Case Study · Coaching Practice Platform
A complete digital home for a holistic coaching practice serving high-achieving Black women: a marketing site that converts visitors into applicants, an automated application pipeline, a secure client portal, and a full back office for the coach. Two connected applications, one seamless experience.
The Architecture
The public site does the marketing; the portal does the coaching. A new client flows from one to the other without the coach touching a spreadsheet.
A warm, editorial site that tells the brand story and moves visitors toward one action: applying for a Vibe Check call.
A secure, login-protected space where each client's coaching journey lives, plus a private admin where the coach runs the entire practice.
The Offer
3 Sessions
$150The entry point: three focused sessions to identify what's out of alignment and build a first plan of action.
2 Intensive Sessions
$350Deep-dive sessions designed to break through stuck patterns, with prep materials and portal access.
6-Week Program
$2,000A complete engagement with weekly sessions, progress tracking, and full portal access.
12-Week Transformation
$3,500The signature program: three months of weekly coaching through the Focus → Reflect → Refine framework.
The Application Pipeline
Every application triggers a chain the coach never has to think about. The lead is captured, both sides get the right email, and enrolling a new client takes one click.
A visitor completes the Vibe Check application: goals, package interest, and what's bringing them in right now.
The applicant receives a branded confirmation with a summary of what they shared; the coach gets a notification with the full application.
The application appears in the Leads screen, filterable by package, ready to review and schedule.
When it's a fit, the coach creates the client's portal account directly from the admin, credentials and welcome included.
The Client Experience
Every client logs into a portal that holds their entire coaching journey: the intake form they complete before the first session, prep prompts before each meeting, session notes and coach reflections afterward, and a progress journal both client and coach write in.
A curated resource library and a direct line to the coach round it out, so nothing lives in scattered emails or lost PDFs.
Welcome back, Angela
Your story, goals, and starting point
Reflect before each session
Track your shifts week by week
Practices chosen for you
Review and sign online
Reach out between sessions
This agreement is entered into between Y.A.M.S. Wellness and {{CLIENT_NAME}} for the {{PACKAGE}} beginning {{DATE}}.
Sessions are held weekly. Client portal access is included for the duration of the engagement…
Contracts, Handled
The coach writes her coaching agreement once as a reusable template with merge fields for the client's name, package, and date. Sending a contract to a new client takes seconds; the fields fill themselves.
The client reviews and signs right inside their portal, and the signed agreement is stored on their record. No printing, no scanning, no third-party e-sign subscription.
The Back Office
The admin side is protected by coach-only authentication and gives her everything: a dashboard snapshot, the lead pipeline, every client's full record, a session calendar, contract templates, a financials log, a message inbox, and reporting.
Client data is locked down with per-user security rules: each client can only ever see her own records, while the coach sees everything.
Every application in one pipeline, filterable by package and status.
Full client records (intake, sessions, progress, contracts) plus a session calendar.
A payment log tied to clients and packages, with reporting on the practice's revenue.
Client messages from the portal arrive in a dedicated inbox, so nothing is lost in email.
Under the Hood
Both applications run on Google Firebase: hosting, authentication, and a real-time database guarded by per-user security rules. Cloud functions handle the application pipeline, account creation, and every automated email. No monthly software subscriptions.
Your Business Next?
Whether you're a coach, a consultant, or a service business, the back office can carry the weight so you can do the work you love. Let's build yours.
Book a Discovery Call