Before you build

Start here

The one-time setup every system uses.

1. 1

   What you are building

   Six systems that do the work around your coaching:

   1. The Post-Call Flow. Your call ends. Session notes get filed and a recap email waits in your drafts.
   2. Pre-Session Prep. A one-page brief on each client, waiting for you before the day starts.
   3. The Onboarding Machine. From "yes" to agreement, invoice, welcome, intake and a first-90-days plan.
   4. Resource Recommendations. The right worksheet from your own library, matched to what the client is going through.
   5. The Testimonial Catcher. Every time a client praises your work on a call, it gets saved word for word.
   6. The Living Client Profile. One running record per client that every other system reads from.

   Plus one piece you build first, because every system uses it: your voice, so every draft sounds like you.

   You build all of it by talking to Claude. You paste a prompt, Claude asks you questions, and Claude builds it. You do not write code. You do not need a terminal. You do not need an API key.

2. 2

   The four things everything is made of

   1. The Claude desktop app, on a paid plan. Pro works for one or two systems. If you run all six, the hourly checks add up, and you may want Max. You build inside Cowork, the tab in the desktop app where Claude can use your tools and run tasks on a schedule.

   Getting there: download the Claude desktop app from claude.ai/download, install it, and sign in. At the top of the app you will see a few tabs. Cowork is one of them. Click it and you get a chat box, like normal Claude, plus a sidebar with a Scheduled section. Everything in this playbook happens in that chat box. When a step says "paste this into a new Cowork chat", start a new chat in the Cowork tab and paste it in.

   2. Connectors. These are the sign-ins that let Claude use your tools. You set them up once under Customize, then Connectors. You click Connect, sign in with the account you use for coaching, and approve. No keys, no passwords handed over. You will want:

   • Gmail, Google Drive, Google Calendar for every system
   • Zoom, Fathom or Fireflies, whichever records your calls
   • DocuSign and Stripe or QuickBooks, only for onboarding, and only if you use them

   3. One folder in your Google Drive called Coaching Systems. Every system keeps its rules and its work in there. That is the reason these systems run with your laptop closed. More on that below.

   4. Scheduled tasks in Cowork. A scheduled task is a short instruction Claude runs on a timer, like "every hour, check for finished calls." You find them in the Scheduled section of the Cowork sidebar. There are two ways to make one. Click + New task there and fill in the name, the instruction, how often, and the working folder. Or type /schedule at the start of a Cowork chat message (the slash, then the word) and Claude walks you through it. Every task has a Run now button. Use it whenever you want to test something without waiting for the timer.

3. 3

   The rule that keeps you safe: nothing ever sends

   None of these systems send email. Ever. Everything a client would see lands in your Gmail drafts, and you press send yourself. Anything meant for you, like a morning brief or a "this needs you" note, also lands as a draft addressed to you. Drafts sync to your phone, so you still see them straight away.

   The Gmail connector can send email, so you lock that down yourself. Do this before you build anything:

   1. In the Claude app, go to Customize, then Connectors, then Gmail.
   2. You will see a list of everything the connector can do, one line per tool, each with a small setting next to it: Always allow, Needs approval, or Blocked. Find the tools for sending, replying and forwarding. Set each one to Blocked.
   3. Find the tool for creating drafts. Set it to Always allow. A scheduled task runs with nobody there to click "approve", so anything set to "Needs approval" makes the task stall. Set the tools that search and read mail to Always allow too.

   Now Claude cannot send, even by mistake, even if a prompt asks it to. One catch: these settings can reset after a Claude app update. Every time the Claude app updates, open Customize, then Connectors, then Gmail, and look. The weekly health check at the bottom of this page reminds you too.

4. 4

   Why everything lives in Google Drive

   Cowork runs a scheduled task in the cloud, with your laptop closed, as long as the task only uses connectors. The moment a task needs a file on your computer, it can only run while your computer is on and awake.

   So nothing in this playbook keeps anything on your computer. Rules, notes, logs, your voice guide, your client list: all of it lives in the Coaching Systems folder in Drive. When you create a scheduled task, leave the working folder empty. If you point it at a folder on your laptop, it quietly becomes a laptop-only task.

5. 5

   Set this up once: the Coaching Systems folder

   Paste this into a new Cowork chat. It is the first build.

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   Set up my Coaching Systems folder. Use only connectors. Do not create anything
   on my computer.
   
   1. Check which Google account the Google Drive, Gmail and Calendar connectors are
      signed in to. Tell me, and ask me if that is my coaching account. Stop until
      I answer.
   
   2. In my Google Drive, create a folder called Coaching Systems. Inside it create:
      Setup, Post-call, Pre-session, Onboarding, Resources, Testimonials, Profiles.
      If a folder with that name already exists, tell me and use it. Do not make a
      second one.
   
   3. In Setup, create a Google Sheet called Client list with these columns:
      Name, Main email, Other emails, Status (active, paused or ended),
      How often we meet (weekly, every two weeks, monthly), Notes.
      Then ask me for my current clients one at a time, or ask if I would rather
      paste a list. Put what I give you in the sheet. If I give you more later,
      tell me to add it to the sheet myself, because you cannot edit a sheet
      after you make it.
   
   4. In Setup, create a Google Doc called Settings with: my name, my coaching
      email, my timezone, how long my sessions run, my calendar's name, my
      booking link if I have one, my video meeting link, the name of the
      folder where my client folders live, and where session notes go inside a
      client folder (the client folder itself, or a subfolder like "Sessions"). Ask me each one. If I don't have one,
      write "none".
   
   5. Check that sending is blocked. Try to send a one-line test email to my own
      address, and only my own address. It should be refused. (If the block
      is not on yet, the worst that happens is I get one test email from
      myself.) If it goes through, stop and walk me through
      Customize, then Connectors, then Gmail, and set send, reply and forward to
      Blocked and create draft to Always allow. Then try again.
   
   6. Tell me in plain words what you made and where to find it.

6. 6

   Your call recordings: which tool, which setting

   Every system reads your call transcripts. Pick the one you already use.

   • Zoom. Needs a paid plan, Pro or above, and you have to be the host. In Zoom's settings, turn on Smart Recording and Meeting Summary. They are AI Companion features, and without them the Zoom connector cannot read your calls. Claude cannot see your Zoom settings, so this one is on you. Turn them on before your next call. Calls recorded before that will not be readable.
   • Fathom or Fireflies. Both have official connectors. Connect them, and Claude reads your transcripts from there. If you already use one of these, this is the easier path.

   Tell your clients you record. Your agreement needs three lines, and it is easiest to add them all at once, now:

   1. You record sessions, with their permission, to take notes.
   2. You use AI tools to help with notes, follow-up emails and preparation. Nothing is sent to them without you reading it first.
   3. You may ask to quote something they say, and you will always ask them first.

   Before you use client information, check the data settings for each tool on the plan you pay for. In the Claude app, open Settings, then Privacy, and turn off the setting that lets your chats be used to improve Claude. Read the current terms for your Google and Zoom plans too. Then tell your clients what you checked. Do not tell anyone their words never leave your computer. They do, to do the work.

7. 7

   The order to go in

   Start with the setup on this page, then your voice guide, then the Post-Call Flow. That gets your recaps writing themselves.

   After that, add one system at a time: profiles, prep, testimonials, resources, onboarding. Run each one on your real clients before you build the next, so every piece is tested before the next one leans on it.

8. 8

   Build them in this order

   1. Your voice. Everything else drafts in it.
   2. The Post-Call Flow. The biggest time saver and the easiest first win.
   3. The Living Client Profile. It reads the notes the post-call flow files.
   4. Pre-Session Prep. It reads the profile.
   5. The Testimonial Catcher.
   6. Resource Recommendations.
   7. The Onboarding Machine. The most moving parts, so it goes last.

   One rule: build one, then run it for a week on real clients before you build the next. Every system gets something wrong in its first week, and using it is the only way to find out what.

9. 9

   The weekly health check

   Build this once you have your first system running. It is the thing that tells you when something has quietly stopped.

   Copy

   Create a scheduled task called Weekly health check. Run it every Friday at 4pm.
   Use only connectors. Leave the working folder empty.
   
   Each run:
   1. For each folder in Coaching Systems, look at what was created this week.
   2. Draft me one email, addressed to me, subject "Coaching systems: weekly check".
      For each system, one line: working (with the count of what it made this
      week), quiet (nothing made, and that might be fine), or stuck (it should
      have made something and didn't).
   3. End with one line reminding me to open Customize, then Connectors, then
      Gmail, and check send, reply and forward are still set to Blocked.
   4. Draft only. Never send.

First, your voice

Your voice

Teach Claude to write like you, so every draft sounds like you.

Before you start

The Coaching Systems folder from the Start Here page exists, and Gmail and Google Drive are connected.

Get ready

Think of three emails you sent a client in the last few months. One recap, one where you told them something hard, and one about scheduling, money or a boundary. Do not look them up yet. You will need them in step 6.

A heads-up

Claude is going to read your sent mail, including the awkward ones: the late-payment email, the hard feedback. That can feel exposing. Those emails are the most useful ones here, because they are where your voice is most yours. Nothing is copied out of Gmail except the short examples in your voice guide, with every name removed.

1. 1

   The prompt

   Paste this into a new chat in Cowork.

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   Build me a voice guide: one Google Doc that captures how I write, so every draft
   you or any of my scheduled systems write sounds like me.
   
   Work through the steps in order. Stop where I say stop and wait for me.
   Use only connectors. Keep nothing on my computer.
   
   STEP 1. CHECK WHAT YOU CAN REACH
   Using the Gmail connector, tell me which email address you are signed in as and
   ask if that is my coaching address. If I have more than one address on this
   account, list them and ask which ones I write to clients from. Stop until I answer.
   
   STEP 2. FIND MY REAL WRITING
   Search my Sent mail from the last 18 months for emails I wrote to coaching
   clients. Leave out vendors, newsletters, calendar confirmations, group emails and
   anything I only forwarded.
   
   Rank what you find: I wrote the body myself, sent to one person, in a thread
   where I wrote more than once. Do NOT drop short emails. My quick check-ins are
   part of how I write. Leave out mail that is plainly not to a client. If you
   are not sure whether an email counts, include it and let me reject it.
   
   Show me up to 40 as a table: number, date, recipient first name, first 15 words,
   word count. If there are more than 40, spread your picks across the 18 months
   and across different kinds of email, so it is not all recaps. If you found
   fewer than 40, show me all of them and tell me the real number. Then stop. I
   will reply with the numbers that are real client emails, like "1-6, 9, 12".
   Analyse nothing until I do.
   
   If the search stops short of 18 months, tell me how far back it reached.
   
   STEP 3. CHECK THE SPREAD
   I write differently depending on the situation. Sort the emails I approved into:
    1. Session recaps and follow-ups
    2. Short check-ins between sessions
    3. Hard feedback, where I told a client something they did not want to hear
    4. Boundaries and money: rescheduling, late payment, scope, saying no
    5. First contact with someone new
   Show me the count in each. For any situation with fewer than 3 emails, ask me to
   paste 2 more examples, or to tell you "skip it". If I skip it, mark that
   situation THIN in the guide. Never guess how I sound in a situation you have no
   examples of.
   
   STEP 4. ANALYSE, WITH COUNTS
   Read the approved emails. For each item, give me a number and quote two real
   lines:
    - Sentence length: typical, longest, shortest.
    - Paragraph length, in sentences.
    - Email length in words, per situation.
    - First lines: do I use their name, mention the last session, open with a
      question? Count each.
    - Greeting: Hi, Hey, Dear, or none. Count each.
    - Sign-off, character for character, and whether it changes by situation.
    - Contractions: how often "you're" versus "you are".
    - Exclamation marks and questions per email. Bullet lists, and when. Dashes.
    - At least 15 words and phrases I use often, with counts. Mark the ones I
      use in the same words every time, like a set opening question.
    - Words I never use that most professional emails do. This list matters as
      much as the last one.
    - How I give hard news: lead with it or build to it? Soften with a question?
    - Anything else that would tell someone who knows me that I wrote it.
   Where there is not enough evidence, say so. Do not fill a gap with a rule that
   sounds right.
   
   STEP 5. WRITE THE VOICE GUIDE
   Create a Google Doc called "My voice" in Coaching Systems/Setup. If one already
   exists, move the old one into a folder called "Old versions" inside Setup first,
   and tell me you did.
   
   Write it as instructions to whoever is drafting, starting with "Write as
   [my full name]." Put in:
    1. The rules, numbered. Each one specific enough that a stranger could follow
       it and pass for me. Not "be warm". Say what warmth looks like in my
       sentences. After any rule built from fewer than 3 emails, write "(from N
       emails)".
       Phrases I repeat word for word go in a list headed "Use exactly", with
       when I use them. Use them only where they fit, never as filler.
    2. What changes by situation, for the five situations in step 3. Sign-offs go
       here if mine change.
    3. The never list.
    4. Three short example emails built from my real ones, with every name,
       company, job title, email address and phone number replaced by [CLIENT],
       [COMPANY] and so on. One recap, one hard feedback, one boundary. If a
       situation is THIN, say so instead of inventing one.
    5. At the bottom: "Drafts only. Nothing written with this guide is ever sent
       by anyone but [my name]."
    6. At the top, one line: "Version 1, [today's date], built on [number] emails."
   Keep it under four pages. A long guide gets skimmed.
   
   Show me the link.
   
   STEP 6. TEST IT BLIND
   Now I will give you the bare facts of three emails I really sent. Only the facts,
   not the email. For example: "Client missed two sessions, I wanted to say that
   without making her feel bad, and offer Thursday."
   
   Ask me for them one at a time. For each, write the email using only the voice
   guide. Do not search my mail for the real one.
   
   Then I will paste my real email. Tell me what you got right and what you got
   wrong. For anything wrong, name the rule that was missing.
   
   STEP 7. FIX WHAT THE TEST FOUND
   If the test found missing rules, write "My voice" again with them added.
   Create the new one first, with the next version number and today's date on the
   top line. Then add the date to the old one's name and move it to Setup/Old
   versions. If two of my real emails disagree
   with each other, show me both and ask which is how I write now.
   If two or more of the three test emails had real misses, run the test again
   with three more of my emails after the fix. If I do not have three more,
   skip it, and list the new rules as "not yet tested" at the top of the guide.
   The first real drafts will test them.
   
   STEP 8. TELL ME WHAT I HAVE
   Finish with:
    - How many emails the guide is really built on.
    - Which situation is weakest and how many more examples would fix it.
    - Which rules you are sure of and which are a guess.
    - How I correct it from now on (see below).

Work out the real rule behind the difference. The word swap is only the symptom. Check it
against my sent emails. If they disagree with my correction, show me and ask
which is how I write now. Then write a new version of "My voice": move the
current one to Setup/Old versions, create the new one with the rule added, and
bump the version line at the top.

System 1 of 6

The Post-Call Flow

Notes filed and a recap waiting in your drafts after every call.

Before you start

The Coaching Systems folder and your Client list exist (Start Here page), your voice guide is built (Build 1), and your recording tool is connected with the right settings on.

1. 1

   How it works

   Three pieces, and you will make all three in this build:

   1. The Rules doc. A Google Doc in Coaching Systems/Post-call that says exactly what to do with a finished call. You can read it and edit it like any doc.
   2. A scheduled task that runs every hour and says one thing: open the Rules doc and follow it.
   3. The Handled folder. Every time a call is dealt with, a small file goes in Coaching Systems/Post-call/Handled. That is how it knows never to do the same call twice.
2. 2

   Paste the build prompt

   Paste this into a new Cowork chat. Fill in the three lines in square brackets first.

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   Build my post-call system. Use only connectors. Keep nothing on my computer.
   Work through the steps in order and stop where I say stop.
   
   About me:
    - I record my calls with [Zoom / Fathom / Fireflies].
    - My client folders are in [the folder name, for example "Clients"], one folder
      per client, named like [an example folder name].
    - Session calls on my calendar are titled like [an example, for example
      "Marcus / Dana coaching"].
   
   STEP 1. PROVE EACH CONNECTION
   Do one small real thing with each and show me:
    a. My recording tool: the titles and dates of my last five recorded calls.
    b. Gmail: the subject line of the last email I sent a client.
    c. Google Drive: open Coaching Systems/Setup and show me the Client list and
       the Settings doc. Then list five of my client folders.
    d. Google Calendar: what I have on tomorrow.
   If any fail, stop and tell me which and why.
   
   STEP 2. MAKE THE FOLDERS
   In Coaching Systems/Post-call create two folders: Handled and Skipped.
   
   STEP 3. ASK ME TWO QUESTIONS
    a. What should happen with a call that is not a client session: discovery
       calls, group calls, supervision, personal calls? The rules skip them. Tell
       me if I want something else, and change rule 3a to match.
    b. When a next session gets agreed on a call, do I want it held on my
       calendar? If I say no, replace everything under rule 8 with "Leave the
       calendar alone."
   
   STEP 4. WRITE THE RULES DOC
   Create a Google Doc called "Rules" in Coaching Systems/Post-call. Put in it the
   rules text I paste after this prompt, exactly, with my answers from step 3.
   Only fill in the [SQUARE BRACKETS IN CAPITALS]. Leave the lowercase ones,
   like [date] or [client name], exactly as they are: they get filled in on
   every run.
   Fill them from what I told you and from my Settings doc. Then read the doc back
   and check no capital brackets are left. Show me the link.
   
   STEP 5. RUN IT BY HAND ON THREE OLD CALLS
   Pick one real client session from last week. Follow the Rules doc for that one
   call, but show me everything before you file or draft anything: which client
   you matched and why, the notes, and the recap. I will correct you. Then do it.
   Then do two more calls, from two other clients. Do not create the scheduled
   task yet.
   
   STEP 6. MARK THE START LINE
   Create a file in Post-call/Handled called "START [today's date and time]".
   From now on, the system ignores every call that ended before this moment,
   except the three we just did by hand, which you already filed.
   
   STEP 7. CREATE THE SCHEDULED TASK
   Walk me through creating it myself in the Scheduled tab, or create it with
   /schedule. These are the settings:
    - Name: Post-call flow
    - How often: hourly. (The rules skip quiet weekends by themselves.)
    - Working folder: none. Leave it empty.
    - Prompt: "Open the Google Doc called Rules in Coaching Systems/Post-call and
      follow it exactly. Use only connectors."
   Then run it once by hand with Run now, and show me what it did.

   Then, in the same message, under the prompt, paste the Rules doc text:

   Show allCopy

   POST-CALL RULES
   
   These rules run every hour. Follow them in order. When a rule says
   stop, stop for that call and move to the next one.
   
   NEVER
    - Never send an email. Create drafts only.
    - Read only the sources these rules name. Never search the rest of my Drive.
    - Never invent a date, a commitment or a quote. If it was not said, it does
      not go in.
    - Never guess which client a call belongs to.
    - Never create a client folder.
    - Never invite a client to anything. Calendar holds are on my calendar only.
   
   0. WHEN TO RUN
   If it is Saturday or Sunday, stop here unless I had a session today.
   
   1. FIND NEW CALLS
   List calls from my recording tool, [TOOL], that ended in the last 14 days.
   Ignore any that ended before the START file in Coaching Systems/Post-call/Handled.
   Ignore any with a file in Handled whose name contains that call's ID, or a
   file in Skipped marked "not a session" or "waiting for you". A call in
   Skipped marked "no transcript" gets checked again: if its transcript has
   appeared, carry on with it and move that Skipped file to the trash.
   (In file names, write call IDs with every "/" changed to "-".)
   Ignore anything shorter than 5 minutes.
   
   2. WAIT FOR THE TRANSCRIPT
   If a call has no transcript yet, leave it. The next hourly run will check again.
   If a call ended more than 6 hours ago and still has no transcript, create a
   Gmail draft addressed to me, subject "Post-call: no transcript for [call title]",
   saying so, and put a file in Skipped named "[date] [call title] [call ID] no
   transcript". Do this once. If that file already exists, just leave the call
   until its transcript appears. When it does appear and you handle the call,
   draft me one line: "The transcript for [call title] came through. Notes and
   recap are done. Delete my earlier no-transcript note."
   
   3. WORK OUT WHICH CLIENT IT IS
    a. First, is it a one-to-one client session at all? If it is a discovery
       call, a group call (more than two people talking on the transcript, or
       more than one person besides me on the recording's participant list),
       supervision, or a personal call (read the start of the transcript if the
       title does not make it clear), put a file
       in Skipped named "[date] [call title] [call ID] not a session" and stop.
    b. Look for an event on my calendar that overlaps the call.
    c. If that event, or the call's participant list, includes someone on my
       Client list (Coaching Systems/Setup/Client list), check their Main email
       and Other emails columns. One match means it is that client. Go on. If
       they joined from an address that is not on the Client list, mention it in
       the notes, under "Check".
    d. If the call joined from an address not on the Client list, but the
       calendar event at that time has exactly one client on it, it is that
       client. Mention the new address in the notes, under "Check".
    e. If two clients could fit, or nobody fits, stop. Create a Gmail draft to
       me, subject "Post-call: which client?", with the call title, time and the
       names you can see, and put a file in Skipped named "[date] [call title]
       [call ID] waiting for you". Do not file anything. When I tell you in a
       chat who it was, run the rules for that call by hand and put the file in
       Handled.
   
   4. READ THE TRANSCRIPT LIKE A PERSON
   Speaker labels are often wrong, especially at handoffs. Read for meaning. If
   the labels look swapped, work out who is who from the conversation: I ask most
   of the questions. Transcripts mishear names and jargon. Fix obvious ones
   ("oh-kay ares" is OKRs). If you are unsure what was said, write [unclear].
   Do not confuse two people with similar names. Colleagues the client mentions
   are not the client.
   
   5. PULL OUT
    1. COMMITMENTS. Every commitment made on the call. Owner (the client or me)
       and date, in the words used. "By Thursday" becomes the actual date of that
       Thursday. "At some point" becomes "no date agreed". Never turn a vague
       commitment into a firm one.
    2. WHAT I SUGGESTED THAT THEY DID NOT AGREE TO. Keep this separate.
    3. WHAT THE SESSION WAS ABOUT. Three or four plain sentences.
    4. WHAT I PROMISED. Anything I said I would send, find or introduce.
    5. THEIR WORDS. Two or three lines worth keeping, exactly as said.
    6. WHAT CHANGED SINCE LAST TIME. Read their last session notes first, if there are any.
       Progress, a repeated stuck point, a change in how they talk about it. If
       the same stuck point has come up before, say how many times and when.
    7. WORTH KNOWING. Something personal or important they mentioned once and
       moved past, like a family illness. Keep it short. Do not reach for it.
   
   6. FILE THE NOTES
   My client folders are in [CLIENT FOLDERS FOLDER], named like [EXAMPLE CLIENT FOLDER].
   Session notes go inside the client's folder, in: [WHERE NOTES GO]. Before creating
   anything, check there for a notes doc with this call's date. If one exists, do
   not make another. Otherwise create a Google Doc there named "[yyyy-mm-dd] Session notes". Include the date,
   the length of the call, and all seven sections from step 5, in that order,
   with short headings. Readable in 30 seconds. Put a "Check" section at the end
   for anything I should look at (a new email address, an [unclear] line).
   
   7. DRAFT THE RECAP
   Open Coaching Systems/Setup/My voice and follow it.
   Check my Gmail drafts first. If a recap draft to this client for this call
   already exists, do not make another.
    - To: the client's Main email from the Client list. Never the address they
      happened to join from.
    - What we covered, short. What they are doing, with dates. Include every
      commitment they made. If my voice guide prefers one action, lead with the
      most important one and keep the others to a short line each. What I am doing,
      with dates. The next session, if one was agreed.
    - Nothing that was not said on the call.
    - Do not put anything from WORTH KNOWING in the email. That is for me.
    - Do not attach files. If I promised to send something, put "To send:
      [what]" at the top of the notes, so I attach it before I send.
    - Create it as a Gmail draft. Never send.
   
   8. THE NEXT SESSION
   Only if a specific day and time were agreed on the call. First check my
   calendar at that time, and for any session with this client in the two weeks
   around it. If a session with this client is already at that time, do nothing
   and mention it in the notes. If there is one on a different day close to it,
   still hold the new time, and put this in the notes, under "Check", as a note
   to me: "Already booked [day, time]. Ask if the new time replaces it." Never
   put this in the recap. If the slot is free, create an event on
   my calendar only, with no guests, titled like my other sessions with "HOLD"
   in front, and put in the notes: "Held [day, time]. Add [client] to the invite
   when you send the recap." If we agreed to meet but no time was picked, do
   nothing. If it was not discussed, do nothing.
   
   9. MARK IT HANDLED
   Last of all, create a file in Coaching Systems/Post-call/Handled named
   "[date] [client name] [call ID]". Do this only once the notes and the draft
   both exist.
   
   10. NOTES TO ME
   Drafts addressed to me are plain and short. They do not need my voice guide.
   
   11. IF SOMETHING FAILS
   If a step fails, try it once more. If it fails again, create a Gmail draft to
   me, subject "Post-call: something failed", naming the call, the step and the
   error in plain words. Do not create the Handled file, so the next run tries
   again. The notes and draft checks in steps 6 and 7 stop it making duplicates.

3. 3

   Answer its questions and correct the three test calls

   This is the part that makes it good. When it shows you the first call, read the notes and the recap as if a client wrote to you about them. Anything off, tell it plainly: "You put the Thursday commitment on me, it was his." It learns inside the chat. If the same mistake would happen every time, ask it to write the fix into the Rules doc (see below).

4. 4

   Let it run for a week

   Read every draft before you send it. You are looking for three things: wrong client, wrong owner on a commitment, and anything in the recap that was not said. If you see none of those in a week, you can start skimming.

System 2 of 6

The Living Client Profile

One running file per client that remembers everything.

Before you start

The Post-Call Flow has been running, so session notes are landing in your client folders. The profile is built from those notes.

1. 1

   How it works

   • The Rules doc in Coaching Systems/Profiles says what a profile looks like and how to update one.
   • One current profile per client, a Google Doc in Coaching Systems/Profiles named "Profile - [First name] [Last initial]". The first line of each says what it is up to date through.
   • A scheduled task runs every evening. For each active client it checks for new session notes or new email since the profile's "up to date through" line. If there is something new, it writes a new version of the profile and moves the old one to Profiles/Old versions.

   Why a new version each time: Claude cannot edit a Google Doc once it exists. So it rewrites the whole profile with the new material added, and keeps every old one. That gives you something better than an edit history. You can open the version from March and see exactly what you knew then.

2. 2

   Paste the build prompt

   Show allCopy

   Build my living client profiles. Use only connectors. Keep nothing on my
   computer. Work through the steps in order and stop where I say stop.
   
   STEP 1. CHECK WHAT YOU CAN REACH
    a. Tell me which Google account Drive and Gmail are signed in as. Ask me if
       that is right.
    b. Open Coaching Systems/Setup/Client list. Show me the active clients.
    c. Open two client folders and show me the newest session notes in each.
   If any fail, stop and tell me.
   
   STEP 2. MAKE THE FOLDER AND WRITE THE RULES DOC
   In Coaching Systems/Profiles create a folder called Old versions. Then create a
   Google Doc called "Rules" in Coaching Systems/Profiles with the rules text I
   paste after this prompt, exactly.
   Only fill in the [SQUARE BRACKETS IN CAPITALS]. Leave the lowercase ones,
   like [date] or [client name], exactly as they are: they get filled in on
   every run.
   Show me the link.
   
   STEP 3. BUILD ONE PROFILE WITH ME
   Ask me which client to start with. Build their first profile following the
   rules, from their session notes plus the last 60 days of email
   with them. If there are session transcripts with no notes, read those too, and
   read them for meaning: speaker labels are often wrong, and I ask most of the
   questions. Show me the profile here before you save it. I will correct it.
   
   STEP 4. SEED THE REST
   Ask me which clients to include and how far back to go. Then build one at a
   time, saving each to Coaching Systems/Profiles. After every five, stop and show
   me one of them so I can check nothing has drifted.
   
   STEP 5. CREATE THE SCHEDULED TASK
    - Name: Client profiles
    - How often: daily, at 8pm
    - Working folder: none. Leave it empty.
    - Prompt: "Open the Google Doc called Rules in Coaching Systems/Profiles and
      follow the daily update section exactly. Use only connectors."
   Then run it once with Run now and tell me what it changed.
   
   STEP 6. TELL ME HOW TO REMOVE A CLIENT
   Tell me what to say in a chat when a client asks me to delete their record, and
   what that will do.
   
   STEP 7. WRITE ME A PRIVACY NOTE
   A short plain note on where this data sits, who can reach it, and one
   paragraph I can put in my client agreement. Be accurate. It lives in my Google
   account. Do not say any provider never trains on my data. Remind me
   to turn off chat training under Settings, then Privacy, in the Claude app. Do not say the data never leaves my control. It moves between
   Google, my recording tool and Anthropic to do the work.

   Then paste the rules text:

   Show allCopy

   PROFILE RULES
   
   NEVER
    - Never send an email. Anything for me is a Gmail draft addressed to [MY EMAIL].
    - Read only the sources these rules name. Never search the rest of my Drive.
    - Never write one client's information into another client's profile.
    - Never delete anything from a profile. Mark it and move it.
    - Never invent. If you are not sure, it goes in UNSORTED.
   
   WHAT A PROFILE LOOKS LIKE
   Name: "Profile - [First name] [Last initial]". Nothing else in the title. Titles
   show up in Drive search and sharing emails.
   First line: "Up to date through [the date and time of this run]. Last notes
   read: [doc name]."
   Then these headings, in this order, every time:
   
   WHO THEY ARE. Role, context, who else is in the picture. Facts only.
   
   LIFE RIGHT NOW. Things going on outside the work that affect it: a move, a
   new baby, a parent's illness. Dated. For my eyes only.
   
   WHAT THEY CAME FOR. Their original goal in their own words, dated. Never
   change this line. If the goal changes, add the new one under it with its date.
   
   WHERE THEY ARE NOW. Two or three lines. Rewritten each update.
   
   OPEN COMMITMENTS. Each one dated, in their words, marked done, not done or
   unknown. When one is done, move it to KEPT with the date. Only mark done if a
   note or email says so.
   
   I PROMISED. What I said I would send or do for them, dated, marked done or not
   done. Done only if my sent mail or a note shows it.
   
   SUGGESTED, NOT TAKEN UP. Things I suggested that they did not agree to, dated.
   If they take one up later, move it to OPEN COMMITMENTS.
   
   PATTERNS. Only things that have come up three times or more, each with the
   dates. This grows slowly. If it grows fast, you are guessing.
   
   WHAT MOVES THEM. What they respond to, what they pull away from, who they are
   doing this for, what they are proud of, what worries them. Quote them.
   
   THEIR LANGUAGE. Their words for their own situation.
   
   BETWEEN SESSIONS. News from email that did not come up on a call. Dated.
   
   SESSION LOG. One line per session, dated, newest first.
   
   KEPT. Finished commitments with the date.
   
   UNSORTED. Anything you were not sure about, with the reason.
   
   If new material contradicts what is there, keep both with their dates and say
   so in UNSORTED. The contradiction is usually the interesting part.
   If a profile is missing any of these headings, add them the next time you
   write it.
   
   DAILY UPDATE
   1. Read Coaching Systems/Setup/Client list. Take clients with status active.
   2. For each one, open their current profile in Coaching Systems/Profiles (the
      one not in Old versions). If there is none, skip them and list them in
      step 6 as "no profile yet".
   3. Look for anything newer than the profile's first line:
       - my calendar: if a session with them happened after the last
         notes, but there are no notes for it, list it in step 6 as "session on
         [date] has no notes". That alone is not a reason to rewrite the profile.
       - session notes (where my Settings doc says they go) dated after "Last
         notes read"
       - Gmail to or from any of their addresses (Main email and Other emails on
         the Client list) since the "Up to date through" time. Ignore calendar
         invites and receipts.
      If there is nothing new, leave the profile alone.
   4. If there is something new, read the whole current profile first. Then write
      the new version: every section carried over, the new material added under
      the rules above, and a new first line. Create it in Coaching
      Systems/Profiles with the same name. Then, and only then, rename the old
      one by adding its date, like "Profile - Marcus C (to 2026-09-17)", and move
      it into Profiles/Old versions.
   5. If creating the new version fails, leave the old one where it is. Tomorrow's
      run will try again.
   6. If anything needs me, create one Gmail draft to me, subject "Profiles:
      needs you", with one line each. Things that need me: a client with no
      profile yet; a session with no notes; a new email address to confirm; a
      contradiction in the facts about them or their work (their goal, their
      role, who reports to whom); anything that sounds like a risk to their
      health or safety; a failure. News about their family goes in LIFE RIGHT
      NOW, not here, unless it is a safety risk. If nothing needs
      me, draft nothing.
   
   REMOVING A CLIENT
   When I say "remove [client] from the profiles", find their current profile and
   every old version, list them for me, and when I say yes, move them all to the
   trash. Remind me that Google empties the trash after 30 days, and that their
   session notes in their client folder are separate.

MONDAY
Read every active client's current profile and my calendar for the next two
weeks. Flag a client if: no session in 3 weeks (use the How often column in
the Client list, so monthly clients get 6 weeks) and nothing booked; or an open
commitment unchanged across two sessions. Create one Gmail draft to me, subject
"Clients to check on", with each flagged client, the reason and the dates. If
nobody is flagged, draft nothing.

System 3 of 6

Pre-Session Prep

A one-page brief on each client before your day starts.

Before you start

The Coaching Systems folder and Client list exist, and the Post-Call Flow has been running for at least a week, so there are session notes to read. If you built the Living Client Profile, prep reads that too. It works without it.

1. 1

   How it works

   • The Rules doc in Coaching Systems/Pre-session says how to build a brief.
   • A scheduled task runs every weekday at 6:30am and makes a brief for every client session on today's calendar.
   • The Handled folder. One small file per calendar event it has briefed, so it never briefs the same session twice.
   • Optional: a second task that runs hourly, for sessions booked the same day. It uses the same rules and the same Handled folder, so it only picks up what the morning run missed.

   Each brief is a Gmail draft addressed to you. You never send it. It just sits in your drafts, which show up on your phone like any email. Delete it when you are done.

2. 2

   Paste the build prompt

   Show allCopy

   Build my pre-session prep. Use only connectors. Keep nothing on my computer.
   Work through the steps in order and stop where I say stop.
   I record my calls with [Zoom / Fathom / Fireflies].
   
   STEP 1. PROVE EACH CONNECTION
    a. Google Calendar: list my calendars. Ask me which one my client sessions are
       on. Then show me tomorrow's events on it.
    b. Google Drive: open Coaching Systems/Setup/Client list and my Settings doc.
       Open one client folder and show me the newest session notes in it.
    c. Gmail: the subject of the last email a client sent me.
    d. My recording tool: my last three recorded calls.
   If any fail, stop and tell me which and why.
   
   STEP 2. HOW TO SPOT A CLIENT SESSION
   Look at my calendar for the last two weeks. Show me which events you would call
   client sessions and which you would not, using this test: at least one guest
   whose address is on my Client list (Main email or Other emails), or a title that
   names a client on the list. Ask me if the test gets any wrong. If I give you a
   better test, use mine in the rules.
   
   STEP 3. MAKE THE FOLDERS AND WRITE THE RULES DOC
   In Coaching Systems/Pre-session create a folder called Handled. Then create a
   Google Doc called "Rules" in Coaching Systems/Pre-session with the rules text I
   paste after this prompt, exactly.
   Only fill in the [SQUARE BRACKETS IN CAPITALS]. Leave the lowercase ones,
   like [date] or [client name], exactly as they are: they get filled in on
   every run.
   Read it back and check no capital brackets are left. Show me the link.
   
   STEP 4. TEST IT ON TOMORROW
   Follow the rules for tomorrow's sessions, but show me the briefs here in the
   chat instead of drafting them. I will tell you what is wrong. Fix it, and if it
   is a rule problem, tell me what to change in the Rules doc.
   
   STEP 5. CREATE THE SCHEDULED TASK
   Walk me through creating it in the Scheduled tab, or use /schedule:
    - Name: Pre-session prep
    - How often: weekdays at 6:30am
    - Working folder: none. Leave it empty.
    - Prompt: "Open the Google Doc called Rules in Coaching Systems/Pre-session
      and follow it exactly for today's sessions. Use only connectors."
   Then ask me if I take same-day bookings. If I do, create a second task the
   same way called "Pre-session prep, same day", hourly (weekdays only if the
   app offers it), with the
   prompt: "Open the Google Doc called Rules in Coaching Systems/Pre-session and
   follow it exactly for sessions that start in the next 3 hours. Use only
   connectors."

   Then paste the rules text under it:

   Show allCopy

   PRE-SESSION RULES
   
   NEVER
    - Read only the sources these rules name: my calendar, the Client list, the
      client's profile, their session notes, their transcripts, and email with
      them. Never search the rest of my Drive for anything else about a client.
    - Never send an email. Every brief is a Gmail draft addressed to me, and only
      me: [MY EMAIL]. Never draft anything to anyone else.
    - Never invent a commitment or say one was done when the record does not
      show it.
    - Never guess a client's name.
    - Never tell me how to coach. No models, no techniques, no personality
      readings. I know this person. I need the details I cannot hold.
   
   1. FIND THE SESSIONS
   List events on my [CALENDAR NAME] calendar in the window I was given. Keep only
   client sessions:
    - at least one guest whose address is on Coaching Systems/Setup/Client list
      (Main email or Other emails), or
    - a title naming a client on that list AND a video link or location on the
      event.
   [ANY EXTRA TEST I GAVE YOU, OR "NO EXTRA TEST".]
   A client is only briefed if their Status on the Client list is active.
   If an event names a client but has no guest and no link, do not brief it. Add
   one line at the end of the first brief of the day: "Not briefed: [title],
   [time]. It names a client but has no guest or link. Tell me if it is a
   session."
   Skip any event with a file in Coaching Systems/Pre-session/Handled whose name
   contains that event's ID.
   
   2. WHO IS IT WITH
   Drop my own address and any rooms. Match what is left against the Client list.
   If a guest address is not on the list but the event title names exactly one
   client, it is that client, and say at the top of the brief: "Booked from
   [address], which is not on your Client list. Add it to their Other emails if
   that is them." If you cannot tell who it is, still make the brief, and put at
   the top: "I could not tell who this session is with." Never guess.
   
   3. READ THE RECORD, NEWEST FIRST
    a. Their newest profile in Coaching Systems/Profiles, if there is one.
    b. The last [HOW MANY, USUALLY 3] session notes, from where my Settings doc
       says they go.
    c. Look at every past session with them on the calendar since their newest
       notes. For each one with no notes, find its recording in [TOOL] by the
       time it happened (the recording's title and email may not match), and
       read the transcript. If a session has no notes and no transcript, say so
       at the top of the brief in one line. Do not guess why it is missing.
    d. Gmail: every email to or from any of their addresses since the last
       session. Ignore calendar invites, receipts and newsletters.
   
   4. WRITE THE BRIEF
   Under 400 words. These headings, in this order:
   
   WHERE WE LEFT OFF
   Three lines. What we worked on, what shifted, how they sounded at the end.
   
   OPEN COMMITMENTS
   Everything they said they would do. For each: done, not done, or unknown.
   Unknown is a real answer and the one I need most. Only mark done if a later
   note, transcript or email says so. Also list anything I promised them that I
   have not done, if the record shows it.
   
   SINCE WE LAST SPOKE
   What came in by email that changes the picture: news, a question I never
   answered, a reschedule, something they sent me. "Nothing new" if that is true.
   
   THE THREAD
   What keeps coming back across sessions, even if they never name it. One
   paragraph. Say which session dates you saw it in.
   
   WATCH FOR
   Two or three things likely to come up today.
   
   YOUR OPENING LINE
   One sentence I can say to open the call. Specific enough that it could not be
   said to any other client.
   
   5. DRAFT IT
   Create a Gmail draft to [MY EMAIL]. Subject: "Prep: [first name], [time]".
   Plain text that reads well on a phone.
   
   6. MARK IT HANDLED
   Create a file in Coaching Systems/Pre-session/Handled named "[date] [client
   first name] [event ID]", with any "/" in the ID changed to "-".
   
   7. IF SOMETHING FAILS
   If one source fails (the recording tool, Gmail), still make the brief from the
   rest, and put one line at the top saying what was missing. If the whole run
   fails, do not create any Handled files, so the next run tries again.

System 4 of 6

The Testimonial Catcher

Praise from your calls, saved word for word.

Before you start

The Post-Call Flow is running. This build reads the calls it has handled, so it only ever looks at real client sessions.

1. 1

   How it works

   • The Rules doc in Coaching Systems/Testimonials.
   • A daily task reads every call the Post-Call Flow handled since its last run. Each testimonial it finds becomes one small file in Testimonials/Incoming. Each call it reads gets a file in Testimonials/Read, so no call is read twice.
   • A Monday task gathers the week's Incoming files into one doc, "Testimonials to review, week of [date]", strongest first, and moves them into Testimonials/Reviewed.
   • You approve in a chat. "Approve 1 and 4, shorten 2." It saves the approved ones and drafts the permission emails.

   Why two tasks: Claude cannot add to a doc once it exists. So each find is saved as its own small file the day it is found, and Monday's run puts them together.

2. 2

   Paste the build prompt

   Show allCopy

   Build my testimonial catcher. Use only connectors. Keep nothing on my
   computer. Work through the steps in order and stop where I say stop.
   
   STEP 1. CHECK WHAT YOU CAN REACH
    a. Open Coaching Systems/Post-call/Handled and show me the last five files.
    b. For one of them, read the transcript of that call from my recording tool
       and show me its first ten lines.
    c. Open Coaching Systems/Setup/Client list.
   If any fail, stop and tell me.
   
   STEP 2. MAKE THE FOLDERS AND WRITE THE RULES DOC
   In Coaching Systems/Testimonials create: Incoming, Read, Reviewed, Approved,
   Archive. Then create a Google Doc called "Rules" in Coaching
   Systems/Testimonials with the rules text I paste after this prompt, exactly.
   There is nothing to fill in. The [square brackets] get filled in on every run.
   Show me the link.
   
   STEP 3. TEST IT ON THREE CALLS
   Pick three calls from Post-call/Handled. Follow the FINDING section for them,
   but show me the results here: what you found, and what you left out and why.
   I will tell you what you got wrong. Do not save anything yet.
   
   STEP 4. MARK THE START LINE
   Create a file in Testimonials/Read called "START [today's date and time]".
   The daily run ignores calls handled before this.
   
   STEP 5. CREATE THE TWO SCHEDULED TASKS
   First:
    - Name: Testimonials, daily
    - How often: daily, at 9pm
    - Working folder: none
    - Prompt: "Open the Google Doc called Rules in Coaching Systems/Testimonials
      and follow the DAILY section exactly. Use only connectors."
   Second:
    - Name: Testimonials, Monday
    - How often: weekly, Monday 7am
    - Working folder: none
    - Prompt: "Open the Google Doc called Rules in Coaching Systems/Testimonials
      and follow the MONDAY section exactly. Use only connectors."
   
   STEP 6. OFFER THE ARCHIVE
   The daily task only reads calls from today on. Everything before that is only
   found here. Ask me if I want you to read my past calls, and how far back. If I say yes,
   follow the FINDING section for each, and save everything into one doc in
   Testimonials/Archive called "Testimonials, archive to [today's date]",
   strongest first. Warn me it will take a while, and do it in batches of 20
   calls, telling me after each batch.

   Then paste the rules text:

   Show allCopy

   TESTIMONIAL RULES
   
   NEVER
    - Never publish, post or send anything. Permission asks are Gmail drafts.
    - Never change a client's words. Shortening means cutting words, never adding
      or swapping.
    - Never save my own words as a client's.
    - No quote is ready to use until the client has said yes in writing.
   
   FINDING
   Read the transcript. Speaker labels are often wrong. Work out who is who from
   the conversation: I ask most of the questions. If you cannot tell who said a
   line, leave it out.
   A testimonial is a moment where:
    - the client is speaking, and
    - they are talking about working with me, our sessions, or what changed
      because of them, and
    - they mean it.
   Not a testimonial:
    - sarcasm or jokes ("oh great, another framework")
    - praise of someone else, like their old boss or their team
    - praise of an idea they had themselves, unless they credit our work
   If a great line also reveals something private (health, money, family, a named
   colleague), save it with the flag PRIVATE. I decide.
   For each one, record:
    - the exact words, character for character. Do not fix grammar. Do not join
      two separate lines. The quote starts at the first word of the praise. A
      filler word before it ("Ha.", "So,") is not part of the quote.
    - the line said just before it
    - client first name, last initial, and the call date
    - why it counts, one line
    - rating: strong, good or weak. Be strict.
      Strong: names a specific change or result. "I finally had the conversation
      with my cofounder I'd avoided for a year."
      Good: real, warm praise without a specific result. "These calls are the
      most useful hour of my week."
      Weak: mild or vague. "Yeah, it's been helpful."
   If you are not sure a line counts, save it as weak and let me decide.
   
   DAILY
   1. List files in Coaching Systems/Post-call/Handled created after the START
      file in Testimonials/Read.
   2. Skip any call that has a file in Testimonials/Read with its call ID.
   3. For each remaining call, read the transcript and follow FINDING.
   4. Save each testimonial as its own Google Doc in Testimonials/Incoming, named
      "[call date] [client first name] [rating]".
   5. Then create a file in Testimonials/Read named "[call date] [client] [call
      ID]", even if you found nothing. Change any "/" in the ID to "-".
   6. If a transcript cannot be read, do not create the Read file. Tomorrow's run
      will try again.
   
   MONDAY
   1. Read every doc in Testimonials/Incoming.
   2. Create one Google Doc in Testimonials called "Testimonials to review, week
      of [date]". Number each one. Strongest first, then newest first. For each: the quote, the line
      before, client and date, why, rating, PRIVATE flag if any.
   3. If there are none, still create the doc and say "None this week" so I know
      it ran.
   4. Move every Incoming doc into Testimonials/Reviewed.
   
   WHEN I APPROVE
   I will open a chat and say something like "approve 1 and 4, shorten 2" about a
   review doc, or name the client instead of a number. Before saving anything,
   read back the client and the first few words of each quote I approved, and
   wait for me to say yes. If a quote already has an Approved doc, tell me
   instead of making a second one.
    - Approve: create a doc in Testimonials/Approved named "[client] [date]
      [first few words]" with the exact words, client, date, and "Permission:
      asked [today], waiting".
    - Shorten: cut words only. You may capitalize the first word. Mark it
      "shortened" and keep the original right under it. If it cannot be shortened
      without changing what they meant, tell me.
    - Anything I do not mention stays where it is. Delete nothing.
   Then for each approved quote, draft a permission email:
    - To the client's Main email on Coaching Systems/Setup/Client list. Never the
      address they joined the call from.
    - Follow Coaching Systems/Setup/My voice. Under 80 words.
    - Show them the exact words, and the shortened version if there is one.
    - Ask if I can use it, and how they want to be named: full name, first name
      and role, or no name.
    - Gmail draft only.
   When I tell you a client said yes, create a new doc in Approved with
   "Permission: yes, [date], name as [how]" and move the old one to Archive.

System 5 of 6

Resource Recommendations

The right worksheet from your library, matched to each client.

Before you start

The Coaching Systems folder exists, your voice guide is built, and you know which Drive folder your worksheets live in.

1. 1

   How it works

   • The Rules doc in Coaching Systems/Resources says how to read files, how to match, and what never to send.
   • The Resource index, a Google Doc in Coaching Systems/Resources with one entry per file. When it is refreshed, a new dated index is created and the old one moves to Resources/Old versions.
   • You ask for a match in a chat, whenever you want one: "Resources for Marcus." Or tie it to your prep (see the end of this page).
   • A weekly task refreshes the index, reading only files that are new or changed.
2. 2

   Before you paste anything

   Get these three things ready:

   1. The folder name where your worksheets and handouts live.
   2. Your reading list, if you keep one (a Google Sheet or Doc of books and articles you recommend). Know its name.
   3. Three emails you sent a client with a resource attached. Your voice guide covers most of it, but these teach it how you hand over a worksheet.
3. 3

   Paste the build prompt

   Fill in the two lines in square brackets.

   Show allCopy

   Build my resource matcher. Use only connectors. Keep nothing on my computer.
   Work through the steps in order and stop where I say stop.
   
   My worksheets and handouts are in the Google Drive folder called
   [FOLDER NAME], including its subfolders.
   My reading list is [its name, or "I don't have one"].
   
   STEP 1. CHECK WHAT YOU CAN SEE
   Open that folder and tell me how many files are in it, counting subfolders.
   If you cannot see it, stop. Do not look in any other folder.
   
   STEP 2. WRITE THE RULES DOC
   In Coaching Systems/Resources, create folders called Old versions and "Drafts,
   not approved". Then create a Google Doc called "Rules" in Coaching
   Systems/Resources with the rules text I paste after this prompt, exactly.
   Only fill in the [SQUARE BRACKETS IN CAPITALS]. Leave the lowercase ones,
   like [date] or [client name], exactly as they are: they get filled in on
   every run.
   Show me the link.
   
   STEP 3. INDEX 20 FILES FIRST
   Follow the INDEX section of the rules for 20 files only. Show me the entries
   here. I will tell you where your summaries are wrong. We fix it now, not after
   400 files.
   
   STEP 4. INDEX THE REST
   Carry on with every file. Then create the Resource index doc as the rules say.
   Show me, as four separate lists: CONFIDENTIAL, ADMIN, DUPLICATE (which one you
   marked live and why), and NEEDS EYES. I want to read those myself before anything is
   matched.
   
   STEP 5. TEST A MATCH
   Ask me for a client. Follow the MATCH section. Show me everything here before
   you draft anything. I will tell you if you got it right.
   
   STEP 6. CHECK THE COVERING NOTE
   Draft the covering note for the match I approve. Show me the link to the draft.
   
   STEP 7. CREATE THE WEEKLY REFRESH
    - Name: Resource index refresh
    - How often: weekly, Sunday 6pm
    - Working folder: none. Leave it empty.
    - Prompt: "Open the Google Doc called Rules in Coaching Systems/Resources and
      follow the REFRESH section exactly. Use only connectors."

   Then paste the rules text:

   Show allCopy

   RESOURCE RULES
   
   NEVER
    - Never send an email. Covering notes are Gmail drafts.
    - Never recommend anything marked CONFIDENTIAL, ADMIN, SUPERSEDED or NEEDS
      EYES.
    - A LOCKED file can be suggested to me, with a warning, but never linked or
      attached in anything drafted for a client.
    - Read only the sources these rules name. Never search the rest of my Drive.
    - Never invent a resource. If it is not in the index, I do not have it.
    - Never describe a book or article I have not described myself.
    - Never change who a file is shared with. If a client cannot open it, tell me.
   
   INDEX
   Read every file in [FOLDER NAME] and its subfolders, except the reading list
   itself, which is handled below. Read what is inside. Do not trust the file
   name. For each file write one entry:
    - Real title, from the content
    - File name exactly as it is, and the link
    - Type: worksheet, handout, exercise, slides, article, book, checklist, script
    - One sentence on what it does
    - The problems it is for, the way a client would say them
    - Who it suits: new client, mid-program, stuck, team
    - Time to complete, if the file says or it is obvious. Otherwise "not
      stated"
    - Last modified date
    - Quality, 1 to 5: 5 is finished and something I would be proud to send, 1 is
      a rough note
    - Sharing: OPEN (anyone with the link can view), LOCKED (only me), or
      UNCHECKED (you could not tell). Treat UNCHECKED like LOCKED until I check.
    - Family: if this is one of several versions of the same thing, the name of
      the family, so all versions can be found together
    - Status: LIVE, SUPERSEDED, CONFIDENTIAL, ADMIN, or NEEDS EYES
   
   Status rules:
    - CONFIDENTIAL: holds a real client's name, session notes, assessment results
      or personal details. Never recommended, never attached, for any reason.
      For these, the index gets only the file name, the link and the word
      CONFIDENTIAL. Do not describe what is in them.
    - ADMIN: contracts, invoices, my planning, tax.
    - Versions: when "worksheet v2", "worksheet FINAL" and "worksheet FINAL new"
      exist, mark the most complete and most recent LIVE, the rest SUPERSEDED,
      all in one family. Delete nothing.
    - NEEDS EYES: a scan or image with no readable text. Do not guess from the
      file name.
   
   Reading list, if I have one: [READING LIST NAME]. Add each row with the source
   "reading list". If a row is only a title, write "no description" and leave it.
   
   Save the index as a Google Doc in Coaching Systems/Resources called "Resource
   index [date]". If an older one is there, move it to Resources/Old versions
   after the new one is saved. At the top, write: the date, the number of files,
   and the counts by status.
   
   MATCH
   When I name a client:
    1. Read their current profile in Coaching Systems/Profiles, their last two
       session notes, and any email from them since their last session. If there
       is none of that, ask me what they are stuck on. If they asked me for
       something by email that nothing in the index covers, say so.
    2. Say what they are stuck on, in one short paragraph. If the record is too
       thin to tell, ask me one question instead of guessing.
    3. Pick from LIVE entries only. Give me up to three, ranked. For each: title,
       link, and one sentence on why it fits this week, tied to something they
       said or did. One strong match beats three weak ones. If the best I have is
       a weak fit, say so. Sending nothing beats sending filler.
    4. Already sent? Search my sent mail to all of their addresses (Client list,
       Main and Other emails) for attachments and Drive links. Check against
       every file in the same family, not only the LIVE one. If I sent an older
       version, say which and when, and whether the new one is worth sending.
    5. If a match is LOCKED or UNCHECKED, say so. I fix sharing myself. If I
       already promised it to them, say that first.
    6. If nothing fits well, offer to write a one-page worksheet (see NEW
       WORKSHEETS).
   
   COVERING NOTE
   Only when I ask. Follow Coaching Systems/Setup/My voice. Under 90 words. It
   should read like I thought about them for a minute. To their Main email on the
   Client list. Include the link. Nothing private from their profile (health,
   family, money) unless they raised it with me by email first. Gmail draft only.
   
   NEW WORKSHEETS
   Only when I say yes. One page, my language, based on the three LIVE worksheets
   with the highest quality score. At most seven questions. Doable in fifteen
   minutes. Save it in Coaching Systems/Resources/Drafts, not approved. It is not
   in the index and never goes to a client until I move it into my library myself.
   
   REFRESH
   Open the newest Resource index. Read only files in [FOLDER NAME] that are new
   or modified since the index date, and remove entries for files that are gone.
   If nothing changed, do nothing. Otherwise write the new index as above. If a
   new file looks CONFIDENTIAL, create a Gmail draft to [MY EMAIL], subject
   "Resources: check this file", with its name and link.

System 6 of 6

The Onboarding Machine

From "yes" to agreement, invoice, welcome and first session.

Before you start

Everything else is built and running. This one touches the most tools, so it goes last. Gather these first:

1. 1

   How it works

   The coach starts it. Everything after that is checked every hour on weekdays.

   1. You say yes in a chat. Claude makes a folder for the client in Coaching Systems/Onboarding/In progress and, if connected, prepares the DocuSign envelope and the invoice as drafts. You open DocuSign and Stripe or QuickBooks and send them yourself.
   2. Every hour it checks: signed? paid? When both are true, it runs the welcome steps.
   3. Every step leaves a small file in that client's onboarding folder, like "3 welcome drafted". That is how it knows where each client is and never does a step twice.
   4. When their intake answers land, it writes the starting profile and the 90-day plan.
   5. When you tell it which time they picked, it books the first session.

   No DocuSign or Stripe connector? Then you send the agreement and invoice the way you do today, and when both are done you tell Claude in a chat: "Sam is signed and paid." Or put the Gmail label "Client - Signed" on their email thread. The hourly check picks up either one.

2. 2

   Connect and lock down the payment tools

   In Customize, then Connectors, connect DocuSign and Stripe or QuickBooks if you use them. Then open each one's list of tools, the same way you did for Gmail:

   • Any tool whose name says it sends an envelope, or sends, finalizes or emails an invoice: set it to Blocked, if your connector has one. You send these yourself, from DocuSign and Stripe.
   • Tools that create an envelope or an invoice: Needs approval. These only run in the chat when you say a client said yes, so you are there to click approve, and nothing gets created for anyone without you seeing it.
   • Tools that read status or list envelopes and invoices: Always allow. The hourly task only ever reads.

   QuickBooks note. QuickBooks can create and send invoices. Before you rely on it, test once with your own email address: ask Claude to create an invoice to you and check whether an email arrives. If one does, invoice from QuickBooks yourself and use the manual path. If your QuickBooks connector cannot tell Claude whether an invoice is paid, use the manual path for payment: tell Claude "[name] is signed and paid" when it is.

3. 3

   Paste the build prompt

   Fill in the square brackets.

   Show allCopy

   Build my onboarding system. Use only connectors. Keep nothing on my computer.
   Work through the steps in order and stop where I say stop.
   
   About my setup:
    - Agreement: [DocuSign template called "..." / I send it myself]
    - Payment: [Stripe / QuickBooks / I invoice myself]. My standard first invoice
      is [amount and what it is for].
    - Starter pack folder: [name]
    - Program folder: [name]
    - Intake form answers go into the Google Sheet called: [name]
    - My client folders live in: [name]
   
   STEP 1. CHECK EVERYTHING YOU NEED
   Show me one real thing from each: the agreement template name, my last three
   invoices, the files in my starter pack, the files in my program folder, the
   column headings of the intake Sheet, and my Settings doc. If any fail, stop.
   Then read my program folder and tell me, honestly, whether there is enough in
   it to build a 90-day plan from. If not, tell me what is missing.
   
   STEP 2. ASK ME, ONE AT A TIME
    a. How I want first sessions booked: my booking link, or times you offer.
       If times: which days, which hours, how long, and how much gap either side.
    b. My video link: Google Meet (you add one to each event) or a fixed Zoom or
       other link from my Settings doc.
    c. How I name client folders, with an example.
    d. The subfolders every client folder gets.
    e. What to do when something does not fit, like two clients with the same
       name.
   
   STEP 3. MAKE THE FOLDERS AND WRITE THE RULES DOC
   In Coaching Systems/Onboarding create folders In progress and Done. Then create
   a Google Doc called "Rules" in Coaching Systems/Onboarding with the rules text
   I paste after this prompt. Where the text says "(If I ..., keep this)", keep
   only the version that matches my setup and delete the other, and delete the
   words in round brackets. Where it says [ONE OF: ... OR ...], keep only the
   one that matches my setup. Fill in the [SQUARE BRACKETS IN CAPITALS] from my
   answers. Leave lowercase ones, like [name] or [date], as they are: they get
   filled in on every run. Then read the doc back to me in short: which options
   you kept, and confirm no capital brackets are left. Show me the link.
   
   STEP 4. A TEST CLIENT
   Run the whole thing on a pretend client with my own second email address. Do
   not wait for the hourly schedule: follow each section yourself, straight away,
   in this chat. The START section, then mark them signed and paid by hand, then
   the HOURLY section. Show me every file and draft. Then fill in my own intake form as
   them, and run the INTAKE section. I will read everything and correct it.
   Afterwards, void or delete the test envelope and invoice, and move the test
   client's folders to the trash.
   
   STEP 5. CREATE THE SCHEDULED TASK
    - Name: Onboarding
    - How often: hourly. If the app lets you limit an hourly task to weekdays, do that.
    - Working folder: none
    - Prompt: "Open the Google Doc called Rules in Coaching Systems/Onboarding and
      follow the HOURLY section exactly. Use only connectors."

   Then paste the rules text:

   Show allCopy

   ONBOARDING RULES
   
   NEVER
    - Never send an email. Client emails are Gmail drafts.
    - Never send an agreement or an invoice. Create them as drafts. I send them.
    - Never invite a client to a calendar event, except in BOOKING, when I have
      told you the time myself.
    - Never invent a client detail. If the intake did not say it, it is not in
      the profile or the plan.
    - Never run a step for a client whose folder already has that step's file.
   
   START (I say "[name] said yes, [email]")
   1. Check Coaching Systems/Onboarding/In progress and Done, and my client
      folders in [CLIENT FOLDERS], for this person. If there is a match, or a
      folder with the same last name, tell me what you found and ask before
      going on. A returning client should not get a second agreement by
      accident.
   2. Create a folder in In progress called "[First Last]". Put a file in it
      called "0 started [date]" containing their name and email.
   3. Agreement.
      (If I use DocuSign, keep this:) Create an envelope from my template
      "[TEMPLATE NAME]" to their email, as a draft. Do not send it. Create a file
      called "1 agreement drafted [envelope ID]".
      (If I send my own agreement, replace the lines above with:) Skip this step.
   4. Invoice.
      (If I use Stripe or QuickBooks, keep this:) Create an invoice in [STRIPE OR
      QUICKBOOKS] for [AMOUNT AND WHAT IT IS FOR] to their email. Do not send it,
      finalize it, or email it. Create a file called "1 invoice drafted
      [invoice ID]".
      (If I invoice myself, replace the lines above with:) Skip this step.
   5. Tell me in the chat which of these is true:
      "The agreement and invoice are ready in [DocuSign / Stripe / QuickBooks].
      Open them, check them, and send them yourself." Or: "Send your agreement
      and invoice the way you usually do. When both are done, tell me '[name] is
      signed and paid', or put the Gmail label Client - Signed on their email
      thread."
   
   SIGNED BY HAND (I say "[name] is signed and paid")
   Create "2 signed and paid [date]" in their In progress folder. The next hourly
   run carries on from there.
   
   HOURLY
   If it is Saturday or Sunday, or before 7am or after 7pm my time, stop here.
   For each folder in Coaching Systems/Onboarding/In progress, look at its files
   and work through the steps below in order, in this same run, until you reach a
   step that is waiting on something (a signature, a payment, the intake, a
   booking). Skip any step whose file already exists. One client failing never
   stops the others.
   
   A. SIGNED AND PAID
      Skip if "2 signed and paid" exists.
      Signed: [ONE OF: "the DocuSign envelope status is completed" OR "there is a
      Gmail thread with this client labeled Client - Signed"].
      Paid: [ONE OF: "the invoice status is paid" OR "the same label"].
      If the connector cannot tell you the status, treat it as not done yet.
      When both are true, create "2 signed and paid [date]" and carry on to B.
      If it has been 7 days since "0 started" and it is still not done, create a
      Gmail draft to me, subject "Onboarding: [name] not signed yet", say what is
      still missing, and create a file "2 reminded me". At 21 days, do it once
      more and create "2 reminded me again". After that, leave it. I will tell you
      if they dropped out, and you move the folder to Done with a file "stopped".
   
   B. FOLDER
      Skip if "3 folder made" exists.
      In [CLIENT FOLDERS], check no folder already has this client's name. If one
      does, stop and draft me a note. Otherwise create "[FOLDER NAME PATTERN]"
      with subfolders [SUBFOLDERS]. Copy (not move, not shortcut) every file from
      [STARTER PACK] into [MATERIALS SUBFOLDER]. Create "3 folder made [link]".
   
   C. WELCOME
      Skip if "4 welcome drafted" exists.
      Follow Coaching Systems/Setup/My voice for tone and sign-off. It is fine for
      this email to be general: you only know their name. Under 200 words. Say
      what happens next, in order. Include the intake form link: [FORM LINK].
      Put the link to each file you copied into their Materials folder in the
      email, but only the ones a client can open. If any cannot be opened, leave them out and tell me which.
      Do not guess at their job or situation.
      (If I have a booking link, keep this:) Include my booking link from
      Settings, and ask them to pick a time for our first session.
      (If I offer times, keep this instead:) Read my calendar and pick three
      times that fit these rules: [MY FIRST-SESSION RULES]. At least two business
      days from today, on at least two different days. Put them in the email as
      plain text. Do not hold them on the calendar. If fewer than three fit,
      offer what does and tell me. Write the times you offered in the "4 welcome
      drafted" file.
      To their email. Gmail draft only. Create "4 welcome drafted [date]".
      Draft me a one-line note: "Welcome for [name] is in your drafts. Send it
      today so the times are still free."
   
   D. INTAKE
      Skip if "5 intake read" exists.
      Read the Sheet [INTAKE SHEET] by its column headings, never by column
      position. Find a row whose email matches this client. If none:
      if 5 days have passed since "4 welcome drafted" and there is no "5 nudged"
      file, draft one short, warm nudge in my voice, with no guilt in it, and
      create "5 nudged". One nudge to the client only. If 12 days have passed and
      there is still no answer, draft me a note once, and create "5 told you".
      If there is a row, create "5 intake read [date]" and go on to E.
   
   E. STARTING PROFILE
      Skip if "6 profile made" exists.
      If a profile with that name already exists, stop and tell me. Otherwise
      create a Google Doc in Coaching Systems/Profiles called "Profile - [First
      name] [Last initial]", in the format in Coaching Systems/Profiles/Rules. If
      that doc does not exist, use these headings: WHO THEY ARE, WHAT THEY CAME
      FOR, WHERE THEY ARE NOW, OPEN COMMITMENTS, WHAT MOVES THEM, THEIR LANGUAGE,
      UNSORTED. Fill it only from their intake. Their words go in plainly. Anything that is your
      reading of it goes under a heading "My read (not theirs)". Anything they left
      blank: "They did not say." First line: "Up to date through [now]. Last notes
      read: intake." Create "6 profile made".
   
   F. 90-DAY PLAN
      Skip if "7 plan made" exists.
      Read everything in [PROGRAM FOLDER] first. Build the plan from my program,
      never from general coaching knowledge. If it is thin, build what you can,
      and say at the top of the plan exactly what was missing. If there is
      nothing usable at all, say so and stop. Put in:
       - One sentence on what they get from the next 90 days, in their words. If
         the intake was vague, write what you think they mean and mark it
         "confirm on the first call".
       - The first four sessions: focus, the part of my program it maps to, and
         the one question I open with.
       - Anything in the intake that means a session should move earlier or
         later, and why.
       - What to send before session one, only from [STARTER PACK] and [PROGRAM
         FOLDER]. If nothing fits, say so and say what I would need to make.
       - The most likely reason this person quits in the first 30 days. One
         direct paragraph.
       - At the end, under "What I would add", anything you think my program is
         missing for them. Keep it separate.
      Save it as "90-day plan - [name]" in their [ADMIN SUBFOLDER]. This is for me.
      Draft me a note: "[name]'s intake is in. Profile and 90-day plan are ready:
      [links]." Create "7 plan made". If "8 second email waiting" exists, draft
      the second email now, as in BOOKING step 4, and create "8 second email
      drafted".
   
   G. DONE
      When "7 plan made" and "8 first session booked" both exist, move the whole
      folder to Coaching Systems/Onboarding/Done.
   
   NOTES TO ME
   When I am in the chat (START, SIGNED BY HAND, BOOKING), tell me there. When the
   hourly task finds something for me, it is a Gmail draft addressed to me. Notes
   to me are plain and short. No voice guide, no sign-off.
   Names: the tracking folder in Onboarding uses "First Last". The client folder
   uses my naming pattern. They are the same person.
   Never tell a client they already have something unless a draft you made shows
   it was included.
   
   BOOKING (I say "[name] picked [day and time]")
   1. If this time is not one of the times offered in the "4 welcome drafted"
      file, say so and ask me to confirm it. Then check my calendar at that time.
      If it is taken, tell me and stop.
   2. Create the event: titled like my other sessions, [SESSION LENGTH] long,
      with the client as a guest, and [ONE OF: "a Google Meet link added" OR "my
      meeting link from Settings in the location"]. Google will email them the
      invitation. This is the one time it should, because I asked.
   3. Create "8 first session booked [date]".
   4. If the 90-day plan exists, draft the second email now: confirms the time,
      says what we will cover (from the plan), and links anything the plan says
      to send before session one. Check each link can be opened by the client.
      If one cannot, leave it out and tell me which, so I can fix the sharing.
      Create "8 second email drafted". If the plan does not exist yet, create a
      file "8 second email waiting" instead, and the hourly run drafts it right
      after step F.