Automation Setup for Coaching Business (Airtable, SMS, Stripe, n8n)
Budget: $250 – $750 USD
Overview
I’m a fitness and functional health coach building backend automation to streamline session tracking, billing, client updates, and daily workflows. I use Airtable, Google Calendar, Stripe, and n8n (already self-hosted on a VPS).
This project is for Phase 1 of my system. If this goes well, I’ll have follow-up work in a few months for Phase 2, which includes scraping, dynamic AI workflows, and automated graph generation. Bonus if you have experience in those areas.
Scope of Work
You’ll build the foundational automation system that powers my client operations. That includes Airtable setup, session logic, messaging workflows, and daily business support.
1. Airtable Base (Build From Scratch)
You’ll create several linked Airtable tables including:
- Master Client List
- Session Log
- Weight Tracking
- Nutrition & Training Updates
- Coaching Notes
- To-Do List
I’ll provide a full field-by-field spec once you’re hired.
2. Session Tracking Automation
Triggered by Google Calendar events
- Client name extracted from event title
- Deduct 1 session in Airtable
- Send a re-up message when sessions are low (using static Stripe checkout link)
If SMS can’t be handled directly through n8n, I’m open to using a third-party service like Twilio—please advise.
3. WhatsApp to Airtable Logging
I’ll message my bot through WhatsApp with client updates (text or voice notes), such as:
“Ashley’s carbs are now 170”
“Pause Rachel’s training this week”
“Melissa says her digestion is still off”
The system should:
- Transcribe voice if applicable
- Parse the message to identify client + update category
- Log to the appropriate Airtable table
4. Stripe Integration
- Trigger a re-up message when sessions are low (static Stripe link)
- Respond to messages like: “Send invoice to Rachel for 10 sessions” by generating and sending the Stripe invoice
- When a new client is added to Airtable, create a Stripe customer and sync their ID
5. Daily Digest Bot
Send me a digest twice daily (9 AM and 3 PM) via email or WhatsApp, including:
- Clients with low sessions
- Active items on my to-do list
- more ideas to come on this! tbd!
6. To-Do List Input via WhatsApp
Create a simple Airtable to-do list that I can update by messaging the bot throughout the day (e.g., “Add: follow up with Jen about macros”).
----------------------------------------------------
Requirements:
- Strong experience with Airtable and n8n
- Stripe integration experience
- SMS automation setup (Twilio or other service)
- Clear workflow documentation
- Can begin immediately and work efficiently
---------------------------------------------------
Bonus (skills for Phase 2 of project)
- Experience with scraping
- Experience using OpenAI API to build multi-step agent workflows
- Familiar with data visualization (e.g., generating charts via QuickChart or similar)
Let me know if you have questions. I’m ready to get started immediately. Thank you!
I’m a fitness and functional health coach building backend automation to streamline session tracking, billing, client updates, and daily workflows. I use Airtable, Google Calendar, Stripe, and n8n (already self-hosted on a VPS).
This project is for Phase 1 of my system. If this goes well, I’ll have follow-up work in a few months for Phase 2, which includes scraping, dynamic AI workflows, and automated graph generation. Bonus if you have experience in those areas.
Scope of Work
You’ll build the foundational automation system that powers my client operations. That includes Airtable setup, session logic, messaging workflows, and daily business support.
1. Airtable Base (Build From Scratch)
You’ll create several linked Airtable tables including:
- Master Client List
- Session Log
- Weight Tracking
- Nutrition & Training Updates
- Coaching Notes
- To-Do List
I’ll provide a full field-by-field spec once you’re hired.
2. Session Tracking Automation
Triggered by Google Calendar events
- Client name extracted from event title
- Deduct 1 session in Airtable
- Send a re-up message when sessions are low (using static Stripe checkout link)
If SMS can’t be handled directly through n8n, I’m open to using a third-party service like Twilio—please advise.
3. WhatsApp to Airtable Logging
I’ll message my bot through WhatsApp with client updates (text or voice notes), such as:
“Ashley’s carbs are now 170”
“Pause Rachel’s training this week”
“Melissa says her digestion is still off”
The system should:
- Transcribe voice if applicable
- Parse the message to identify client + update category
- Log to the appropriate Airtable table
4. Stripe Integration
- Trigger a re-up message when sessions are low (static Stripe link)
- Respond to messages like: “Send invoice to Rachel for 10 sessions” by generating and sending the Stripe invoice
- When a new client is added to Airtable, create a Stripe customer and sync their ID
5. Daily Digest Bot
Send me a digest twice daily (9 AM and 3 PM) via email or WhatsApp, including:
- Clients with low sessions
- Active items on my to-do list
- more ideas to come on this! tbd!
6. To-Do List Input via WhatsApp
Create a simple Airtable to-do list that I can update by messaging the bot throughout the day (e.g., “Add: follow up with Jen about macros”).
----------------------------------------------------
Requirements:
- Strong experience with Airtable and n8n
- Stripe integration experience
- SMS automation setup (Twilio or other service)
- Clear workflow documentation
- Can begin immediately and work efficiently
---------------------------------------------------
Bonus (skills for Phase 2 of project)
- Experience with scraping
- Experience using OpenAI API to build multi-step agent workflows
- Familiar with data visualization (e.g., generating charts via QuickChart or similar)
Let me know if you have questions. I’m ready to get started immediately. Thank you!