Valentina Akpan: Founder, Rellatech. Admin and technical virtual assistant for businesses and startups with teams.
Coaching businesses live or die on two things: how quickly applicants get on a call, and how well past clients get re-engaged for renewals or referrals. Keap and Keap Max Classic are excellent at both, but only if the account is built around the coaching workflow rather than e-commerce defaults.
The setup I build for solo coaches and small coaching practices.
The application flow
- ●Application form (Wufoo, Typeform, or Keap's own) posts to Keap and applies 'Lifecycle - Applicant'
- ●Immediate confirmation email with the booking link to your Calendly or Acuity
- ●Booking confirmed in Calendly fires a tag 'Behaviour - Booked Discovery Call'
- ●Pre-call reminder sequence (24 hours, 1 hour) with prep questions
- ●Post-call follow-up sequence with proposal and 2-3 follow-up touches
Nurture for applicants who don't book
About half of applicants never book. A 14-day nurture sequence that re-offers the call once a week recovers a meaningful percentage of them.
- ●Day 1: short reminder of the booking link
- ●Day 4: case study or testimonial from a similar client
- ●Day 9: 'biggest mistake my coaching clients fix in month one' style email
- ●Day 14: final invitation, then move to long-term newsletter list
Onboarding and delivery
- ●On purchase, apply 'Lifecycle - Client' and 'Cohort - YYYY-MM'
- ●Trigger a welcome sequence with intake forms, scheduling links, and resource library access
- ●Send a 'midpoint check-in' email at the halfway point of the engagement
- ●Send an 'engagement ending' sequence two weeks before the contract ends
Renewals and referrals
- ●Renewal offer 14 days before contract end, with a tag-triggered 'Renewed' or 'Not Renewing' branch
- ●On 'Not Renewing', drop into an alumni nurture (1 email per month) so you stay top of mind
- ●Quarterly referral ask to alumni with a simple 'who do you know' prompt
- ●Annual return-to-coaching campaign with a checkup offer
Coaches who treat past clients like a marketing list almost always re-sign more clients than coaches who run cold ads. Keap is what makes that easy to systematize.
FAQ
Work with Rellatech
Keap and Infusionsoft (Keap Max Classic) work is a regular part of what I do. If any of the above sounds like your account, a short call is the fastest way to see whether it's a fit. Scope and pricing live on the Keap & Infusionsoft Consultant service page.
Contact MeNot ready for a call? Take the free operations assessment and I will send you a written breakdown within 24 hours.