AI bots for coaches
Appointment confirmations and reminders for coaches
Here is what the appointment reminder bot does for coaches. Confirmations and reminders by WhatsApp or SMS, with one-tap confirm or reschedule. It's built for one familiar headache: scheduling sessions across time zones takes too many messages.
Where coaches lose time today
- Scheduling sessions across time zones takes too many messages.
- Clients miss sessions and ask to reschedule at the last minute.
What it looks like in practice
Take a solo business coach running one-to-one programmes as an example. A client booked a session two weeks ago and has forgotten about it. The day before, they get a WhatsApp reminder with the time and address. They reply "can we do Friday instead", the slot moves in Kajabi, and the original time is free for someone else.
How it works for coaches
For a solo business coach running one-to-one programmes, the flow is short and predictable.
- A new session appears in Kajabi.
- The client gets a confirmation straight away.
- A reminder goes out a day before, and again a few hours before if you want.
- They reply to confirm, cancel or ask to move it.
- Changes update Kajabi and you get a short daily summary.
Tools it connects to
For coaches, I usually connect it to Calendly and Kajabi. It runs on WhatsApp Business API, Twilio and n8n behind the scenes.
Questions from coaches
Does the appointment reminder bot work with Calendly?
It depends on your Calendly plan. Some tools open their data through an API and some keep it locked, so before we start I check what yours allows. If a direct connection isn't possible, I'll say so and suggest a workaround before you pay anything.
What happens if something breaks?
The appointment reminder bot sends you an alert when a step fails, so it never fails quietly in the middle of a busy week. You can fix small things with the notes I leave, or add the care plan at $49 a month and I'll handle it.
Can I change how it works later?
Yes. The appointment reminder bot keeps its messages, timings and rules in settings or a simple sheet you can edit. For bigger changes, such as a new step for your clients, message me and I'll quote it first.
Want this for your coaching business?
Tell me how your coaching business handles this today. I'll reply with what I'd build, what it costs and how long it takes.
Get this built