All work

Process

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

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

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.