Your First 5 Minutes
When you open a conversation and the Client Concierge activates for the first time, it walks you through a four-phase setup. No technical knowledge needed — just talk to it like a person.
60-second plain-language intro of what the concierge does — tracks clients, preps you for calls, follows up after sessions, spots patterns, and checks in between sessions.
One question at a time: your name, timezone, currency, meeting platform, default session cadence, voice profile (optional — paste an example email), and programs you offer.
Walk through adding your first client conversationally. Share whatever you have — form data, notes, or just tell it about them. It fills in the rest and asks 1-2 smart follow-ups.
Learn the natural-language triggers: "Prep for Sarah", "Who needs attention?", "I just got off a call with Marcus". No commands to memorize — just say what you need.
What It Does
Collects client information from three possible sources — a completed intake form, discovery call notes, or a live chat-based intake conversation. All sources merge into a single client profile with contact info, goals, screening results, program enrollment, personality notes, initial milestones, and a welcome email draft.
Three Intake Modes
- Form + Notes — Paste intake form responses and/or discovery call notes
- Chat-Based — The concierge runs the intake as a conversation, one question at a time, adapting to responses
- Hybrid — Form fills the basics, follow up with conversational deep-dive on gaps
Modality Support
If you use specialized frameworks (GNM, NLP, somatic, etc.), add modality-specific intake questions and analysis layers. Configure during setup or say "I use [modality]" any time.
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Dashboard Views
- Pipeline — Kanban-style cards by stage (lead → discovery → active → paused → completed → alumni)
- Active Clients — Table with status, next action, sessions, staleness
- Client Profile — Deep-dive: intake data, sessions, commitments, comms history, milestones
- Sessions — Chronological log across all clients
- Milestones — Overdue / this week / upcoming / completed
- Comms Log — All emails and touchpoints, filterable
- Revenue — Pipeline value, active revenue, forecasting
- Marketing — Testimonial bank, language vault, campaign drafts
- Accreditation — Coaching hours log, competency tracker
Staleness Auto-Alerts
Clients are automatically flagged when they go quiet: leads after 3 days, discovery after 5, active after 5, paused after 30, completed after 30, alumni after 60.
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What It Builds
A concise brief containing: client snapshot (stage, program, session count), last session summary, open commitments (client + coach) with status, upcoming milestones, personality notes and flags, health score with dimension breakdown, and a suggested opening question.
When It Fires
On command when you say "prep for [name]" — or proactively when it detects an upcoming session (with GATO Calendar integration).
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What It Produces
- Structured session record (topics, commitments, next focus, flags)
- Personalized follow-up email in your voice
- Updated dashboard entry (session logged, commitments tracked)
- Flagged items for next session prep
- Comms log entry for the email
Input Format
Accepts anything — stream of consciousness, bullets, voice transcript, or raw brain dump. The concierge structures it all.
Email Rules
Subject line references something specific from the session — never "Great session!". Tone matches your voice profile. Commitments as bullet points for easy reference. Always shown for approval before sending.
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What Gets Logged
Every outbound communication: follow-up emails, check-in messages, welcome emails, resource shares, and custom messages. Each entry records the date, type, subject, channel, status (drafted/sent), and summary.
Where It Surfaces
- Client Profile view — per-client communication timeline
- Comms Log view — filterable across all clients
- Session Prep briefs — recent communications included
- Staleness calculations — last comms date factors in
Lifecycle Phases
- Onboarding (first 15%) — Extra touchpoints, intake follow-up, expectation-setting
- Active Coaching (15-75%) — Steady cadence, milestone tracking, commitment cycles
- Acceleration (75-90%) — Push toward remaining milestones, celebrate wins
- Transition (final 10%) — Renewal/upsell conversation flag, alumni planning
Renewal Alerts
When a client enters the Transition phase: "[Name]'s program ends in [N] days — have you discussed what's next?" Surfaces in dashboard, session prep, and morning brief.
Session Cadence Tracking
Learns each client's session pattern from history and flags when a session is overdue based on their actual cadence — not just the generic staleness threshold.
Check-In Types
- Commitment Check — "How's [specific commitment] going? Any blockers?"
- Milestone Nudge — "Your [milestone] is coming up — how are you feeling about it?"
- Warmth Touch — Light, non-work message when client has been quiet or flagged as stressed
- Resource Share — Follow up on something promised or relevant to their current work
Timing
For weekly clients, a mid-week check-in on day 3-4. For bi-weekly clients, around day 7. Adjusts to each client's actual cadence.
Approach By Situation
- Stale Active Client — Gentle check-in → direct outreach → concern message
- Paused Client — Periodic warm touchpoints → "thinking of you" → re-activation offer
- Alumni — Quarterly check-ins → share relevant content → referral ask → re-enrollment opportunity
Each approach follows a structured sequence rather than just flagging staleness — it actually gives you the messages to send at each step.
Four Dimensions
- Engagement (30%) — Session consistency, recency of last touchpoint
- Commitment Follow-Through (25%) — % of commitments completed on time vs. missed
- Milestone Velocity (25%) — Are milestones being hit on time, ahead, or behind?
- Relationship Warmth (20%) — Comms frequency, response patterns, flag history
Score Ranges
- 85-100 (Green) — Thriving. Engaged, hitting targets, relationship strong
- 65-84 (Yellow) — Attention needed. One or more dimensions slipping
- Below 65 (Red) — At risk. Multiple dimensions flagging
Where It Appears
Pipeline cards (color-coded dot), active clients table, client profile header, session prep briefs (with dimension breakdown), and proactive alerts when scores drop.
What Gets Tracked
- Topics the client consistently gravitates toward or avoids
- Emotional patterns — confidence spikes on certain topics, hesitation on others
- Commitment patterns — always hits content deadlines, delays pricing work
- Energy patterns — high energy in first half of sessions, lower in second
- Growth trajectory — breakthroughs, plateaus, regressions
How It Works
Begins after 3+ sessions with a client. Each session record can include pattern notes. Over time, these accumulate into a persistent patterns array that surfaces in session prep briefs — so you always know what's trending.
Fit Score Dimensions
- Goal Clarity (1-5) — How well-defined are their objectives?
- Readiness (1-5) — Are they ready to commit and act?
- Coachability (1-5) — Are they open to guidance and growth?
- Alignment (1-5) — Do their needs match what you offer?
Red Flag Detection
- Hard flags — Crisis signals, unrealistic expectations, pattern of coach-cycling
- Soft flags — Vague goals, external locus of control, mismatched expectations
Ongoing Monitoring
Screening doesn't stop at intake. Watch for emerging red flags in session patterns, commitment behavior, and communication — surfaced in session prep briefs.
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Two Tracking Systems
- Self-Report Ratings (1-10) — Clients rate themselves on customizable dimensions (confidence, clarity, stress, momentum) at intake, every N sessions, and at program end
- Percentage-Based Improvement — For measurable outcomes (revenue, anxiety level, content output), tracks absolute changes and calculates improvement percentages
Where Metrics Appear
Client profile (progress charts), session prep briefs, pattern analysis (cross-referencing with sessions), and the testimonial engine (aggregate stats for marketing content).
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Three Capabilities
- Testimonial Extraction — Every follow-up is scanned for testimonial-worthy moments: client wins, before/after contrasts, emotional breakthroughs. Quotes stored with context, flagged for approval, consent-tracked
- Language Mining — Builds a database of exactly how real clients describe their problems (pain language), desires, objections, and transformations. Marketing gold
- Campaign Generation — Pull from testimonial bank and language vault to generate social proof posts, transformation stories, case studies, and objection-handling content
Aggregate Intelligence
Common roadblocks, common breakthroughs, average improvement stats, success rate metrics — across all clients. Real data that powers real marketing.
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What It Generates
- Coaching Hours Log — All sessions across all clients: dates, durations, anonymized IDs
- Session Progress Notes — Per-client docs formatted to accreditation standards
- Competency Evidence Report — Maps session activities to coaching competencies with specific examples
- Outcome Summary — Aggregated client results with quantifiable data
- Supervision Log — Track supervisor/mentor sessions
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What It Does
Proactively scans your Gmail for Zoom and Google Meet transcript emails. When it finds one, it processes the transcript into structured session data — extracting key topics, commitments, emotional markers, and pattern signals. No manual note-taking required.
Why It Needs GATO
Requires the Gmail MCP integration that comes with the full GATO operator.
What It Does
Connects to your Google Calendar to pull upcoming session dates, detect cancellations and rescheduling, and proactively flag unprepped sessions. Morning briefs include "You have a call with [name] at 2pm — want me to prep?"
Why It Needs GATO
Requires the Google Calendar MCP integration that comes with the full GATO operator.
What It Does
Generates a dedicated web page for each client — deployed to a live URL. Clients can view their progress, submit voice/text updates, complete reflection prompts, and access shared resources. A white-label touchpoint that makes your practice feel premium.
Why It Needs GATO
Requires Netlify deployment capabilities that come with the full GATO operator.
What It Does
Processes Telegram chat exports for progress updates, commitment check-ins, emotional signals, and metric data. If you communicate with clients via Telegram, this turns those conversations into structured session intelligence.
Why It Needs GATO
Requires Make.com automation integration that comes with the full GATO operator.
Everything Is Configurable Through Conversation
You don't need to edit code or configuration files. Just tell the concierge what you want changed — it handles the rest. Here's what you can customize:
Show me the dashboard or Update the dashboard — this triggers a fresh save. Make sure you're refreshing the HTML file in your browser after each update.Here's how I write emails and paste an example — or describe your tone (warm and casual, professional and direct, etc.). The concierge will update your voice profile and use it for all future email drafts. You can update this any time.I run two programs — a 3-month Kickstart and a 6-month Accelerator. Each program can have its own default milestones, intake questions, session cadence, and pricing. Clients are tagged to their program and tracked accordingly.Show me [name]'s health breakdown. You can also adjust the weight of each dimension — for example, if milestone velocity matters less for a particular client type, say Reduce milestone weight to 15% for this client.Move [name] to active or [Name] is now in the discovery phase. The concierge updates their pipeline stage, adjusts staleness thresholds accordingly, and triggers any stage-specific automations (like onboarding emails when moving to active).I use GNM (or NLP, somatic, etc.) and the concierge adds modality-specific intake questions, screening layers, and tracking dimensions to your setup. Each modality can have its own analysis framework and custom metrics that integrate with the existing progress tracking system.client-concierge.html file — specifically in the DATA block at the top. This file is your database. To back up, simply copy the HTML file. To export client data in another format, say Export my client data as JSON or Give me a spreadsheet of all my clients.Add a progress dimension called Revenue or I want to track anxiety levels for my clients. The concierge adds it to your progress dimensions, starts collecting ratings at configured intervals, and includes it in progress reports and session prep briefs.