Client Onboarding & Session Prep Automation
A done-for-you professional services automation built for the Business Coach, connecting Twilio, Jotform, and Calendly so the work below happens on its own.
What this automation does, step by step
New coaching clients are automatically sent a welcome packet, a discovery questionnaire, a pre-work assignment, and a self-scheduling link for their first session, all within minutes of signing their agreement.
Before every session, both the coach and the client receive a prep reminder with a link to the shared session notes document and a brief agenda form for the client to fill out.
After each session, the client receives a summary of their commitments and a check-in question for 72 hours later, so accountability is built into the program structure rather than depending on the client to remember what they said they would do.
- Coaching platform (e.g., Practice or HoneyBook)
- Jotform (discovery questionnaire and session prep form)
- Zapier or Make.com
- Calendly (self-scheduling)
- Notion or Google Docs (shared session notes)
- Twilio (72-hour accountability check-in)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done by hand, this depends entirely on a business coach remembering to check in, update records, and follow up, with no safety net if something slips. It's the kind of work that quietly eats hours every week.
With this automation
- Intake forms that sync straight into your CRM or practice software
- Document collection with automatic reminders
- Welcome sequences that set expectations from day one
- Kickoff and first appointments scheduled without back-and-forth
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