How I Built an AI Check-In Assistant That Saves Coaches 10+ Hours Every Week
Stop spending hours on client check-ins. My automated AI assistant handles it all while perfectly matching your coaching style and voice.
Watch Full Tutorial
This Isn't Just Another Chatbot
Total Memory Retention
Reads and remembers every past client check-in, creating a comprehensive history that informs each new response.
Your Exact Coaching Voice
Studies your communication patterns and tone to generate responses that sound exactly like you wrote them.
Seamless Integration
Works directly with your existing client management systems like Airtable, Notion, or any other platform you're already using.
If you're handling 50 client check-ins weekly at 10 minutes each, that's over 8 hours of your time. This system cuts that workload in half - guaranteed.
Why Zapier Chatbots Are The Secret Ingredient
Most coaches try building check-in systems with basic GPT or form + OpenAI combinations, but these approaches quickly fall apart when scaling.
Zapier chatbots provide the critical infrastructure that makes this system work:
  • Conversational memory that recalls client history
  • True integration capabilities between platforms
  • Automation sequences that connect your entire workflow
This creates a unified engine that handles the complete check-in process from start to finish.
Step 1: Creating Your AI's Directive
The foundation of your AI assistant is a clear, comprehensive directive that guides every interaction. This isn't just about what your assistant should do - it's about how it should respond.
Define Your Tone
Specify exactly how formal, casual, encouraging, or direct you want responses to be. Include examples of your natural speaking style.
Set Clear Objectives
Outline what a successful client interaction looks like. Is it problem-solving, encouragement, accountability, or a mix?
Format Guidelines
Establish how responses should be structured—including greeting style, paragraph length, and sign-off approach.
Step 2: Building Your Knowledge Bases
Past Check-In Database
Create a structured database containing client names, previous check-in text, dates, and their progress ratings.
Feedback Repository
Compile your typical response patterns, including how you phrase encouragement, suggestions, and accountability measures.
Coaching FAQs
Document your standard responses to common scenarios like client demotivation, missed goals, or celebration moments.
Pro Tip: Use transcripts from your video responses, voice notes, or written replies to train the AI to authentically replicate your unique coaching voice.
Step 3: Creating The Zapier Integration
This is where the magic happens—connecting all the pieces into a seamless workflow that runs automatically.
  1. Set up a trigger that activates when clients submit their check-in form (works with Typeform, Google Forms, etc.)
  1. Configure Zapier to send client data directly to your custom chatbot
  1. Program the automation to pull the AI-generated reply and paste it into your coaching dashboard
  1. Add conditional logic to flag check-ins that need your personal attention based on keywords or ratings
The entire process happens within seconds of a client submitting their check-in, giving them the impression of immediate, personalized attention.
Step 4: Adding Memory & Feedback Loops
How The System Gets Smarter Over Time
Unlike static chatbots, this system continuously improves by learning from every interaction:
  • Each new check-in and your response are automatically fed back into the knowledge base
  • The AI learns which responses were most effective for specific client situations
  • Your occasional edits to AI-generated replies teach the system to better match your style
Think of it like training a junior coach who shadows you, gradually learning exactly how you'd respond to every possible client situation.
Step 5: Training Your AI Like A Human Assistant
Ask Questions
Engage with your AI using prompts like "Why did you phrase it that way?" to understand its reasoning process.
Provide Corrections
When responses aren't quite right, explain specifically how you would have phrased it instead.
Give Examples
Supply real examples of your best coaching responses for specific scenarios to improve accuracy.
This conversational training approach transforms your AI from a simple template-filler into a true extension of your coaching practice that captures the nuance of your unique approach.
The Complete Tech Stack You'll Need
Form Collection
Typeform, Google Forms, or your existing client portal for collecting check-ins
Automation Platform
Zapier Pro account with chatbot capabilities and multi-step zaps
Database Management
Airtable, Notion, or similar platform to store client data and responses
AI Integration
Custom knowledge bases connected via Zapier's AI capabilities
All these tools work together seamlessly to create a system that feels like a personal assistant rather than a disconnected tech stack.
What's Included In The Full Video Guide
Complete Implementation Resources
  • Step-by-step technical setup instructions for the entire automation flow
  • Ready-to-use prompt templates and AI directives you can copy/paste
  • CSV formatting guide for properly structuring your client data
Everything is designed for easy implementation, even if you're not technically inclined. Most coaches can get this running in a weekend.
Is This System Right For Your Coaching Business?
15+
Weekly Check-ins
You need to be handling at least 15 client check-ins weekly to see significant time savings from this system.
10+
Hours Saved
Coaches report saving at least 10 hours weekly, with many saving 15+ hours as their client load increases.
98%
Client Satisfaction
When properly implemented, clients can't tell the difference between AI-assisted responses and manually written ones.
This system is especially valuable for growing coaching businesses that want to scale without sacrificing the personalized touch that makes their approach special.
Ready To Transform Your Coaching Workflow?
Stop spending your nights and weekends drowning in client check-ins. This AI assistant system gives you back your time while maintaining—or even improving—the quality of your client interactions.
DIY With The Tutorial
Watch the complete step-by-step video guide and implement everything yourself over a weekend.
Get It Built For You
Let Aaron create your custom AI check-in system from start to finish, perfectly tailored to your coaching style.