You mentioned a coaching management system in a previous video. Which software do you use to deliver that system?
I built the whole system in ClickUp. When a new coaching client pays via a ClickFunnels webhook, we capture their info, create a record in ClickUp, and set the status to onboarding. We have SOPs for onboarding calls, then we round‑robin assign coaches so each gets an equal number of clients. Each week the coach updates the status (week 1, week 2, etc.) and the client receives emails with resources and a shared Google Drive folder. This standardizes the coaching process and keeps everything organized in ClickUp.
One simple setup I used with a gym client involved a Typeform lead capture linked from their Instagram profile. The form acted as an audit; after a prospect filled it out they were prompted to book a call via a Lead Clique calendar. The calendar integration then triggered automated follow‑up sequences. Beyond that, you can let AI generate meal‑plan drafts, onboarding documents, or free audit templates that pull in the information the prospect entered and produce a customized proposal. By feeding the data into a few pre‑written templates and letting AI fill the gaps, you can deliver a personalized experience at scale without manual effort.
I use ClickUp as my main tool to store everything; it's visual and sufficient for my needs, so I don't need a real database like Superbase. I'll leave it there for now. Moving on to brand stats: my main channel has about 159,960 subscribers, Instagram around 26,648 followers, and the daily updates channel (where I answer questions) has about 8,844 subscribers. Subscriber growth is down to roughly 0.36% per day, Instagram growth around 2.62% per day, while the daily updates channel growth remains strong. Recently I posted about winning the school games, cross‑posted it to the schooler subreddit, and asked Sam Ovens and others to pin it to gain visibility and raise the standard in the school community. The post is long and was pinned, receiving comments from notable figures like Sam Ovens, Nate Herk, Spencer (who previously held the top spot), and Mr. Hormosi. I plan to meet them in the next couple of days. Although there's no direct ROI, I expect future returns from the connections and positive clout. On the sales front, I had to take down a posted sales call for Leftclick after the other party raised liability concerns; the first call already exposed potential issues, making me doubtful about continuing such posts. I’ve considered alternatives like sales coaching, role‑play sessions, or a podcast‑style format where I work with others and document the process, but these versions lack the perceived authenticity of a live, unfiltered sales call. Lead generation is doing well: Instantly launched an AI inbox manager, and the podcast campaign now yields a 2% reply rate, with about 1% positive replies. At my recommended volume of 270 emails per day, that translates to roughly one positive reply per day, or 20‑30 per month; I’m sending about ten times that volume, so I could scale up to ten calls per day if market capacity allows. I’ve also thought about simply giving people leads, but that raises logistical questions about booking calls and ensuring attendance without double‑booking. I’m open to any sensible solutions you might have. Finally, my channel’s relative growth rate has been declining, and I was about to publish a video intended to reverse that trend, though it hasn’t uploaded yet due to timing.
Email list reactivation is important. While many focus on outbound personalization, you can also use inbound personalization—for example, addressing subscribers by name and referencing their recent activity to boost click-through rates. You need data on what subscribers are doing, such as questionnaire responses, to personalize effectively. Another approach is client reactivation: if you have existing clients who have already seen a return on working with you, you can upsell or cross-sell additional services. This is a simple automation: pull records from your CRM, personalize them, and pitch through your system.
First, don’t jump straight to automation—build a solid, money‑making process first. Only automate a step if the process already works and there’s clear value in automating it. Look at each part of your workflow: outreach, nurturing, closing, onboarding, fulfillment. Closing is tough to automate without advanced AI, so focus on onboarding and fulfillment where automation is realistic. Sketch out your process (e.g., with a Whimsical mind map) before touching any automation tools. For example, a simple onboarding flow might start with a payment trigger (Stripe), then create a ClickUp folder, add a list, insert standardized tasks, send an onboarding email with a calendar link, update the client status when a call is booked, run the call, fill out an onboarding form, send a creative brief to AI to pre‑generate assets, turn those into a Google Doc and slides, and add a tracking doc. Once you have that map, see which steps can be hooked up via APIs or webhooks—like using a payment‑intent‑succeeded webhook to automatically create the ClickUp folder and list. Steps that can’t be automated via API (e.g., creating the folder or list) would instead trigger a manual action, such as a Slack notification to your project manager, which then starts the next automatable segment. In short, optimize the process first, make sure it’s profitable, then automate as much as you can.