Optimus Coach Academy is an ICF-accredited coach training provider working with students annually across multiple cohorts, delivering evidence-based coaching diplomas that integrate Psychology and Neuroscience for individuals and organisations across the UK.
At the time
Operations felt inefficient but couldn't pinpoint where
Growth ambitions constrained by existing workflows
Team spending significant time on admin tasks
Unclear which automation opportunities to prioritise
Uncertain about potential ROI from automation investment
Mapped workflows to identify specific bottlenecks
Prioritised automations by impact vs complexity
Quantified time savings and revenue opportunity
Created a phased roadmap with clear milestones
Delivered strong ROI with measurable outcomes
Client Management
Centralised data hub eliminating duplicate entry across multiple systems, intelligent peer matching, Zoom-integrated attendance tracking, and streamlined onboarding workflows.
FTE saved
Opportunity benefits
£125,000
Email Manager
AI-powered inbox handling the majority of handbook FAQs round the clock, automated session changes, pair matching requests, and receipt capture.
FTE saved
Opportunity benefits
£11,244
CRM Optimisation
Automated lead progression tracking, intelligent sales call prioritisation, targeted email sequences, and newsletter automation.
FTE saved
Opportunity benefits
£50,000
Grand total
Full integration of all systems creating a unified operational platform. Combined monthly hours saved, comprehensive cost savings, and unlocked revenue opportunities through increased student capacity and improved conversion rates.
FTE saved
Opportunity benefits
£186,244
Workflow Mapping
25 detailed process diagrams covering student onboarding, register management, peer matching, email handling, sales call progression, invoice collection, and feedback management.
Current State Analysis
Documented findings showing fragmented data across Kajabi, HubSpot, Xero, Google Sheets, ClickUp, and Trello. Spending considerable weekly hours on spreadsheets and handling daily emails.
Opportunity Analysis
Prioritisation matrix ranking automations by impact vs complexity: Quick Wins, Big Swings, and Future Plans with estimated time savings and revenue impact.
ROI Projections
Substantial monthly hours saved, significant annual cost savings, considerable opportunity benefits, and strong Year 1 ROI with scenario modelling.
What we're talking about
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