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A Case Study by The Hour
Virtual Assistant Support for an Online Coaching Business – Onboarding & Calendar Automation
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Company Overview
Helping Coaches Focus on Impact, Not Admin
THE HOUR supports coaches, mentors, and online course creators by taking over repetitive tasks that eat up their time. From scheduling and onboarding to follow-ups and community support, our VAs help creators stay organized while delivering a premium client experience.
We work with mindset coaches, fitness mentors, executive coaches, business strategists, and more.
Need help managing your coaching clients and calendar?
The Client
Supporting a 6-Figure Executive Coach With Global Clients
Our client runs a thriving executive coaching business with clients across 5 time zones. Between calls, DMs, and form submissions, she had little time to handle backend tasks. She needed reliable help without the hassle of hiring.
The Challenge
Here’s what was slowing down the client experience and eating into the coach’s time:
Missed or Overlapping Appointments
Manual scheduling caused confusion, double bookings, and time zone errors.
Slow Client Onboarding
New clients waited days to receive welcome materials and meeting links.
Inbox Overload
High email volume led to missed replies and scattered client communication.
The Solution
THE HOUR assigned a tech-savvy VA experienced in online coaching workflows:
Calendar Automation Setup
Integrated Calendly with Zoom and synced with Google Calendar to avoid overlap.
Client Onboarding Sequence
Created and sent welcome emails, intake forms, contract links, and scheduling details within 24 hours.
Inbox Management
Sorted inquiries, flagged priority messages, and followed up on client responses.
Ongoing Client Support
Sent pre-session reminders, logged notes, and tracked progress in Airtable.
Lead Follow-Up
Reached out to warm leads who hadn’t booked a call and sent pre-qualification forms.
Community Support
Assisted in moderating private groups and answering basic questions.
The Verdict
Here’s what changed after working with us more time saved, less cost, and a stronger team.
