Online Coaching Business Automation

Challenge

Managing leads from multiple sources and efficiently directing them to appropriate CRM systems.

Solution

Implemented an automated lead collection and distribution system, integrating with Facebook ads, campaigns, booking systems, and website forms. Leads are then directed to GHL, Close CRM, and HubSpot.

Result

• 100% increase in lead processing capacity
• 50% reduction in lead response time
• Seamless integration between multiple lead sources and CRM platforms

Challenge

Efficiently assigning leads to the right coaching teams and managing follow-ups across multiple CRM systems.

Solution

Developed a sophisticated round-robin lead assignment system , considering coach availability, priority, expertise, and experience. This system works in tandem with GHL and Closed CRM for lead management.

Result

• 40% improvement in lead-to-student conversion rate
• 30% increase in coach productivity
• Enhanced matchmaking between students and expert coaches

Challenge

Providing consistent follow-up and support for both potential and existing students across different CRM platforms.

Solution

Utilized GHL for managing follow-up messages and lead statuses, while using make.com to create additional automation tasks not supported by GHL or Closed CRM.

Result

• 60% increase in student engagement
• 24/7 support availability for student queries
• 25% improvement in student retention rate

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Challenge

Efficiently allocating resources and managing coach workload across multiple CRM platforms.

Solution

Developed an automated coach assignment system, integrated with GHL and Closed CRM, based on capability and lead conditions.

Result

• 35% improvement in coach utilization rates
• 20% reduction in student onboarding time
• Increased job satisfaction among coaches due to better-matched assignments

Challenge

Managing complex workflows across GHL, Closed CRM, and HubSpot, while overcoming limitations of individual platforms.

Solution

Created logical automation steps, bridging gaps between the CRM systems and providing additional features like graphical dashboards.

Result

• 70% reduction in manual data entry tasks
• Seamless integration of performance dashboards and advanced reporting features
• 45% improvement in overall operational efficiency

This online coaching business streamlined operations by adopting automation and integrating CRMs like GHL, Closed CRM, HubSpot. Using make.com as the central automation tool, they handled more students, improved learning experiences, and scaled their offerings efficiently.

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Results speak for themselves

75%

improvement in operational efficiency

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90%

reduction in manual process management

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20%

reduction in student onboarding time

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35%

improvement in coach utilization rates