Valentina Akpan: Founder of Rellatech, providing administrative and operations support to executives, founders, business owners and teams. Her background combines technical support, customer success, administration and operations.
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The Client
Nutrient Dense Life is a health and wellness coaching practice. The founder runs The Metabolic Balance Method, a 12-week transformation programme. She had built the course content and recorded all of her video modules, but the client-facing delivery system was not set up yet, so she was onboarding every new client by hand.
The Problem
She needed the programme's emails sent on a schedule, so each client received the right module and check-in on the right day without her sending each one by hand. She had drafted the content but had no working sequence, no design system, and no clear picture of how the pieces fit together inside her email platform.
In her own words, she liked simple, and the technical side was the part she did not know how to hand off.
Course content written but living in scattered drafts
No working sequence inside the email platform
No design system, so every email looked different
Onboarding every client meant sending emails by hand
What I Did
I organized her drafts into a scheduled sequence that matches her brand, then showed her how to run and edit it.
Mapped the full 78-day journey
I planned 19 emails, 12 weekly modules plus 7 personal check-ins and milestone notes, each timed to a specific day. The twelfth module goes out on day 78, so the delivery schedule ends there rather than on day 84.
Designed every email on brand
I laid out each email to match the clean, neutral look of her course workbook, with linked video thumbnails, branded buttons and formatted checklists.
Built one automation for the whole programme
I set up a single workflow that starts when a client is added to one segment, with day-by-day delays so each client follows their own 78-day schedule.
Removed a tool she didn't need
A planned review form was adding complexity, so I replaced it with a simple reply-to-email. This made the process easier for her and her clients.
Fixed two broken details
I found and fixed a check-in channel that conflicted across emails, and a checkout link carried over from another account that would have sent clients to the wrong place.
Made enrolment a one-step job
She adds a new client to one segment and the schedule sends each email on its day, from day one to graduation. I showed her how to check and edit the sequence, since it needs maintaining when content or links change.
The 78-Day Journey
The sequence has nineteen emails: twelve weekly course modules, with seven personal check-ins and milestone notes in between, each set for a specific day in the client's timeline. The programme is described as 12 weeks, but the twelfth module goes out on day 78, so the delivery schedule ends there rather than on day 84.
Before and After
Before
- · Manually onboarding every client
- · Course drafts sitting in documents
- · No consistent email design
- · Reliance on a planned review form and extra tool
- · Broken checkout link from a previous account
After
- One-step enrolment: add the client to a segment and the schedule sends each email
- Each module sent on its scheduled day
- Branded, consistent emails across the 78-day schedule
- Replies handled by email, no extra tool needed
- Every link verified and pointing to the right place
The Result
Her 12-week programme is now delivered on a schedule. She went from onboarding every client by hand to a one-step enrolment, with a branded sequence that takes each client from day one to graduation on day 78. I walked her through how to check, edit and maintain the sequence herself, since content, links and timing will need updating over time.
- 19 branded emails scheduled across 78 days
- Enrolment cut to a single step per client
- Course modules, check-ins and milestones sent on their scheduled days
- Two broken details caught before they reached a client
- Founder shown how to maintain and edit the sequence herself
She adds each new client to one segment. The schedule sends the emails from there, and she keeps the sequence up to date.
The Takeaway
This project is a good example of the work I do. When a process is partly built and unclear, I organize it into a working system the owner can run and maintain. I handle the planning, the build and the small details that make it work in practice.
What I Used
Who This Is For
This case study is worth reading if you are:
- ●Course creators and coaches with a multi-week programme they currently deliver by hand
- ●Practices selling a transformation programme (12 weeks, 90 days, etc.) where pacing matters
- ●Businesses and startups that recorded the modules but never built the email side of delivery
- ●Anyone moving from cohort-based to evergreen course delivery
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