For coaching programs, masterminds and paid communities
Reminders, onboarding and follow‑up that run while you coach.
Stop posting the Zoom link by hand. Your member ops, on a schedule.
You load the month's calendar once. Every member group gets the right reminder, with the right link, at the right time. New members get onboarded the minute they pay. Fixed price, written scope, no call needed to start.
- Built on the tools you already use
- You own the accounts
- 1 to 2 hours ahead of New York
- Payment receivedcheckoutt+0s
- Welcome email with login and first stepsemailt+30s
- Invited to the community and the member groupcommunity · WhatsApp · Slackt+1m
- Added to every upcoming live callcalendart+1m
- Reminder the day before and the morning of each callSMS · WhatsApp · emailD−1 · D0
- No login by day 3? Your team gets a pingSlack · emailday 3
Sound familiar?
The program is good. The admin around it runs on memory.
Most coaching businesses I look at have the same three leaks. None of them is hard to fix. They just never get fixed, because the team is busy running the program.
Someone posts the link, group by group.
When that person is sick or busy, members miss the call and blame the program.
Onboarding waits for a human.
Welcome email, community invite, calendar. Done by hand, done late, sometimes not done.
Nobody saw them go quiet.
The signs were there weeks before: no logins, no questions, no calls. Nobody was watching.
What I build
One calendar in. Every reminder out, checked before it goes.
This is the same sequence that runs every month at the mentorship program below. The order matters: nothing reaches your members before it has been checked.
You load the month once
Dates, times, links and the type of each session go into one place. New members joining mid-month are added to the upcoming events automatically.
Every message is generated
Each session type has its own template: a live call gets a reminder the day before and the morning of; a hot seat gets three, with the deadline to submit questions.
Dry run and audit
The whole month is generated without sending anything, then checked: expected totals, no empty fields, nothing scheduled in the past, no message aimed at the wrong group.
Test group first
A sample goes to a test group so you see exactly what members will see. Only after your OK does it go live.
It runs, and tells you when it can't
Messages go out in small batches with pauses between groups. If the connection drops, your team gets an alert.
Running since June 2026
A mentorship program for restaurant owners, 56 member groups.
Brazil · paid mentorship · live trainings and hot seats every month
The members are split across dozens of WhatsApp groups. Each month has around a dozen live sessions: trainings with specialists and hot seats with the founder. I built the scheduler that turns that calendar into every reminder for every group, and it has run every month since June.
Here is September 2026 as it was loaded, with session names translated and specialists' names removed.
- Member groups56
- Sessions in Sep 202612
- Messages generated in Sep1,456
- Reminders per live call2
- Reminders per hot seat3
- Monthly loaddry run → test → live
| Date | Session | Type | Reminders |
|---|---|---|---|
| Sep 2 | Recipe costing | live call | day before 4pm · 9:30am |
| Sep 3 | Hot seat with the founder | hot seat | D−3 · D−2 · D−1, with form deadline |
| Sep 4 | Delivery apps | live call | day before 4pm · 9:30am |
| Sep 8 | Admin routines | live call | day before 4pm · 9:30am |
| Sep 9 | Food safety and kitchen production | live call | day before 4pm · 9:30am |
| Sep 11 | Delivery apps | live call | day before 4pm · 9:30am |
| Sep 15 | Marketing | live call | day before 4pm · 9:30am |
| Sep 17 | Hot seat with the founder | hot seat | D−3 · D−2 · D−1, with form deadline |
| Sep 21 | Finance admin | live call | day before 4pm · 9:30am |
| Sep 23 | Production and portioning | live call | day before 4pm · 9:30am |
| Sep 28 | AI as a tool | live call | day before 4pm · 9:30am |
| Sep 30 | Paid traffic | live call | day before 4pm · 9:30am |
| 12 sessions × 56 groups → 1,456 messages, generated from this one table. Times in Brazil time. | |||
In June, a rescheduled session regenerated its reminders and one landed in a webinar group that should never receive them. Since then, groups are filtered by name before anything is generated, and every monthly load goes through the dry run and the test group. In September a session was entered with the wrong time; a correction went out the same afternoon, and the next morning's reminders were fixed before they were sent. I'd rather show you this than claim zero incidents.
Also running for the same program
An AI agent that reads the member groups
Coaches can't read every message in every group. The agent does: text, voice notes, images and PDFs. It flags what needs action, updates each member's status, alerts the team, and sends a morning report and an evening summary.
- Groups monitored (May 2026)~50
- Readstext, voice, images, PDFs
- Reports to the team8am · 8pm
Python · FastAPI · Supabase · Railway · WhatsApp API · Claude · Whisper
Packages
Start with the reminders. Add the rest when it pays off.
Fixed prices. The written scope confirms the final number before any work starts, based on the tools you already use.
- Monthly calendar → every reminder
- One channel: email, SMS, WhatsApp or Slack
- Dry run and test group before each load
- 7 days of fixes
- Everything in Reminders
- Payment → welcome → community → calendar
- Alert when a new member doesn't show up
- Walkthrough video and docs
- Everything in Onboarding
- AI agent that reads your community and flags what matters
- Weekly report: who is active, who is drifting
- 30 days of adjustments
Process
Written, async, and priced before we start.
No need to block an hour for a discovery call. Everything is in writing, so you can reply between sessions. If you'd rather talk, we can, with an agenda sent ahead.
Tell me what's manual
Five short questions, or a 2-minute screen recording of how it works today.
Written scope in 24h
What gets built, the timeline and one fixed price.
First milestone
50% to start. On Upwork it sits in escrow.
Build, with updates
A short written update and screen video every two days.
Handover
Running in your accounts, with docs, a walkthrough video and fixes included.
Questions
Before you ask.
Which community tools does this work with?
Slack, Circle, WhatsApp, email and SMS can all be automated through their APIs. Facebook groups and Skool limit automated posting, so reminders there usually go by email, SMS or WhatsApp instead. The teardown tells you exactly what's possible with your stack.
Do we need a call?
No. The scope, updates and handover are written. If you prefer a call, I'm happy to do one with an agenda sent ahead.
What if a reminder goes out wrong?
That's what the dry run and the test group are for. If something still slips, you get an alert, and a correction can go out to the affected groups only.
Who owns it?
You do. Everything runs in accounts in your name, with the code and a walkthrough video.
Free member-ops teardown
Send me your program. I'll send back 3 things I'd automate.
One written page, based on what I can see from your site, calendar and community. Within 48 hours. No call, no obligation.
- What your team does by hand today
- What would run on its own instead
- Rough hours saved per week, and a fixed price