CollWi
CollWi reduced coach admin time by over 70% with AI-powered workflows, freeing coaches to focus on what matters: transforming lives through expert-led group programs.
70%+
Ongoing
PBC
Community Members
Transformation Through Coaching
Expert Coaches
The Challenge
The CollWi team had a powerful mission: democratize access to group coaching and community support. Coaches were spending 15+ hours per week on manual scheduling, follow-ups, and engagement tracking instead of coaching. They needed AI-powered automation that understood coaching relationships.
As a Public Benefit Corporation (PBC), CollWi prioritizes social impact alongside sustainability. They needed a scalable, production-ready platform with AI workflows that could handle the complexity of group coaching: scheduling, payments, community features, and content delivery, while reducing the 15+ weekly hours of admin that was keeping coaches from their core mission.
Key Challenges:
- 1Two-sided platform: Different experiences for coaches and members, both equally important
- 2Event management: Scheduling, registration, and attendance tracking for group sessions
- 3Community features: Building connection and engagement between sessions
- 4Long-term partnership: Needed ongoing support as the platform evolves with user needs
Our Approach
We built CollWi as a true partner, not just shipping and walking away, but staying on as an ongoing technical team. See our pricing and engagement models for how we structure builds and continued relationships.
Platform Architecture
- Two-sided user system (coaches & members)
- Authentication and role-based access
- Database schema for coaching programs
- Payment infrastructure setup
Coaching Features
- Coach profiles and program creation
- Member discovery and signup flows
- Event scheduling and management
- Notification system
Engagement Tools
- Community interaction features
- Blog and content management
- Member profiles and connections
- Progress tracking
Retainer Partnership
- Continuous feature development
- Bug fixes and maintenance
- Performance optimization
- Strategic technical guidance
Key Technical Decisions
Next.js + PostgreSQL + Vercel
We chose Next.js for server-side rendering (SEO) and API routes, PostgreSQL for relational coaching data, and Vercel for zero-downtime deployments. One full-stack codebase, maximum velocity.
AI-Powered Workflow Engine
We built an AI workflow layer that automates scheduling, follow-ups, and engagement tracking. Coaches define their programs; AI handles the admin. This is what drove the 70%+ reduction in coach admin time.
Retainer Model
Monthly partnership for ongoing development. New features ship continuously as CollWi learns what their community needs most.
Before & After PSV
A direct comparison of CollWi's operations before and after PSV built AI-powered coaching workflows.
Before PSV
- Coach admin time15+ hours per week on scheduling, follow-ups, and tracking
- Follow-up rateInconsistent manual outreach, many members falling through the cracks
- Platform statusNo product - coaching delivered through ad hoc tools and email
- Technical teamNo in-house engineering, founders managing everything manually
- ScalabilityCoaching quality degraded as community grew beyond a few dozen
After PSV
- Coach admin time70%+ reduction through AI-powered scheduling and engagement tracking
- Follow-up rate100% automated follow-ups across every member touchpoint
- Platform statusFull production platform with coaching, community, and content features
- Technical teamPSV embedded as ongoing fractional engineering team via monthly retainer
- ScalabilityAI workflows scale coaching quality automatically as the community grows
Tech Stack
Built with Next.js, PostgreSQL, and Vercel - modern, maintainable technologies that scale with the platform and make ongoing development efficient.
Frontend
- Next.js 14
- React
- TypeScript
- Tailwind CSS
Backend
- Next.js API Routes
- Server Actions
- REST APIs
Database
- PostgreSQL
- Prisma ORM
- Database migrations
Infrastructure
- Vercel
- Authentication
- Payment Processing
Platform Features
A comprehensive platform serving both coaches and community members
For Coaches
- Create and manage coaching programs
- Schedule events and group sessions
- Build a professional profile
- Track member engagement and progress
- Receive payments for programs
- Access coaching resources and blog
For Members
- Discover events and coaching programs
- Join community groups
- Connect with expert coaches
- Register for group sessions
- Track personal transformation journey
- Access member resources
The Results
CollWi launched successfully with AI workflows that reduced coach admin time by over 70%. The platform continues to grow through an ongoing retainer partnership, with new features shipping continuously.
70%+
Admin Time Saved
Coaches freed from manual scheduling, follow-ups, and engagement tracking
PBC
Public Benefit Corp
Social impact mission embedded in the company structure, scaled by AI
Ongoing
Active Retainer
Monthly partnership with continuous feature development and optimization
100%
Data Ownership
CollWi retains full ownership of all their business data and outputs.
Monthly Retainer Partnership
Unlike one-time projects, our relationship with CollWi is ongoing. We're their technical team on retainer, shipping new features, fixing issues, and providing strategic guidance as the platform evolves.
Built for Impact
As a Public Benefit Corporation, CollWi is legally committed to positive social impact. We built the platform with that mission in mind: accessible, community-focused, and designed to scale.
70%+ Less Admin. 100% More Coaching.
CollWi coaches went from spending 15+ hours per week on admin to focusing nearly all their time on actual coaching. PSV's AI-powered workflows handle scheduling, follow-ups, and engagement tracking automatically. The ongoing retainer partnership ensures the platform evolves as the community grows.
70%+
Ongoing
PBC
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