You know I’m all about making business easier—without sacrificing strategy. So when I created Quick Boost and Strategy on Demand, I knew they needed a smooth, efficient client experience. No unnecessary steps. No chasing down payments. Just straightforward, high-impact support.

But designing that system? That took some thought.

I knew these offers weren’t like my deep-dive Lead to Love program, but they still needed structure:
✅ Lead Management – Tracking interest & following up (without feeling spammy)
✅ Onboarding – Making it easy to book & get the info I need
✅ Service Delivery – Ensuring every call is productive & strategic
✅ Offboarding – Keeping the relationship going beyond one session

For Quick Boost, I focused on simplicity:
📌 You answer a few key questions when booking.
📌 I review your responses beforehand, so we hit the ground running.
📌 After our call, you get an action plan + resources within 48 hours.

Because I designed Quick Boost to be as streamlined as possible, every step in the process is intentional. From booking to follow-up, I’ve built a system that ensures clients get high-impact strategy without unnecessary steps—while keeping everything smooth and stress-free for both of us.

Here’s how it all works, step by step:

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TL;DR of the Step-by-Step Process:

1️⃣ Lead Management – Track and nurture leads with Airtable. Cold leads join my email list; warm leads can book a Voxer consult before committing.
2️⃣ Booking & Pre-Screening – Clients book via TidyCal, answer three quick questions, and receive an invoice via HoneyBook (held for approval).
3️⃣ Prepping for the Call – Once payment is confirmed, automated reminders go out, and I review intake answers to tailor the session.
4️⃣ The Quick Boost Call – A 60-minute Zoom session, with Fathom handling transcription & recording so I can stay fully engaged.
5️⃣ Post-Call Action Plan – Within 24 hours, clients receive a summary, action steps, resources, and a recording via Fathom.
6️⃣ Follow-Up & Offboarding – Automated check-ins at 3 days, 1 week, 2 weeks, 3 months, and 6 months via Airtable, plus testimonial & referral requests.

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Here are the details for those curious…

Quick Boost Client Experience System

Step 1: Lead Management

What Happens:

• I track potential clients (leads) who show interest in Quick Boost.
• Leads come from Instagram, LinkedIn, my podcast (Here's What I Learned), guest appearances, my email list, and referrals.
• Cold leads (new to me) are encouraged to join my email list to warm up.
• Warm leads (already engaged with me) are invited to book a free Voxer consult before committing to Quick Boost.

Why This Step Exists:

• I want leads to get to know me first before jumping into a session.
• A Voxer consult lets me build trust and gauge their needs before they invest.
• Keeping track of where leads come from ensures no one falls through the cracks.

Tools Used:

• Airtable → Tracks leads & automates follow-up reminders.
• TidyCal → Handles Voxer consult bookings.

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Step 2: Booking & Pre-Screening

What Happens:

• Once a lead is ready, they book a Quick Boost through TidyCal.
• They answer three short questions about their biggest challenge, how it’s impacting them, and what they hope to get from the call.
• The booking is held for approval before confirming their session.
• An invoice is automatically sent via HoneyBook (with options to pay in full or in two payments).

Why This Step Exists:

• I don’t want to chase payments—the session is confirmed only once they pay.
• Holding the booking for approval allows me to make sure I can actually help before they invest.
• The short intake questions ensure I understand their needs upfront and can prepare accordingly.

Tools Used:

• TidyCal → Booking & intake questions.
• HoneyBook → Invoicing & payment tracking.
• Airtable → Tracks booking status & reminds me to follow up.

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Step 3: Prepping for the Call

What Happens:

• Once payment is received, I approve the booking and it’s added to my calendar.
• Automated reminder emails are sent before the session (a day before and 2 hours before).
• I review their intake answers and take notes on what I need to ask during the session.

Why This Step Exists:

• Reminders help clients show up prepared (and prevent no-shows).
• Reviewing answers in advance lets me maximize the session time by focusing on strategy, not gathering basic info.

Tools Used:

• TidyCal → Sends automated reminders.
• Airtable → Alerts me to review responses.

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Step 4: The Quick Boost Call

What Happens:

• We meet on Zoom for 60 minutes of focused strategy.
• I guide the session by asking targeted questions to uncover the best solutions.
• Halfway through, I check in to make sure we’re on track and they’re getting what they need.
• I take minimal notes because I use Fathom to transcribe and record the session automatically.

Why This Step Exists:

• The mid-session check-in ensures we’re aligned and that they’re getting value.
• Using Fathom allows me to stay present in the conversation without worrying about note-taking.

Tools Used:

• Zoom → Call hosting.
• Fathom → Automatic recording, transcription, and summaries.

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Step 5: Post-Call Action Plan

What Happens:

• Within 24 hours, I send the client:
  • A summary of our session
  • Their custom action steps
  • A transcript & video recording from Fathom
  • Any additional resources relevant to their plan
• I use Fathom’s AI-generated summary as a base but revise it manually to make sure it’s accurate and detailed.

Why This Step Exists:

• Clients leave with a clear action plan so they can immediately implement changes.
• Having a recording & transcript means they don’t have to worry about taking notes.

Tools Used:

• Fathom → Generates the transcript & recording.
• Google Docs → Creates the final action plan.
• Airtable → Tracks task completion.

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Step 6: Follow-Up & Offboarding

What Happens:

• 3 days after the call: They receive a feedback form.
• 1 week later: I check in to see if they’ve started implementing their action plan.
• 2 weeks later: I ask for a testimonial or referral (if appropriate).
• 3 & 6 months later: I send a follow-up email checking on their progress and offering additional support if needed.

Why This Step Exists:

• I want to ensure they’re seeing results, not just getting a plan and forgetting about it.
• The follow-up sequence keeps me top of mind if they need further support.

Tools Used:

• Airtable → Automates follow-up reminders & tracks status.
• Google Forms → Collects testimonials & feedback.
• Gmail or Airtable Automations → Sends follow-up emails.

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Final Thoughts

This system allows me to deliver high-impact strategy without adding unnecessary steps. Airtable is the backbone—it automates tracking, follow-ups, and reminders, so I don’t have to remember every detail manually.

By keeping things simple, automated, and client-friendly, Quick Boost is easy to book, delivers real results, and ensures ongoing client success.

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If you’re ready for quick, strategic support that fits your needs, let’s do it: Book Your Voxer Consult (see what I did there 😉)

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Until next time,

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Have we met? Hi, I'm Jacki Hayes. I love to read (especially smutty romantasies featuring faeries or vampires), climb and then fall off bouldering walls, and camp in a tent. I'm a Mani-Gen, Enneagram 5, and enormous MCU geek. Want to connect? Book a Connections Call. ​ ​Before you go… Did someone forward this to you? That means they think you’re the kind of business owner who values strategy over chaos and clients over constant hustle. If they’re right, you can get these emails straight to your inbox—no middleman required. Subscribe here.​ And if you know someone who could use a little more simplicity and sanity in their business, go ahead and pass this along. One good email can change how they work (or at least save them from another “just hustle harder” sales pitch). Jacki