Series Media - AI Efficiency Diagnostic Tool

Section 1: Business Type

Tell us about your coaching business setup.

1. What type of business do you run?

Solo coach (just me) Small academy / club (2–5 coaches/staff) Growing academy (6–15 coaches/staff) Established club (15+ coaches/staff) Franchise / Multi-location

Section 2: Sport & Session Volume

Select your coaching domain and weekly session load.

2. What primary sport or domain do you coach?

3. How many coaching sessions run weekly?

0–10 sessions 10–20 sessions 20–30 sessions 30–40 sessions 40+ sessions

Section 3: Session Price & Tools

Specify average session price and current tools.

4. What is your average price per session/class?

5. Which tools do you currently use? (Select all that apply)

Google / Outlook Calendar Stripe / PayPal WhatsApp / SMS Excel / Spreadsheets Mindbody / Zen Planner GoHighLevel / CRM

Section 4: Integration & Revenue Leaks

Evaluate tool connection and cash flow friction.

7. Are your tools connected automatically?

Yes, most tools talk automatically Some tools are connected No, everything is manual I don't know

8. Where does most of your revenue leakage happen?

Payment delays or non-payment No-shows or cancellations I don't track this / not sure Something else

Section 5: KPI Tracking & Data Access

Review business metrics tracking and customer data storage.

9. How do you track business performance & KPIs?

Real-time dashboard (Automated visibility) Weekly/monthly manual reports Spreadsheets updated manually I don't track consistently

10. How do you manage client/customer data?

Centralized CRM system accessible to team Spreadsheets shared with team Spreadsheets only I have access to Mix of email, notes, and memory

Section 6: Bottlenecks & Documentation

Identify workflow bottlenecks and process checklists.

11. Where does work typically slow down the most?

12. Do you have documented processes (SOPs / Checklists)?

Yes, everything is documented Some key processes are documented It's mostly in people's heads No documentation — figure it out as we go

Section 7: Workload & Human Errors

Evaluate team strain and error frequency.

13. Which statement best describes your team's workload?

Efficient with capacity to grow At capacity, but managing Overwhelmed and falling behind

14. How often do errors occur due to manual tasks?

Rarely — robust systems Occasionally — a few times per month Frequently — multiple times per week

Section 8: Weekly Admin Hours & AI Usage

Quantify manual labor hours and AI tool familiarity.

15. Estimated manual admin hours spent per week across team:

0–5 hours/week 5–10 hours/week 10–20 hours/week 20–40 hours/week 40+ hours/week

16. Have you used AI or automation tools before?

ChatGPT / Claude Zapier / Make / n8n AI Email Assistants No, not yet

Section 9: Tech Comfort & Retention Visibility

Rate team tech comfort and member churn tracking.

17. Team comfort with adopting new tech tools:

Very comfortable (Early adopters) Somewhat comfortable Hesitant / Prefer familiar Resistant to change

18. How do you know which members/athletes are about to quit or inactive?

Automated system alerts me I manually check regularly I find out when they've already quit I don't track this

Section 10: Scalability & Setup Budget

Measure scaling capacity and budget readiness.

19. If you got 10 new clients tomorrow, what would happen?

Handle smoothly with current systems Manage, but everyone would be stressed Need to hire more staff immediately Need better systems & automation first Have to turn some clients away

20. What is your estimated budget for AI implementation?

Section 11: Implementation Timeline

Select your target timeframe to see implementation results.

21. Ideal timeline to see implementation results:

Within 1 month (Quick wins) 1–3 months 3–6 months 6+ months

Section 12: Cost Leaks & Member Retention

Identify your biggest financial bottleneck and active member retention.

Question 22: What costs you the most money each month?

No-shows (people book then don't show up) Payment issues (people paying late or not at all) Silent churn (members who just stop booking) Other / not sure

Question 23: How many of your regular members/clients haven't booked a session in the last 4 weeks?

I don't know, I haven't checked 0–5% (almost everyone is active) 5–15% (some inactive members) 15%+ (significant portion have gone quiet)

Section 13: Where Should We Send Your Report?

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AI Efficiency & ROI Assessment