A Trello board per client
Session cards, summaries and actions, copied by hand from a template board.
Case study · Trades coaching, Australia
One platform to run a coaching business: clients and sessions, the team, the money, and an AI that knows how the business works.
- Business Operating System
- Built June to October 2026
- Founder, coaches, support, sales and marketing
- Client owns the code and data
The client
A coaching business running a 12-month program for trade business owners, with a team of coaches and support staff.
The problem
Clients, sessions, money and know-how spread across six tools, and none of them joined up.
What we built
The system the whole business now runs on, built one signed-off milestone at a time.
About the screenshots: every screen comes from a showcase copy of the platform filled with sample clients, coaches and figures. No real client data is shown.
Built on Hive Mind, our knowledge platform, as part of our AI workflow automation services.
4 hrs
of session admin handed to the platform every week
130+
session summaries written automatically so far
12
areas of the business in one platform
6 → 1
tools replaced by one place to look
Client Feedback
In the founder's words
★★★★★
The platform has completely changed how we run the business. Everything’s in one place now, the departments are structured, the team’s working from the same system, and the admin that used to eat my week just happens.
Trades coaching business, Australia
Before
Six places to look, and none of them joined up
Answering “how is this client going?” meant opening several of these and piecing it together.
A whiteboard
Counting sessions per client each month.
Six coaches’ calendars
Bookings and Meet links set up one at a time.
Xero and spreadsheets
The numbers lived in Xero; the profit split and the analysis lived in sheets.
Telegram groups
Where the team actually talked about clients, kept apart from everything else.
Documents and memory
The method, the playbooks and how jobs are done, spread across files and people.
What We Built
Every part of the business, one click away
Built one milestone at a time, each signed off before the next began.
01Clients
The whole client on one page
A program board of every session by phase: what is done, what is current and what is still to book.
- Goals, coach tasks, check-ins and internal notes together
- What the team said about the client in chat, summarised
- A board or a list across all clients, with status and lifetime value
02Sessions
From booking to summary, in one place
Book from the session card, then close it out in four steps after the call.
- Clash checks against each coach’s calendar, with the invite and Meet link sent
- The transcript comes in and the AI drafts the client summary
- Actions for both sides pulled out; unticked coach jobs become tasks
- Summary emailed, filed as a Doc and added to the knowledge base
03Program builder
The method, written once and copied to every client
The program is a template. Change it once and every new client’s roadmap follows.
- Phases, a default coach and a subject for each session
- A coach playbook and a client guide per session
- Action items copied onto every client’s session card
04Command Centre
The founder’s planning method, as a working board
Built from the planning system the business already used, in its own language: the yearly goal down to this week’s plan.
- Goals with live progress, from the year down to the week
- Today’s three priorities, plus waiting on, future and recurring
- Type a task in plain English and the AI files it
05Leads
Every enquiry in one pipeline
Leads from ads, forms and referrals land in one inbox and move through to a signed client.
- Value, source and days since last contact on every card
- Expected cash at 30, 60 and 90 days, weighted by stage
- A won lead becomes the client, details carried over
06Team chat and Feed
Team conversations, joined to the clients they are about
The team kept talking in Telegram. The platform mirrors their groups and tags every message that mentions a client.
- Only the team’s groups come in; personal chats are never read
- Reply from the platform; voice notes are transcribed
- A Feed of updates, articles and a live stream of bookings and leads
07Hive Mind
An AI that answers from the business’s own knowledge
The founder chooses what goes in: playbooks, workshop notes, session transcripts, team meetings. Answers show what they came from.
- Ask about a client, a method or a number in plain English
- Filter answers to one source, such as the method or client sessions
- Every knowledge page records which sources it was learned from
08Operating framework
How every job is done, written down next to the work
Departments hold roles, roles hold activities, and each activity has its procedure, an owner and a schedule.
- Scheduled activities turn into tasks on their own
- Shows what has nothing written yet, by department
- A role’s activities can become the checklist on every session
09Financials
The Xero numbers, read the way the founder reads them
Synced from Xero every hour and laid out as the business’s own report, with the analysis Xero cannot do on its own.
- Revenue, where it went, and revenue by program
- Cash, run-rate and the next three months, with the pipeline beside it
- Profit per client, cost per coach, and who owes money
10Team and access
Each person sees the parts of the business they work in
Departments decide what someone can open. Roles decide what they can book. One page per person shows exactly what they can see.
- Clients, sessions and local time per person
- Extra pages for someone whose job crosses two departments
- Booking hours and knowledge-base access per person
11On a phone
The same platform in a pocket
Every page works at phone width, so the founder can check the day, reply to the team or read the Feed between jobs.
How We Delivered
Small milestones, each one live before the next
- 27 May 2026Scope signed: seven milestones for the internal platform.
- 15 JuneFirst milestone live: sign-in, the platform shell and the dashboard.
- June to AugustClient management, the Command Centre and Hive Mind, email, session capture, then finance and leads.
- 17 AugustSecond phase agreed: departments, contacts, operations, team access and chat.
- 14 SeptemberOperating framework live.
- 13 OctoberTeam chat and the Feed live, with every team group loaded with its history.
Signed off, then released
Each milestone is built on a private preview, reviewed with the founder on a call, and only released once it is signed off.
A note with every release
A “What’s new” entry in the platform says what changed, in plain words.
Owned by the client
The code and the data belong to the client, on accounts that move to them. Nothing is locked to us.
Tested on the details
2,586 automated checks cover the business rules: time zones across states, Xero’s quirks, who can see what.
All Screens
The full set
Select any screen to see it larger. Sample data throughout.
Running a coaching business with a team and a programme, on scattered tools? We'll show you what one platform could look like for yours.
Get in touch