Client Onboarding & Management System
Built a clean, seamless onboarding flow so every new client had a consistent experience - without Gazala doing it manually each time.
Client case study
Building a business that runs while she saves lives.
How a USMLE coach and full-time intern doctor went from no systems to a fully operational backend - including a ₹1,50,000 course launch in 7 days.
- Client
- Gazala Hitawala
- Industry
- USMLE Coaching
- Engagement
- Mar 2022 – Dec 2022
- Scope
- Systems + Ops + Launches + Website
₹1.5L
Course launch in 7 days
30+
Coaching clients across 2 batches
80K
Instagram audience now converting
4 yrs
Website still live, stepstosteth.com
The challenge
Strong offer. Packed schedule. No systems.
Gazala had everything a coaching business needs - a viral Instagram presence with 80K followers, a proven group program (Retention Mastery Course), and demand for high-ticket 1:1 coaching. What she didn't have was time. As a PG intern doctor in the US, she couldn't afford to manage every client manually. Revenue wasn't the issue. Systems were.
No onboarding system - every client handled ad hoc
80K followers with no lead conversion process
No way to screen applicants for limited cohort spots
Manual reminders eating into limited hours
No assignment tracking for group coaching clients
Zero internal structure - no content plan, no business tracker
No website to anchor her growing audience
Launch chaos with no repeatable process
What we built
Eight months. End-to-end.
Lead Screening & Cohort Management
Created an application-based screening process and first-come-first-served system to fill RMC cohorts without chaos. Managed 2 full batches end-to-end.
Assignment Tracker + Gamification
Built a ClickUp tracker to monitor client progress, gamified the RMC curriculum to improve engagement, and ran Slack accountability channels for both batches.
Course Launch Execution
Managed 2 RMC launches including full tech and backend support. One launch generated ₹1,50,000 in 7 days. Also supported free webinars with end-to-end launch ops.
Internal Business Systems
Built content planner, quarterly business planner, income & expense tracker (2 years of visual data), client database, and lead database - all from scratch.
Full Website Design & Build
Designed and built stepstosteth.com on Wix - her entire online home. It went live in 2022 and is still running four years later, unchanged.
Tools used
ClickUpZapierWixSlackGoogle Forms
The results
A business that ran while she was on shift.
₹1.5L
Single launch revenue in 7 days
2
Full RMC cohorts managed end-to-end
0
Manual reminders after systems went live
4 yrs
Website still running strong
“The systems you've offered were streamlined, clean, and crisp. No space for trash. You're the system behind everything I do. You created a seamless system to track and schedule everything so that I don't have to spend endless hours on petty tasks. My mind is at peace now. My life is 100x easier.”
Gazala Hitawala
USMLE Coach
More work
Other backends we’ve rebuilt
Your turn
If your backend is running you instead of the other way around, let's talk.
A free Backend Systems Audit is your first step. 30 minutes on Zoom, and a personalised interactive audit board within 48 hours.
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– Shobana