Your Invitation to join The Systemised Coach
I help fitness coaches put the right systems and automations in place — so you get your time back, love running your business again, and deliver a world-class client experience that naturally fuels growth

by Aaron O'Malley

The Mission is Simple
From Maxed Out
To Freedom
Most coaches think the answer is to hire more staff, work longer hours, or buy another "magic funnel." But the truth is, you probably don't need any of that. What you really need are systems that save you hours every week, automate the repetitive stuff, and give you clarity at every stage of your business.
When that happens, you stop firefighting and start actually enjoying the business you worked so hard to build.
Why Now?
Here's the reality for most coaches:
  • Leads are falling through the cracks.
  • Onboarding takes hours.
  • Clients get forgotten, and every week feels like firefighting instead of progress.
The truth? You don't have a "lead problem" or a "motivation problem."
You have a systems problem.
The Wrong Approach
❌ Hiring more staff they don't actually need
❌ Buying another "magic funnel" or ad template
❌ Working longer hours just to keep up
But none of those fix the real issue. If your backend is messy, adding more people, tools, or hours only makes the chaos grow.
The Coaches Who Thrive
✅ Every lead is tracked automatically
✅ Clients are onboarded seamlessly
✅ Daily operations run in the background without you
If you don't put systems in place, you eventually max out… no matter how good you are as a coach.
The Systemised Coach is here to make sure you don't hit that ceiling.
What Is The Systemised Coach?

The Systemised Coach isn't a course. It isn't another "business in a box." And it isn't a software subscription designed to lock you in.
Here's how it really works:
Step 1: Systems Audit
We start by running a full audit of your coaching business. Together, we break it down into the key areas every fitness coach needs to run smoothly.
Step 2: Custom-Built Systems
Once we know the gaps, we build the exact systems and automations your business needs.
Step 3: Handover & Freedom
By the time we're done, you'll have a business backend that runs in the background, so you don't have to babysit every detail.
Systems Audit: Breaking Down Your Business
  • Lead tracking
  • Sales process
  • Client onboarding
  • Program delivery
  • Check-ins & accountability
  • Client calls
  • Offboarding
  • Retention & referrals
  • Finance & reporting
This gives us a clear picture of what's working, what's broken, and what's missing.
Custom-Built Systems
No templates.
Everything is designed specifically for your business model.
No forcing you onto one tool.
We use what works best for your specific needs.
No upsells into software you don't need.
Only stuff that actually solve your problems.
Everything is designed for your workflow, your goals, and your coaching model. And it's all built in a way that can grow with you. So you're not rebuilding things again in six months.
Handover & Freedom
By the time we're done, you'll have a business backend that:
  • Captures and tracks every lead automatically
  • Onboards clients seamlessly
  • Keeps retention and referrals flowing
  • Gives you clear visibility into your numbers
  • Runs in the background without you
And unlike other "Systems & Automation Services", this isn't a subscription to GoHighLevel (I hate it and won't use it) you're chained to. You pay me to build the stuff on your software.
How It Works
Working with me is simple. I don't believe in adding more complexity to your plate… the whole point is to remove it.
01
Kickoff & Audit
We start with a kickoff session where I dive deep into your business. Together, we map out every system you currently have (or don't have) across lead generation, sales, onboarding, delivery, retention, referrals, and finance. This audit shows us exactly where the cracks are.
02
Custom Game Plan
From the audit, we design your personalised systems blueprint. No two coaches get the same setup because no two businesses are the same. You'll see exactly what needs to be fixed, automated, or restructured, and in what order.
03
Build & Install
This is where I get my hands dirty. I build out the systems and automations that solve your biggest pain points directly inside the tools you already use (or the best fit tools if something's missing). You don't lift a finger, and you don't get forced onto software you don't need.
04
Testing & Training
Once everything is live, I run through the systems with you. You'll see how it works, how to use it, and what happens automatically in the background. By the end, you'll feel confident that your business can finally run smoothly without you chasing it.
05
Handover & Support
When the build is complete, you own it. No subscriptions to me. And if you ever want additional tweaks or upgrades down the line, I'm just a call away.
Is The Systemized Coach Right For You?
❌ Who This Is NOT For:
  • Hobby Coaches → If you're still treating coaching as a side hustle and haven't worked with clients consistently yet, this isn't the right fit.
  • Shiny Object Chasers → If you're looking for the next "hack" or shortcut instead of building real foundations, this won't be for you.
  • Outsourcers Too Early → If your plan is to throw people at the problem by hiring staff before fixing your systems, this isn't the solution.
  • Not Ready to Commit → If you don't have 2–3 hours to invest upfront to map, test, and learn your systems, it won't stick.
✅ Who This IS For:
  • Full-Time or Committed Coaches → You're already serving clients and want to make the business smoother, more scalable, and more enjoyable.
  • Coaches Feeling Maxed Out → You're at capacity, and growth feels impossible without more time or staff.
  • Client-First Leaders → You care about delivering a great client experience and know retention and referrals drive growth.
  • Freedom Seekers → You want a business that runs without you being chained to admin and follow-ups.
  • Long-Term Thinkers → You understand that systems are an investment in freedom and future growth, not a short-term gimmick.
If that sounds like you, The Systemised Coach will give you the tools, structure, and confidence to scale without the chaos.
What Coaches Achieve With The Systemised Coach
When the backend of your business works the way it should, everything changes.
More Time Back
No more late nights chasing clients, sending contracts, or manually checking spreadsheets.
Smoother Client Experience
Onboarding becomes seamless, follow-ups happen automatically, and clients feel supported at every step.
Higher Retention & Referrals
When clients feel taken care of, they stay longer and naturally send more people your way.
Space to Grow
With systems doing the heavy lifting, you can focus on coaching, content, or scaling.
What Coaches Are Saying
"Not knowing what I didn't know was a very difficult difficult hurdle to overcome. I really appreciated the way that you sat down and explained everything that I could use to automate and systemize in a better way to make scaling in the future more easy. I also really appreciate you being able to work with me and help me really understand what was set up, and your ability to answer every question I've had. I'm confident that all these systems will help me scale my business to the next level and take things hands off so I can do what I love to do do best, coaching!"
"Aaron dove into my business and set up automations that would improve my clients experience while freeing up my time to deliver an even better service. I’ve saved around 10-15 hours per week of manual tasks."
"It’s only been a few weeks with the new systems, but I can already tell a big difference. The main thing is that everything is in one place. It’s so much easier to know where all of my clients are at a glance. This has both decreased my fulfillment time as well as made my fulfillment much more streamlined. One of the best parts of working with Aaron has been learning all of the features that I wasn’t utilizing before. It’s opened my eyes to systematizing and automating other aspects of my business and life. Aaron has also been very accommodating in making changes, implementing details and working with new ideas throughout the implementation process. I can’t wait to build my business to the next level and work with him again. Highly recommend"
Why Work With Me?
I get it! Because I've been in your shoes.
Before I ever built The Systemised Coach, I spent six years as a coach. I loved working with clients, but behind the scenes my business was a mess.
Leads were slipping through the cracks. Onboarding new clients took way too much time. I was buried in admin, chasing payments, and constantly feeling like I needs something to change if I ever wanted to grow.
Here's My Story
I fell in love with training when I was a teenager.
It wasn’t just a hobby... it was the plan.
When I left school, did a PLC, then went to college.
Got qualified, started working in-person as a PT.
Went on to do a postgrad in Exercise & Nutrition Science.
I was all in. Coaching wasn’t a side hustle. It was the plan.
I transitioned into online coaching and started growing.
I thought… More clients. More income. More flexibility.
From the outside, it looked like success.
But behind the scenes...
Stuck in busy work.
Hunting leads.
Drowning in DMs and check-ins.
And no "REAL" holidays.
The Moment That Changed Everything
One day, I was playing with my son.
I only had him for a few hours per week at that time
And I couldn’t stop thinking about check-ins.
Notifications going off. Clients messaging.
My mind wasn’t in the room.
That’s the moment that broke me.
That’s when it hit me:
-> I didn’t need more clients.
-> I didn’t need a team.
-> I didn’t need a mentor.
I needed a system.
Because the thing I built to give me freedom.
Was now the thing taking it from me.
I didn’t hate coaching... I hated how I was running it.
And if I didn’t fix it, I was going to burn out completely.
So I made a decision:
Step back, Systemise everything And build the kind of business I wish I had from day one.
After building some systems and automations, I started to realise I liked working on the business more than being inside MyFitnessPal
Then after helping a good friend (another coach) build some automations, he gave me the push I needed to set up this business
I’m not a mentor.
I don’t talk mindset.
But I am the person mentors bring in when they want their clients to learn about systems & automation to build leaner more leveraged businesses.
One with systems, boundaries, and actual time freedom.
Here’s some places you might have seen me speaking
How to Get Started
If you've read this far, you probably recognise that your systems are holding you back. The good news? Fixing them is simpler than you think.
01
Apply
Fill out a short application so I can understand your business and see if this is the right fit.
02
Call
If it looks like a fit, we'll jump on a call. I'll walk you through how the process works, answer your questions, and make sure this will actually solve the problems you're facing.
03
We Decide Together
If it's a yes, we'll lock in your audit and get to work. If not, I'll point you in the right direction. No pressure, no pushy sales pitch.
Because The Systemised Coach isn't for everyone… and that's the point. I only take on a handful of coaches at a time to make sure the systems we build are done right.
So if you're ready to free up your time, deliver a better client experience, and finally have a business that runs smoothly in the background…
Apply to Work With Me
Client Case Study: Charlie McLeod
The Client
Charlie had over 50 clients and strong revenue. Despite success on the surface, Charlie’s backend operations were disorganized, manual, and costing him valuable time. His Business Systems Audit scored just 13%, showing the urgent need for structure rather than more leads.
The Challenge
  • No clear pipeline visibility
  • Sales calls happened, but no tracking, follow-up, or insights into why deals closed/failed.
  • Onboarding and offboarding were entirely manual, consuming hours each week.
  • No centralized client hub — progress, notes, payments, and check-ins were scattered.
  • Check-ins were clunky Google Forms with no reminders or flags.
  • Call notes were often lost or never taken, with no connection to client records.
  • Financial tracking was unclear — no visibility into payments, revenue, or failed charges.
The Solution
We rebuilt Charlie’s coaching business backend with 10 automated systems, streamlining lead tracking, sales, client management, fulfillment, and retention.
Automated Lead Management
  • Added a Content Management System to plan and post content consistently.
    Result: Daily warm leads and organized content.
  • Lead Management Board in Airtable auto-populated from funnels/forms.
  • Business Dashboard showing leads by stage, show-up, and close rates.
    Result: No lost leads, complete pipeline visibility.
Sales
  • AI Sales Trainer summarises every call, highlights what worked, and suggests next steps.
  • Sales Tracking Automations update the pipeline and trigger follow-up reminders.
    Result: Improved close rates and clear follow-up process.
Fully automated onboarding:
  • Payment triggers intake forms, contracts, Trainerize add-ons, and resources.
    Result: “New clients onboard themselves” — hours saved weekly.
Client Management
Client Management Dashboard consolidating check-ins, compliance, notes, calls, and payments.
Result: One hub for every client’s progress.
Check-ins
Smart Check-in System with logic-based branching, flags for red/amber clients, and auto-reminders.
Result: Faster check-ins, less chasing, improved client experience.
Cleit Calls
Automated call recording + AI summaries with Fathom, auto-attached to client profiles.
Result: Never forget what was said, clear next steps.
Offboarding
  • Automated offboarding deactivates clients in Trainerize and logs them.
  • Re-offer system pings Charlie in 6 weeks to pitch a comeback.
    Result: Past clients turned into future sales opportunities.
Finance
  • Automated finance tracking: pulls Stripe payments, flags failed charges, links to profiles.
    Result: Clear financial data and visibility across all revenue streams.
Before Implementation
13%
After Implementation
100%
The Results
10-15
Hours Saved Weekly
Freed up 10-15 hours per week of manual tasks, allowing for focus on core coaching.
25%
Increase in Client Capacity
Enabled the business to serve 25% more clients without increasing work hours.
Client Quote
"Before working with Aaron, nothing was organised… everything scattered and manual.
Aaron’s service stood out because everything just happened so fast. Super quick replies, instant tweaks, nothing dragged out.
I realised the systems were working basically straight away. There’s still more for me to learn, but the difference was obvious from day one.
Now, business runs smoother, faster, and client fulfilment is on point. I’m not stuck doing admin all day anymore."
Video Testimonial: Paudie Moore
Business: Online Coaching
Key Highlights from the Testimonial
Capacity & Growth
"The client and their partner were already maxed out; growth wasn’t possible without streamlined systems and automation."
Done-for-you service
"Instead of being handed steps to implement themselves, everything was built and set up for them, saving time and reducing stress.
Tangible results
"They gained free time for the first time in years, onboarding no longer feels overwhelming, communications run smoothly, and the check-in process is faster and more fulfilling."
Video Testimonial: Jackson Bloore
Business: Online Coaching
Key Highlights from the Testimonial
Improved client fulfillment and operations
"Aaron identified bottlenecks and weaknesses, then implemented systems like a dynamic client check-in form that clients love, which also integrates seamlessly into their backend"
Stronger sales and client tracking
"Aaron set up a sales CRM and automations such as an automatic meeting updater that logs Zoom AI notes directly into Airtable and emails clients, saving manual work."
Collaborative, customized approach
"Aaron listens, makes adjustments, and personalizes solutions instead of providing a one-size-fits-all system, ensuring the tools fit the business"
Video Testimonial: Rowan O'Shea
Business: Online Coaching
Key Highlights from the Testimonial
Complete client journey automation
"Aaron rebuilt Ron’s onboarding system and client journey from sign-up to graduation, ensuring no one falls through the cracks and every client receives the same high-level support."
Enhanced client experience
"Clients now receive drip-fed education, support calls, check-ins, weekly Zoom links, and prompts in the Facebook group — all automated and delivered at the right time."
Time savings & reliability
"The system takes much of the workload off Ron, giving him clarity on where each client is in their journey while saving significant time."
My Guarantee to You

I don't believe in hype or empty promises. What I do believe in is building systems that work — and I've proven that time and time again with the coaches I've helped.
Here's my guarantee:
👉 If you show up, engage in the process, and follow through on the few things I need from you, I will build you a business backend that saves you hours, improves your client experience, and sets you up for growth.
Fair?
What I don't guarantee is overnight miracles.
If you're expecting me to wave a magic wand while you sit back, this won't be for you.
But if you're committed to working together, I'll be right there in the trenches with you — building the exact systems your business needs to run smoothly.
That's my guarantee.
The Investment & ROI
Every coaching business is unique, and so is its investment. The cost for The Systemised Coach varies depending on the specific systems and backend overhaul required, typically landing around €3,000-€7,500. However, this figure can be higher or lower based on the project's scope and complexity.
The crucial question isn't just the upfront investment, but the substantial return it delivers. Let's explore three key areas where this investment truly pays off:
€13K
Time Saved Annually
By streamlining administrative tasks and follow-ups, The Systemised Coach can save you 10–15 hours per week. At a conservative value of €25/hour, this translates to an annual saving of €13,000 to €19,500, effectively freeing you from hours of manual work.
€12.5K
Increased Client Capacity
Smoother, automated operations allow most coaches to comfortably take on at least 25% more clients without increasing their working hours. This often means an additional 12–25 clients annually, potentially generating an extra €12,500 to €50,000 in revenue each year, based on average client value.
€10K
Higher Client Retention
Superior systems lead to an improved client experience, which in turn fosters higher retention rates. A modest 10–15% boost in retention can significantly impact your lifetime client value. For a coach with 50 clients, each worth €2,000, this equates to an additional €10,000 to €15,000 in annual revenue.
Video Testimonial: Ben Heron
Business: Online Coaching
Key Highlights from the Testimonial
Significant time and energy savings
"Automations removed manual tasks, giving Ben and his team more bandwidth and freeing up time for higher-value work."
Smoother client experience
"Systems streamlined the entire client journey, reduced noise, and ensured everything was more structured and documented."
Closed gaps and captured opportunities
"Aaron identified missed opportunities in lead generation and client delivery, introducing systems that maximized efficiency and improved service quality."
Video Testimonial: Tijana Daly
Business: Online Coaching
Key Highlights from the Testimonial
Clarity and structure from the start
"Aaron identified gaps during the intake process and showed Tiana a clear vision for automation that she hadn’t even considered."
Fully automated onboarding
"As soon as a client pays, agreements, app setup, welcome emails, and client cards are all handled automatically, centralizing information in one place."
Massive time and energy savings
"Automations freed up hours of unnecessary admin work, giving Tiana back valuable time and mental bandwidth to focus on coaching"
Frequently Asked Questions
1
How long does it take to see results?
Most clients notice a difference within the first few weeks — usually right after their onboarding and lead-tracking systems go live. From there, every month gets easier as more of your business runs smoothly in the background.
2
Do I need to be tech-savvy to make this work?
No. I do the heavy lifting for you. You don't need to be a "tech person" — I'll show you how everything works in simple terms, and you'll be able to run it without me.
3
What tools or software do you use?
I'm not tied to any software company. I'll recommend the tools that best fit your business, and I'll set them up for you. No subscriptions, no lock-ins, no upsells.
4
What if I've already tried building systems before and it didn't work?
That's exactly why this exists. Templates and pre-packaged systems rarely fit your business. I audit and build custom solutions, so they're designed for your workflows — not someone else's.
5
How much time will I need to commit?
I ask for a few hours upfront to walk through the audit and give me what I need. After that, most of the work happens on my side. You'll just need to test, learn, and use the systems once they're in place.
6
Is there ongoing support after the build?
Yes. Once your systems are live, you own them. But if you ever want tweaks or upgrades later, I'm just a call away.
Let's systemize your business — and give you back the freedom you started coaching for in the first place.