Training Studio
Streamlining Operations Through Smart Automation
Faster onboarding
Admin time reclaimed weekly
Client retention improvement
The Problem
A high-performing boutique training studio was losing hours each week on repetitive administrative tasks - onboarding clients, sending reminders, updating spreadsheets, and writing follow-up notes.
The owner knew these processes were slowing growth and consuming energy that could be spent coaching. The manual work was necessary but draining, and it was becoming a bottleneck as the client roster grew.
The Process
We conducted a comprehensive audit of every client touchpoint from initial inquiry through post-session follow-up. This revealed multiple areas where manual work was consuming hours each week:
- Client information scattered across multiple spreadsheets, email threads, and notes
- Repetitive data entry for scheduling, tracking, and reporting
- Manual follow-up reminders and progress summaries
- Financial tracking disconnected from client activity
- No unified view of space utilization, time allocation, or resource optimization
The audit identified that consolidating client tracking into a cohesive system would eliminate redundant work and provide the owner with easy access to financial overviews and optimization insights for space, time, and resources.
We designed a comprehensive solution that integrated multiple systems:
- Unified Client Tracking: Moved all client tracking to a cohesive Excel spreadsheet that consolidated reports and tracking in one place, giving easy access to financial overviews and optimization of space, time, and resources
- AI-Based Scheduling: Automated intake forms and scheduling confirmations that eliminated back-and-forth emails
- Prompt Templates: Custom AI prompts for progress summaries and follow-up communications that maintained the brand voice
- Automated Reminders: System-generated reminders for clients and internal follow-ups
- Financial Integration: Connected client activity to financial tracking for real-time revenue insights
The design prioritized maintaining the personal touch while automating repetitive tasks, ensuring communications felt human and on-brand.
We implemented the system in phases, starting with the most time-consuming tasks:
- Set up the unified Excel spreadsheet for client tracking with templates for financial overviews and resource optimization
- Configured automation workflows for intake, scheduling, and follow-ups
- Created and tested AI prompt templates for various communication scenarios
- Trained the owner on managing and refining automations
- Established processes for ongoing system maintenance and updates
The owner learned to manage and refine the automations independently, ensuring the system evolves with the business without requiring ongoing support.
The Outcome
Automated intake forms and scheduling confirmations eliminated the back-and-forth email chains that previously delayed new client starts. The system now:
- Captures all necessary client information in one structured intake form
- Automatically sends scheduling options and confirmations
- Populates the unified tracking spreadsheet immediately
- Triggers welcome communications and preparation materials
New clients can now start their first session within days instead of weeks, and the owner spends minutes on onboarding instead of hours.
By consolidating client tracking into a cohesive Excel spreadsheet and automating repetitive tasks, the owner reclaimed over 8 hours per week:
- Unified Tracking: Moving all client tracking to one cohesive spreadsheet eliminated the need to update multiple systems and cross-reference information
- Automated Updates: Spreadsheet updates now happen automatically through integrations, eliminating manual data entry
- Automated Reminders: System-generated reminders for clients and internal follow-ups replaced manual calendar checking and email drafting
- Automated Follow-ups: Progress summaries and check-in communications are generated automatically using AI prompts
- Financial Overviews: The unified spreadsheet provides easy access to financial overviews without manual compilation
These reclaimed hours are now spent on coaching, client relationships, and business growth instead of administrative busywork.
The automated system ensures consistent, timely follow-through that makes clients feel supported:
- Clients receive prompt responses to inquiries and scheduling requests
- Regular progress summaries keep clients engaged and aware of their improvements
- Automated check-ins ensure no client falls through the cracks
- Consistent communication builds trust and demonstrates care
- The unified tracking system helps identify clients who need extra attention
The 15% improvement in retention came from clients feeling more supported and valued, not from any change in the quality of coaching—just better systems for staying connected.
The cohesive Excel spreadsheet provides easy access to insights that enable better business decisions:
- Financial Overviews: Real-time visibility into revenue, client lifetime value, and profitability by service type
- Space Optimization: Track space utilization patterns to optimize scheduling and identify peak usage times
- Time Optimization: Analyze time allocation across activities to identify where time is best spent
- Resource Optimization: Understand which resources (equipment, staff, space) drive the most value
- Data-Driven Decisions: All reports and tracking in one place makes it easy to spot trends and make informed decisions
Having all client tracking consolidated in one cohesive spreadsheet transformed scattered data into actionable insights for optimizing the business.
Despite the automation, communications maintain the personal, human feel that makes the studio special:
- AI prompts were carefully tuned to match the owner's brand voice and communication style
- Automated messages feel personal and specific, not generic or templated
- The owner reviews and customizes communications when needed
- Clients receive consistent, caring communication that reflects the studio's values
- Automation handles routine tasks, freeing the owner to focus on meaningful personal interactions
The result: clients get the efficiency of automation with the warmth of personal attention, and the owner gets time back without sacrificing the relationships that make the business special.
Tools Used
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