Business Coach & Facilitator
My client is a business coach and facilitator running quarterly and annual planning sessions for leadership teams across multiple organisations. Before each session, every team member completes a pre-work form covering accomplishments, rocks, issues, and priorities. The responses were coming in through different channels with no central place to collect, store, or review them.
On top of that, there was no CRM to manage client relationships, no connection between his website and his business tools, and no consistent process for anything from onboarding to session prep. Everything relied on memory and manual effort.
Every session I'm manually pulling together responses from multiple people, trying to group themes and turn it into something I can actually use in the room. There's no system, no structure, just me piecing it together each time.
No CRM in place to manage leads, clients, or deal stages
WordPress website not connected to any business tool or follow-up system
Pre-work submissions coming in through different channels with no structure
No central place to store or review responses across multiple organisations
Session prep being rebuilt manually every time, taking hours before the work even started
No way to separate and review submissions per organisation at a glance
The solution was built across five interconnected layers, CRM foundation, website integration, call documentation, pre-work collection, and automated session prep, creating a single connected system that eliminated the manual effort at every stage.
Set up GoHighLevel as the central CRM for managing leads, clients, and deal stages. Configured pipelines, contact records, booking calendars, and automated confirmation emails so every client relationship has a clear home and nothing gets lost
Connected Fathom to GoHighLevel via Zapier so that AI-generated call summaries land automatically in the relevant contact's notes after every session, building a running record of every client conversation without any manual effort
Connected the WordPress website to GoHighLevel so that enquiries and contact form submissions feed directly into the CRM. No manual copy-paste, no missed leads
Built two versions of the pre-work intake form in Jotform, one for an existing long-standing client and one for all new client groups, with consistent question language aligned to the facilitation methodology and a unique session code field so every submission is automatically tied to the right organisation
Built Zapier automations connecting both Jotform forms to separate master Google Sheets. Every new submission is written automatically into the correct tabs across 8 structured sections, with each row stamped with the session code, respondent name, role, and date
Built a Google Apps Script embedded directly into the master sheet. When my client types a single trigger word in the READY TO PREP column, the script reads the session code, scans all tabs of the master sheet, and automatically creates a clean copy of the template sheet in Google Drive containing only that organisation's submissions, correctly placed across every tab
Created a full SOP library covering every part of the system, GoHighLevel basics, Fathom, JotForm editing, the full quarterly planning workflow, and a complete Zapier setup guide, so the client and their VA can manage and maintain the system going forward
Contact form on WordPress feeds directly into GoHighLevel. Lead is created automatically, no manual entry needed.
WordPress + GoHighLevelDeal stages, contact records, booking calendars, and automated confirmation emails all managed inside GoHighLevel from first enquiry through to active client.
GoHighLevelAfter every Zoom call, Fathom records, transcribes, and summarises the session. The summary is sent automatically to the relevant contact's notes in GoHighLevel via Zapier.
Fathom + Zapier + GoHighLevelMy client shares the Jotform link with the organisation along with a unique session code. Each team member completes their own submission using that code so every response is tied to the right group.
JotformZapier fires on every submission and routes the data into the correct tab in the master Google Sheet. Each response is tagged with session code, name, role, and date across all 8 sections.
Zapier + Google SheetsWhen all submissions are in, my client types a single trigger word in the master sheet. The Apps Script instantly creates a clean session sheet in Google Drive with only that organisation's data, correctly split across all tabs and ready to use.
Google Apps Script + Google DriveMy client walks into the session with a clean, structured sheet covering every team member's responses, organised, grouped, and ready to facilitate from.
Google DriveA visual map of how every tool and step connects, from the first enquiry through to the session sheet being created in Google Drive.
The system scales across all client organisations without any additional setup. One master sheet handles every company. My client went from spending hours manually piecing together responses before every session to having a clean, structured sheet ready at the press of a trigger word.
"With Mo, we built a system using Jotform, Zapier and Google Sheets that streamlines my client interaction process for strategic planning. She helped me think through the work-flows and then built a flowchart describing the entire process. From there, she built the system. She was on time and guided me through a fairly complex process. I made it more complex because I want a custom process for each of my clients. Beyond that, she connected our CRM, website, and call recording tools into one system, and built an automation that generates a complete planning sheet for each client group automatically. If you have the opportunity to work with Mo, you will be pleased with the results."
A full video walkthrough of the system from form submission through to the organisation sheet being created in Google Drive.