A Sales CRM Built for Coaching Academies
SeekingGreatness needed a CRM purpose-built for their sales workflow — not a generic tool with workarounds. We built a platform that manages the full lifecycle from lead capture through qualifying conversations to academy enrollment, handling 10 sales reps, 4,600+ leads, and 5,400+ meetings.
The Problem
SeekingGreatness is a Polish coaching academy running a high-volume sales operation — 10 reps conducting qualifying conversations via Zoom, managing leads through WhatsApp groups, and enrolling clients into multiple programs (Akademia, Klub, RESET).
No generic CRM could handle their specific pipeline. They needed a system that spoke their language — literally (Polish UI) and operationally (12 custom outcome categories, Calendly integration per rep, automated follow-up reminders).
Off-the-shelf CRMs couldn’t model a 12-category sales pipeline with qualifying conversations, academy enrollment, club memberships, and multiple coaching programs.
Sales reps had no reliable way to get reminded about upcoming qualifying calls. Follow-ups — the largest pipeline category at 37% — were falling through the cracks.
No way to see which reps were converting, how meetings were trending month over month, or where leads were dropping out of the pipeline.
Questionnaire answers, conversation history, and blocking reasons lived in scattered notes. No central record of why a lead was qualified or disqualified.
What Was at Stake
12-Category Sales Pipeline
The business uses 12 distinct outcome categories — from Oczekujące (Pending) through AKADEMIA Paid to Proces 333 — each with its own color coding, workflow implications, and reporting logic. This had to be modeled cleanly, not hacked onto a generic CRM.
Per-Rep Calendly Integration
Each of the 10 sales reps has their own Calendly account. Bookings need to sync automatically into the CRM, trigger follow-up notifications 6 hours before calls, and correctly attribute meetings to the right rep.
Fully Polish-Language Interface
Every label, button, filter, notification, and report had to be in Polish — not just translated, but using the business’s own terminology for meeting types, outcome categories, and sales stages.
How We Solved It
A CRM built around the academy's actual sales workflow
Real-Time Sales Dashboard
- 17 color-coded KPI cards with live daily counters
- Meetings chart and effectiveness chart with filters
- Per-rep bar chart and monthly trend lines
- Date range, sales rep, and category filtering
Meeting Management
- Scheduled meetings with 9 time-based quick filters
- Meeting detail view with category assignment
- Conversation history log per client
- Past meetings archive with full audit trail
Sales Analytics & Reports
- Donut charts with 12-category outcome breakdown
- Individual sales rep performance reports
- Filterable by date, rep, and time period
- Klub Export and All Export functionality
Lead & Client Management
- 4,600+ leads with search and pagination
- Client blocking with reason tracking
- Qualifying questionnaire responses stored per lead
- Role-based user management with Calendly tokens
Feature Spotlight
Automated Follow-Up Reminders
Sales reps receive automatic notifications 6 hours before scheduled qualifying conversations. 2,600+ reminders sent, ensuring the largest pipeline category (Follow Up at 37%) never slips through the cracks.
Qualifying Questionnaire System
Pre-meeting intake form captures motivation, 6-month goals, commitment readiness, and how they discovered the academy. Responses are stored on the meeting detail view for reps to review before each call.
12-Category Pipeline Tracking
Every meeting outcome is categorized into one of 12 color-coded statuses — from Pending and Follow Up through AKADEMIA Paid, KLUB, RESET paid, and Proces 333. One-click category assignment with full history.
Need a CRM built around your actual workflow? Let's talk.
Start a ConversationSee It in Action
How the sales team manages leads, meetings, and pipeline day to day
Before & After
What changed once the platform went live
No system for tracking meeting outcomes across 12 categories
Every meeting categorized with one click, full audit trail
Reps manually tracked who to call back and when
Automated reminders 6 hours before every qualifying call
No way to compare reps or spot monthly trends
Real-time charts, per-rep reports, and 12-category breakdowns
Leads scattered across tools with no central record
4,600+ leads in one place with questionnaire answers and history
Our Approach
From understanding the sales workflow to a live CRM platform
Mapped the Sales Workflow
Documented the full sales process: how leads are captured via Calendly, how qualifying conversations are conducted on Zoom, how outcomes are categorized across 12 statuses, and how the team uses WhatsApp for outreach. Designed the data model around these workflows.
Mapped the Sales Workflow
Documented the full sales workflow, 12 outcome categories, and Calendly/Zoom/WhatsApp integrations.
Built the Platform
Developed the dashboard with 17 KPI cards and multi-chart analytics, meeting management with scheduling and detail views, lead tracking with questionnaire storage, automated follow-up notifications, client blocking system, reports with donut/bar/line charts, and role-based user management with per-rep Calendly integration.
Built the Platform
Built dashboard, meeting management, lead tracking, notifications, reports, and user management.
Launched to the Sales Team
10 sales reps onboarded and started managing their qualifying conversations through the CRM. Leads flowed in automatically from Calendly, follow-up reminders kept the pipeline moving, and management gained real-time visibility into conversion rates across the team.
Launched to the Sales Team
10 sales reps onboarded. Leads auto-synced from Calendly, follow-ups automated, management gained real-time visibility.
Before the CRM, our sales team was drowning in spreadsheets and missed follow-ups. Now 10 reps manage over 4,600 leads and 5,400 meetings through one system — with automated reminders, Calendly integration, and full pipeline visibility. It completely transformed how we run our academy sales.
Let's Work Together
Ready to transform your ideas into reality? Get in touch with our team.
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