Emi Kirschner Coaching
Strategic ActiveCampaign CRM Setup & Marketing Automation
Ongoing Implementation
Business Coaching
8-12 hrs/week projectedThe Challenge
Emi Kirschner runs a high-touch executive coaching business serving powerhouse entrepreneurs. Her work blends strategic consulting with deep coaching to help visionaries build businesses that run beautifully without running them into the ground.
After a decade of growth, her backend systems were holding her back. Client data was scattered across Gmail, spreadsheets, and various platforms. Manual follow-ups were consuming 8-12 hours per week. With multiple program types (1:1 coaching, intensive programs, and group coaching), she needed a CRM that could handle complexity while keeping the personal, high-touch feel her clients valued. The real challenge wasn't just tech setup—it was designing systems that aligned with her unique client journey and supported sustainable long-term growth.
The Solution
We took a strategic, business-first approach: mapping the complete client journey before touching any technology, designing a sophisticated contact structure for segmentation without overwhelm, and building automations that feel personal and high-touch while running completely hands-free. The goal was to make technology invisible so Emi could focus on coaching, not admin work.
What We Built
Multi-Pipeline System
5 specialized pipelines for networking, lead generation, and client onboarding (1:1, intensive, and group programs) with automated status updates and milestone tracking.
Lifecycle Automation Suite
Automated client check-ins, birthday greetings, referral requests, testimonial collection, and graceful off-boarding that maintains relationships for future re-engagement.
Multi-Tool Integration
Seamless connections between ActiveCampaign, Kajabi (courses), WordPress (website), and ClickUp (project management) creating one unified ecosystem.
Projected Impact
Per week saved on manual CRM tasks
Estimated annual value in recovered time
Projected increase in referral generation
Expected improvement in lead conversion
Additional Projected Wins
- Can handle 2-3x current client volume without additional admin overhead
- Maintained personal touch through automation that feels human and aligned with brand values
- Complete visibility into client journey with data-driven insights for smarter business decisions
How It Works
Strategic Contact Management
Custom fields capture social profiles, birthdays, program interests, and lifecycle stage. Sophisticated tagging enables targeted communication without overwhelming the database, creating a single source of truth for all client relationships.
Intelligent Pipeline Routing
Five specialized pipelines automatically route contacts based on their journey stage—from networking and lead generation through program-specific onboarding. Each pipeline includes automated status updates, task assignments, and milestone tracking.
Lifecycle Automation Engine
Automated workflows handle client check-ins (30/60/90 days), birthday greetings, referral requests at optimal timing, testimonial collection, and graceful off-boarding that transitions clients to engaged alumni. Each automation adapts based on program type and engagement level.
Ready to Scale Your Coaching Business?
See how we can design a strategic CRM system that grows with your business.