Case Study · EdTech / Coaching · Public Benefit Corp
CollWi. 70%+ coach admin time reclaimed.
CollWi reduced coach admin time by over 70% with AI-powered workflows, freeing coaches from scheduling, follow-ups, and engagement tracking so they could focus on the work only they can do.
70%+
Ongoing
PBC
Challenge & Approach
Give coaches their time back.
CollWi’s mission is to democratize access to group coaching and community support, but the operators behind every coaching program were losing fifteen-plus hours a week to admin. Manual scheduling, follow-ups, engagement tracking across growing communities. As a Public Benefit Corporation, they needed a scalable platform that handled the operational load so coaches could do what only coaches can.
PSV embedded as ongoing technical partner. We built a two-sided Next.js platform on PostgreSQL and Vercel, coaches, members, program creation, payments, community features, with an AI workflow engine layered on top that automates the admin: smart scheduling aware of member preferences, engagement tracking that flags at-risk members, content recommendations tuned to program stage.
The engagement is ongoing. New features ship continuously, tuned to what the community actually needs as it grows, not to a phase-gate plan written at kickoff.
Before & After
What changed for coaches and community.
Before PSV
- Coach admin time15+ hours per week on scheduling, follow-ups, tracking
- Follow-up rateInconsistent manual outreach; members falling through cracks
- Platform statusNo product, coaching run through ad-hoc tools and email
- Technical teamNo in-house engineering; founders managing manually
- ScalabilityCoaching quality degraded as community grew
After PSV
- Coach admin time70%+ reduction via AI-powered scheduling and engagement
- Follow-up rate100% automated follow-ups across every member touchpoint
- Platform statusFull production platform with coaching, community, content
- Technical teamPSV embedded as ongoing fractional engineering team
- ScalabilityAI workflows scale coaching quality as community grows
Client Testimonial
“Coaches reclaimed fifteen-plus hours per week that had been consumed by scheduling, follow-ups, and engagement tracking. They now spend that time on the work only they can do.”
Results
70%+ less admin. 100% more coaching.
CollWi coaches went from fifteen-plus hours a week on admin to focusing almost all their time on actual coaching. AI workflows handle scheduling, follow-ups, and engagement tracking automatically. The ongoing partnership ensures the platform evolves with the community.
70%+
Admin Time Saved
Coaches freed from scheduling, follow-ups, and engagement tracking.
PBC
Public Benefit Corp
Social impact mission embedded in corporate structure, scaled by AI.
Ongoing
Active
Monthly partnership; continuous feature development and optimization.
100%
Data Ownership
CollWi retains full ownership of all business data and AI outputs.
Related
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Or reach us directly at aidan@pacificsoftwareventures.com