How it works
You build a program once. It runs itself for every cohort after that. Here is the whole shape of it, including the parts you set up yourself.
Step one
Set yourself up.
Your practice details, the support address your participants should use, the name you want on the emails and where replies should go. Then upload the material your coaching should draw on: books, workbooks, facilitator guides, frameworks, transcripts.
Roughly an hour, once, ever.
Step two
Build a program.
A program is how many weeks it runs and what each week asks. Start from a template and edit it, or write your own questions. Once it exists it is yours: you can duplicate it for the next client and change two things instead of building it again.
- How many weeks, and when the first check-in lands
- What each week asks, in your words
- What you call a commitment, if you use a different word
- The reminder schedule, and how firm it is
About thirty minutes the first time. Minutes for the second client.
Step three
Run the event and get people in.
Every cohort has a QR code and an open registration link, so the keynote case works: you put the code on the closing slide and people join from their seats without you having collected a single email address in advance. When you do have a list, invite them individually or import the lot.
Sixty seconds of your closing slide.
Step four
They commit, in writing.
Not a vague intention. Each person names what they are going to do, the first specific action, when it is due, what is likely to get in the way, and how they will know it happened. That last one does most of the work: "be a better listener" cannot be checked off, and "ask three questions before offering an opinion in Thursday's meeting" can.
Two or three minutes of theirs.
Step five
The weeks run without you.
Each week an email goes out under your name asking how it went. The check-in takes about five minutes: what they did, what helped or got in the way, what changed, what is next. If someone has not answered after a few days, a nudge follows. If they would rather not have either, they can turn each one off separately without leaving the program.
None of your time at all, unless you want to look.
Step six
The coach turns an answer into an action.
The coaching happens inside the weekly check-in. The participant writes what they did and what got in the way, the coach responds to that, and they go one more round to arrive at a specific next action. What comes back is drawn from the material you uploaded, so it is your thinking rather than a general-purpose chatbot's.
This is deliberately bounded. It is one focused exchange a week on the program in front of them, not a chatbot they can open whenever they like. That keeps the coaching on your material rather than wandering, and it is why the cost of running a cohort is predictable.
Being precise about the mechanism, because the industry is not: your documents do not train a model. They are split into passages and indexed for your account only. When a question arrives, the passages that bear on it are retrieved and given to the model along with the question, and the answer is generated from those. Nothing you upload is used to improve a shared model, and the retrieval physically cannot reach another provider's material.
- Says when your material does not cover something, instead of guessing
- Does not present itself as a person
- Hands off rather than giving medical, legal or crisis advice
- Ignores instructions hidden inside uploaded documents
- Has a monthly spending cap, so it cannot run up a surprise bill
Step seven
Show the client what happened.
At the end, an executive summary: how many enrolled, how many stayed, what people committed to, which barriers came up most often, and what to do next. Plus a CSV of everything, so it can go into whatever your client already reports in.
Individual reflections are not in it. Aggregate reporting is what makes people honest in the check-ins, and honest check-ins are what makes the report worth reading.
Before anyone sees it
Run yourself through it first.
Enrol yourself as a test participant and walk the whole thing: the invitation, the commitment form, a check-in, the coach, the emails as they will actually arrive. Test runs never count against your plan's participant places.
Nobody should put a QR code in front of three hundred people having never seen what happens next, and this is how you avoid that.
That is the whole product.
If it sounds like something your clients would value, tell us what you run.