CASE STUDY • HIGHLEVEL • full operational build
Building the Backend Infrastructure Behind a Seven-Figure Coaching Operation
Learn how a seven-figure coaching business worked with me to build an automated client onboarding, streamlined multi-tier team commissions, and integrated HighLevel, Airtable, Kajabi to remove technical bottlenecks and support rapid scale.
PROJECT SNAPSHOT
CLIENT TYPE
Group Coaching • Mastermind
INDUSTRY
Coaching • Online Education
ENGAGEMENT
Full Operational Build • Retainer
TIMELINE
Built and run across a multi-year engagement (2 years)
TOOLS
HighLevel
Stripe
Airtable
Asana
SKILLS
CRM Architecture
Custom Objects
Compliant Intake
Database Architecture
INTEGRATIONS
Stripe Payments
A2P 10DLC SMS
MIGRATED FROM
Kartra
- THE problem
What was broken and what they needed.
The founder of this high-ticket coaching was great at marketing, not at systems. After scaling past a million dollars in its first two years, the backend operational setup was buckling under the weight of its own growth. The business was simply expanding faster than the technology supporting it.
The operations had to split cleanly across two distinct programs: a high-touch, 16-week group accelerator program backed by four separate teams, and an elite mastermind program that the owner marketed and ran herself. The accelerator alone had a dozen moving pieces, including paid ads, applications, sales pipelines, milestone check-ins, certifications, and automated upsells.
The owner had no desire to touch the tech or figure out where the buttons lived. She needed a seamless backend machine built, managed, and monitored so that her core team could focus entirely on client fulfillment and sales without getting bogged down by software limits.
The Solution: The entire backend infrastructure was designed and deployed from scratch. By wiring HighLevel, Airtable, and Kajabi into a single integrated network, the new architecture automates every step from legal signing to commission payouts—completely freeing the owner from daily technical management.
- THE SYSTEM
How it connects
- the build
Key highlights from the build.
01
The contract — not the payment — starts onboarding.
At a high price point with financing options, a checkout box isn't enough protection.
See the logic +Close −
At a high price point with multiple financing options, a simple checkout box isn't enough protection for the business. I engineered the onboarding workflows to ignore payment triggers and look strictly for a signed legal contract.
This protects the company's intellectual property by halting the automated onboarding chain if a buyer backs out before their legal agreements are finalized.
02
The welcome comes from the right account manager — automatically.
Weighted team rotation HighLevel couldn't do natively, built in Airtable.
See the logic +Close −
The company distributes accounts on a strict rotation, but HighLevel lacked the native logic to handle weighted team rotations reliably. I built the distribution engine inside Airtable, using Zapier to write the results back to the CRM.
The conditional logic automatically fires a personalized welcome email from the assigned manager's own address, with their exact calendar link attached.
03
Account managers track 30 clients each by record — not by spreadsheet.
A Google Sheet falls apart once a manager has dozens of active accounts.
See the logic +Close −
Most scaling coaching programs track student fulfillment in a messy Google Sheet, which falls apart once a manager has dozens of active accounts. I built each account manager a custom dashboard inside Airtable instead.
Statuses and milestone notes live directly inside the client's record, triggering automated warning flags the moment a client begins to slip.
04
The 16-week program checks in on its own, on a clock.
Premium touchpoints can't depend on an employee's memory.
See the logic +Close −
A premium accelerator requires consistent touchpoints that can't depend on an employee's memory. I mapped date-driven automations directly to each client's specific program start date.
The system runs alongside the team, automatically flagging manager check-ins at the 6, 8, and 12-week marks and issuing a formal graduation certificate the second course metrics are cleared.
05
Course delivery stayed in Kajabi — but it talked back to the CRM.
She preferred Kajabi's interface, so the portal had to stay perfectly synced.
See the logic +Close −
The owner preferred Kajabi's high-end student interface, so the portal had to stay perfectly synced with the HighLevel CRM. Account access updates automatically on contract-status changes.
To maximize program consumption, I set the accelerator's core training videos to automatically strip and distribute as a private, secure podcast feed for on-the-go listening.
06
Three commission trackers — three roles paid on three different rules.
Closers, setters, and account managers each earned on different criteria.
See the logic +Close −
The sales closers, setters, and account managers all earned monthly revenue on completely different operational criteria. I built centralized tracking databases inside Airtable to calculate each role's pay against the right data points.
Sales deals are tracked against paid transactions, while account managers are automatically credited for alumni mastermind upgrades the second a client renews.
- THE LIFECYCLE
How the client moves through it.
- the SHIFT
What changed for the business.
FOR THE OWNER
She marketed. The system did the rest.
She didn't have to know where the buttons were. The system caught every buyer, onboarded them, assigned them, and carried them through 16 weeks — built for volume, not for her attention.
FOR THE TEAM
Everyone had their own view.
Sales saw their pipeline, managers saw their clients, the VA saw onboarding and off-boarding. The account managers did not have to fight spreadsheets to maintain their clients, and no one waited on someone else to update a row.
FOR THE CLIENTS
The right experience, every time.
The right manager, the right calendar, check-ins on schedule, a certification at the end — the same way, whether they were one of ten clients or fifty.
IN HER WORDS
"Working with Qwantel is like having a tech expert, and a data wizard all in one. "
TAELER | BUSINESS COACH AND FITNESS MENTOR
READY TO WORK?
Ready to work together?
Now that you've seen what we can do for other clients,
let's get started on your project!
Helping online professionals build the backend systems that reflect the quality of the work they actually do.
On this side of the internet we fully celebrate all colors, genders, and lifestyles and fully back minority and LGBTQ led businesses.
And honey, if you can’t roll with that consider this one less tab in your browser to keep open.