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A Business Operating System for a Trades Coach

A trades coach in Australia works one-on-one with trades business owners to help them get off the tools and grow. The founder ran the whole business on scattered Trello boards, and session admin alone ate up about four hours a week. We built them a custom Hive Mind platform that brings clients, sessions, email, meetings and financials into one system. That admin now runs itself.

Hive Mind is our platform that pulls a business's people, conversations, documents and numbers into one connected knowledge graph you can ask questions of in plain language. This build is part of our AI workflow automation services.

The Hive Mind knowledge base, answering questions grounded in the business's own content

Project Information

  • Category :

    Business Operating System

  • Client :

    Trades coach

  • Service :

    AI workflow automation

  • Status :

    Upcoming

  • Result :

    4 hrs/wk admin → automated

  • Location :

    Australia

Project Challenges

The founder ran a growing business on fragmented Trello boards, with no single view of clients, sessions or money. Session admin alone cost about four hours a week, and email was a constant drain.

  • Fragmented Trello Boards – clients, sessions and tasks lived in separate boards with no cross-client view.
  • Four Hours of Session Admin – posting Zoom summaries, links and client notes by hand every week.
  • Email Nightmare – no triage, no drafting, replies lost in the inbox.
  • No Cross-Client Visibility – coaches worked in silos, hard to see who was doing what.
  • No New Systems – everything had to run on the tools the founder already used.

Project Results

The platform is now the single source of truth. Session summaries generate themselves, email sorts itself, and financials update live from Xero. What used to take four hours a week now runs on its own.
  • Auto Session Summaries, With Business Context
  • AI Email Triage, Drafts and One-Click Templates
  • Live Financial Dashboard, Straight from Xero
  • Lead Inbox, Captured and Tracked to Close
  • Hive Mind Knowledge Graph, Answers With Citations
The lead inbox and command centre, with every lead captured and tracked to close

Project Summary

Every session booked in the platform triggers a Google Meet, and when it ends the transcript is pulled, summarised with business context and filed to the right client folder automatically.
The founder owns the codebase and hosting, so the system is theirs, not locked to a vendor. Transcripts can be redacted at any point, and nothing is saved to a database that keeps using it. Every AI answer cites the source it came from, so you can check the reasoning. Meetings created outside the platform are never pulled in, so the knowledge graph stays clean.

“I was just amazed how quickly you got on to some of this stuff. It’s just incredible.”

Trades coach, Australia

Run a coaching or trades business on scattered tools and want one system that runs it for you?

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