Eric Joseph Lee
Back to AI enablement and automation

Omnia Consulting (Freelance)

Coaching Business Automation Suite

Built a full automation stack for a coaching business client at Omnia Consulting: smart client onboarding that eliminates manual CRM entry, AI-powered meeting note processing that turns Zoom calls into structured Notion summaries, and a proactive reminder system that reduced missed appointments by 40%. Three interconnected systems built in Make.com — total admin overhead cut from 6+ hours/week to near zero.

Role
AI Automation Engineer & Workflow Systems Designer
Team
Solo build
Timeline
2025
Year
2025
Reduction in missed appointments
40%
Reduction in missed appointments
Admin time saved per month
12 hrs
Admin time saved per month
New clients handled automatically
100%
New clients handled automatically
Interconnected automation systems
3
Interconnected automation systems
Make.com automation — client onboarding flow (lead intake → Telegram → Notion → email)
1 / 3

Process

  1. 1. CRM Automation

    Smart Client Onboarding — zero manual data entry

    • Problem: 6+ hours/week manually copying Tally form responses into Notion CRM.
    • Built a Make.com workflow that triggers when a new lead submits an intake form — parses responses, creates a structured Notion client profile, and auto-tags the client (e.g., 'Career Changer', 'Executive') based on their answers.
    • Added Telegram bot notifications and SendGrid email sequences at each pipeline stage — the entire client lifecycle runs without any manual intervention.
    • Result: 12 hours/month saved on admin work. 100% of new clients onboarded automatically.
    • Tools: Make.com · Tally · Notion API · Telegram Bot · SendGrid

  2. 2. Meeting Intelligence

    AI-Powered Meeting Notes — from Zoom recording to structured Notion entry

    • Problem: Coaches spending 40% of their attention on note-taking during sessions, with zero analysis of what was discussed.
    • Built a Make.com pipeline triggered by Zoom recording availability: OpenAI Whisper transcribes the full call → ChatGPT-4 generates a structured summary with 3 action items → syncs to Notion with searchable tags.
    • GPT-4 prompts were iteratively refined based on coach feedback — the system improves its output quality over time.
    • Result: Coaching quality improved with AI-generated session insights. 100% of calls processed automatically.
    • Tools: Make.com · Zoom API · OpenAI Whisper · ChatGPT-4 · Notion

  3. 3. Smart Reminders

    Proactive reminder system grounded in client session history

    • Problem: 30% of follow-ups missed due to generic reminder systems that didn't reference what was discussed.
    • Built a reminder workflow triggered 24 hours before each session: pulls the client's current goals from Notion, constructs a personalized Telegram message that references the last session's focus area — 'Discuss: [goal from last session]'.
    • Result: 40% reduction in missed appointments within 30 days of deployment.
    • Tools: Make.com · Google Calendar · Notion · Telegram API · Google Sheets

Outcomes

  • Three production automations running simultaneously — CRM onboarding, meeting intelligence, and session reminders all interconnected through Notion as the central data layer.
  • Combined impact: 12+ hours/month freed from admin, 40% fewer missed appointments, and a coaching operation that runs itself between sessions.
  • Client went from spending the majority of their admin time on manual data entry to spending it on clients.

Skills and tools

  • Workflow Automation
  • AI Agents
  • Prompt Engineering
  • Freelance