CEO scheduling handled from one place
You coach dozens of clients and schedule them all over email. Your preferences live in your head, and threads quietly stall.
Before and after.
The CEO of an executive coaching firm personally coaches dozens of clients and scheduled everything over email, with an assistant in the loop. His preferences lived in his head, time away was invisible to people booking, and three systems gave three different answers about who had actually met that week.
- Scheduling rules only in the CEO's head
- Time away invisible to people booking
- Three systems, three attendance answers
- Every scheduling email in one database
- 3 ranked times from real rules and calendar
- Stalled threads get a draft follow-up
What we built, step by step.
Log every scheduling email
Every scheduling email is captured in one database, with a status that moves as the thread progresses.
Suggest 3 real times
It reads the dates the contact proposed, applies his rules, removes busy and away time, and returns the best three.
Draft the follow-up
When a thread goes quiet, a follow-up is drafted for review. Nothing is sent automatically.
Check who actually met
Each week, real sessions are separated from travel and time away, declined events are ignored, and clients with no session rise to the top.
From busywork to running on its own.
The problem
The CEO of an executive coaching firm personally coaches dozens of clients and scheduled everything over email, with an assistant in the loop. His preferences lived in his head, time away was invisible to people booking, and three systems gave three different answers about who had actually met that week.
What we built
We built six connected workflows on one Notion database. They log every scheduling email, suggest the best 3 times using his rules and real calendar, draft follow-ups for stalled threads, copy the calendar in every 5 minutes, and check attendance and the gap between sessions each week.
What changed
Every thread, meeting and client session now has one source of truth. Suggested times respect time away, stalled threads surface with a draft ready, and weekly attendance takes minutes, with missing clients flagged and explained.
Built in-house by our founder, before or alongside Workchestra. Names and numbers in the screens are samples; the results are real.
Want this for your team?
A free 20-minute call with the founder. We will tell you honestly if it is worth automating.