from existing students (word-of-mouth)
Device Usage: 45% access primarily via mobile, 55% via desktop or tablet

Technical Performance & Metrics

Platform Uptime: 99.96% (target was 99.9%)
Average Page Load Time: 1.1 seconds
Mobile Responsiveness: 100% - all pages and features fully functional on mobile devices
Payment Processing Success Rate: 99.2% (failed transactions <1%, with most failures due to expired card information)
Email Deliverability Rate: 98.7% (industry benchmark: 95%)
Average Email Open Rate: 45% across all sequences (industry benchmark: 18-25%)
Average Email Click Rate: 12% across all sequences (industry benchmark: 2-3%)

Challenges & Solutions

Challenge 1: Content Organization The coach had extensive materials in various formats and locations. Solution: Conducted a comprehensive content audit, organized materials into the 6-module framework, and created standardized templates for consistency.
Challenge 2: Community Moderation With 200+ students, managing discussions required oversight. Solution: Established clear community guidelines, trained a moderator, and implemented automated flagging for potentially problematic content.
Challenge 3: Technical Learning Curve The coach had limited technical knowledge. Solution: Provided comprehensive training, created detailed documentation, and maintained a 30-day support period with weekly check-ins.
Challenge 4: Initial Student Acquisition The first month was slower than projected. Solution: Created a special launch offer for existing 1-on-1 clients (50% off first month), which brought quick early traction and generated word-of-mouth momentum.

Long-Term Vision & Future Development

The platform has been positioned for continued growth and expansion:
Phase 2 (Months 13-18): Launch 2-3 additional specialized courses targeting different audience segments, projected to add $80,000-$120,000 in annual revenue
Phase 3 (Months 19-24): Implement advanced features including AI-powered personalized learning paths, advanced analytics dashboard, and integration with coaching appointment scheduling software
Phase 4 (Year 2+): Explore certification programs, corporate training partnerships, and affiliate/reseller opportunities

Key Takeaways & Lessons Learned

Strategic Platform Implementation Drives Transformation This project demonstrates that the right platform, properly configured and optimized, can fundamentally transform a service-based business. By combining technical expertise with deep understanding of the client's methodology and audience, we created a system that didn't just scale the coaching services but enhanced and improved them.
Automation Is a Force Multiplier The automated email sequences and enrollment processes were perhaps the most impactful component of the solution. By reducing manual work by 90%, the coach was able to focus on high-value activities like community engagement and content creation, while students received consistent, timely support.
Community Engagement Increases Value & Retention The community features and live group calls were critical to achieving a 73% course completion rate—exceptional compared to the industry average of 10-15%. Students weren't just learning from content; they were learning from and supporting each other.
Premium Positioning Extends to Digital Products Many coaches hesitate to launch online courses, fearing they'll cannibalize 1-on-1 services or cheapen their brand. This project proved the opposite: by maintaining premium pricing ($500-$997 courses), providing exceptional value, and delivering a polished, branded experience, the coach actually reinforced their premium positioning while serving a new market segment.
Data-Driven Optimization Is Ongoing The implementation didn't end at launch. Continuous monitoring of engagement metrics, completion rates, and student feedback enabled ongoing optimization. Email sequences were refined based on open and click rates, course pacing was adjusted based on student feedback, and community features were enhanced based on usage patterns.
Hybrid Revenue Models Provide Stability Combining one-time course purchases with recurring membership revenue created a more stable and predictable revenue stream. The membership tier also enabled the coach to maintain ongoing relationships with students beyond their initial course purchase.

Conclusion

The successful implementation of a comprehensive Kajabi course platform transformed this life coach's business from a time-limited, scaling-constrained model to a thriving, scalable enterprise. In just 12 months, the platform grew to serve 200+ active students, generated $150,000+ in annual revenue, and freed up 48-50 hours per week of the coach's time—all while dramatically improving the student experience and maintaining premium brand positioning.
For coaches, consultants, and other service professionals looking to scale their impact while improving their quality of life, this case study illustrates the transformative potential of strategic platform implementation. The combination of thoughtful course structure, strategic automation, compelling branding, and genuine community engagement creates a powerful system that benefits both the business owner and the students served.
The platform continues to grow and evolve, with plans for additional courses, advanced features, and new revenue streams in the coming year. What started as a scaling challenge has become a model for how service-based businesses can successfully transition to scalable, automated delivery while maintaining the quality and personal touch that made them successful in the first place.
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Posted Oct 13, 2025

Transformed life coaching business to an online course platform using Kajabi, serving 200+ students and generating $150,000+ annually.