How Maya's coaching studio moved 40 clients into one portal in 6 weeks
Brief
Maya's Coaching Studio, a small online PT business, was running 40 clients across spreadsheets, a messaging app and emailed PDFs. Check-ins came in as screenshots. Programs lived in shared docs that clients lost.
Maya was spending her evenings on admin instead of coaching, and clients were dropping off because tracking felt like homework.
Approach
Maya started by moving five clients into The Whole Thing as a trial. Each client linked to her in the app, so their workouts, food and check-ins showed up in her coach portal straight away.
She then used the portal to:
- Build her own programs, starting from the Workout Library
- Set up weekly check-ins with weight trend, photos and notes
- Get Odin to draft meal plans she could tweak per client
- Take payments through Stripe instead of chasing bank transfers
- See her whole client roster on one screen
Key shifts:
- Check-ins arrived on time and in one place
- Clients logged food with the barcode scanner instead of guessing
- Maya reviewed a client in minutes, not half an hour
Solution
Within 6 weeks, Maya's Coaching Studio had:
- All 40 clients linked in the coach portal
- Every program built and delivered in the app
- Weekly check-ins coming in on time
- Payments running through Stripe
- Meal plans drafted by Odin and approved by Maya
Her weekly admin dropped from around 10 hours to 3.
Results
What's next
With the basics sorted, Maya's Coaching Studio is now:
- taking on new clients without adding admin,
- building a beginner program for her group sessions,
- and using check-in trends to spot clients who need a call.
Her next goal:
grow to 60 clients this year while keeping her evenings free.