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AI Automation System for Executive Coaching Practices

Watch Me AI built Granola, Zapier, and Relay.app automation for an executive coaching practice, saving 30+ min/client/week.

30+ min/client/week

Via automated session workflows

6–12 months

Implementation Time

Co-founder @

The Challenge

Rachel runs an executive coaching practice serving CEOs of PE and VC firms, with four subcontracted coaches. Her processes were entirely manual: session notes had to be written up by hand, coordination with coaches happened only quarterly, and the summaries she sent clients were rarely read. She wanted to differentiate her practice in a crowded market but had no idea how to manage technical work or determine what to build.

What They Built

Watch Me AI built three interconnected no-code tools: a Coaching Feedback Analyzer scoring sessions against ICF competencies, automated post-session email summaries with follow-up reminders, and a custom AI assistant trained on the coach's methodology for between-session client support.

Mollie Amkraut Mueller began with prompts rather than pipelines — running every prompt manually against real session transcripts before building any automation. Only after the coach validated quality did they wire the automation layer. The resulting system connects Granola for transcription, Zapier and Relay.app for automation, and a custom Rachel Bot trained on her methodology for between-session support. No code was written. The full build took under three weeks.

AI Role

Rachel adjusted her coaching approach in her very next session after seeing AI-generated feedback that she was giving too much advice.

AI Model

Other

Infrastructure

• Granola (session transcription) • Zapier (workflow automation) • Relay.app (pipeline orchestration) • Google Drive (document storage)

Integration Points

• Granola → Zapier (transcript handoff) • Zapier + Relay.app → email automation • Google Drive → Rachel Bot knowledge base

Impact

1 session

Rachel adjusted her coaching approach in her very next session after seeing AI-generated feedback that she was giving too much advice.

0 engineers

Entire system built with off-the-shelf tools and custom prompts — no custom code, no dev shop, no ongoing development dependency.

30+ min/client/week

Time saved per client weekly once the full automation pipeline scales across the practice.

Technology Utilized

Cost

No items found.

Founders and operators of small professional services practices — coaches, consultants, advisors — who assume fixing workflows requires technical expertise but need a structured, human-centered AI approach.

Repeatability:

Co-founder @

Connect with the Expert

Industry:

Professional Services

Business Function:

Operations

HR & People

Company Size:

1-50

Project Cost:

Cost not disclosed

Ownership:

Founder-Owned

Organization Type:

Private Company

AI Pattern:

Process Automation (RPA + AI)

Conversational AI (Chatbot / Agent)

Value Type:

No items found.

AI Model:

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