Coach Karina J: One System for a Growing Coaching Business
How TraceMatrx is turning scattered notes, spreadsheets and sales into one CRM with AI-drafted call notes.
Karina Joyce
Certified Hyper Ketosis Coach
Karina Joyce is a certified Hyper Ketosis weight-loss coach. As her client list grew, from around 25 active clients to about 40, she realized she needed help organizing and managing her clients and leads: tracking start dates and renewals, following up with new leads, and winning back past clients. She came to TraceMatrx to bring it all into one system and automate as much of it as possible.
The Problem
Too many places to track clients, and no single record.
Clients were tracked across separate spreadsheets, phone notes and paper notes.
Every client has a different start date and program length. Renewals were tracked by hand, so some clients ran past their program without renewing.
About 1,000 people had downloaded her free checklist from Stan Store, with no follow-up.
Weigh-ins arrived by WhatsApp and Messenger and never made it into a record, so there were no reliable results stats.
Stan Store has no direct integrations, so sales sat apart from her client records.
When TikTok banned her account after a viral video, she lost about 14,000 followers: a lesson in owning your own client data.
What We Built
One CRM, and calls that write their own notes
We consolidated everything into one CRM and are connecting the tools she already uses. Her Zoom calls are recorded by Otter and will be sent to Claude, which drafts a note for each client for Karina to approve from her phone. Stan Store purchases and free downloads will flow into the same CRM automatically, so every client has one complete record.
Call notes
- Otter
- Zapier
- Apps Script
- Claude
- Karina's review
- CRM
Stan Store sync
- Stan Store
- Zapier
- Apps Script
- CRM
One CRM in Google Sheets
1,100+ contacts consolidated into a single People list, with segments such as Active Client, Hot Lead and Lost Sheep, lead sources, program start and end dates, days remaining, renewal alerts, weigh-ins, purchases and a dashboard.
AI call notes
Otter records her Zoom calls. Zapier and Google Apps Script will pass each transcript to Claude, which reads it alongside her client roster and drafts a structured note for each client: a summary, wins, struggles, her to-dos, the client's to-dos, a follow-up date, and flags for medical, renewal or refund topics. Group calls are split into one note per client.
Human in the loop
Nothing changes in a client record until Karina approves it on a mobile review page. If a match is uncertain, the note is flagged "Needs Match" instead of guessed. Segment changes are suggestions only.
Stan Store sync
Each purchase or free download will be matched to an existing contact by email, or will create a new one, and the sale will be logged.
Privacy by design
Full transcripts are never stored in the CRM, the review page is locked to her account, and API keys are kept out of the sheet and the code.
Stack
- Google Sheets
- Google Apps Script
- Otter.ai
- Zapier
- Claude (Anthropic)
- Stan Store
- Zoom
Human in the Loop
“The AI drafts. Karina decides. Nothing changes in a client record until she approves it.”
Meet Karina
She went through the program herself, then trained to coach it. She started coaching in January 2026 and has coached close to 100 people. She also coaches leads from a partner coach's 40-Day Challenge.
Most clients find her through TikTok, including her live streams, Facebook and word of mouth, and she sells her programs through Stan Store.
Programs on Stan Store
- 7-Day Jump Start
- 24-Day Coaching Program
- 45-Day Coaching Program
- 60-Day Coaching Program
About this project
Karina is the sister of TraceMatrx founder Steve Robinson. Like MonmouthFlow, this is a business close to home where we build and prove our systems first.
Want This for Your Business?
Book a consultation and we'll talk through what a similar system could look like for you.