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.
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 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
Client Case Study: Ollie Carson
Ollie’s goal: make it effortless for remote pros to win... Faster!
Solution: give coaches + the RP team a single, reliable view of progress, wins, and KPIs so momentum never stalls.
What Was Already Working
- Weekly group masterclass & strong Slack community
- Clear “belt” progression culture
- Clients sharing wins every week
The Upgrade
- We unified forms, wins, belts, KPIs, and call notes in one place (Airtable).
- Every submission now auto-links to the right client so nothing gets lost and the team moves faster.
Results Tracking
- When a client hit’s a new revenue bracket, the system automatically tracks this and alerts he team that the client has graduated to a new belt
Progress tracks itself. Belts change at the right time, and the team sees the win.
Every call, saved where you need it.
After a call, the AI summary and recording link to the client profile automatically
Helping Ollie Coach Faster
Momentum in the Community
Public Wins: New deals, client wins & milestones automatically publised to public channels for celbration
Internal progress notifications: client progression, new milestones & monthly data alerts go to ollie automatically so he can help the clients faster
What This Means
Less Admin, More Coaching
Faster Data, Faster Support
Marketing Ready Social Proof
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.
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.
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.
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."
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 €4,000-€10,000. 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.
