Alexandra Weber Coaching

AI Fulfillment System

An intelligent automation platform that handles client support, answers questions, and manages operations — so you can focus on coaching.

1,875
Clients Imported
248
Content Items Indexed
12
Workflows Active

Project Progress

Overall system completion status

90-Day Project Timeline
Day 49 of 90
41 days remaining
Client presentation: Jan 27
Jan 27
Start
Nov 26, 2025
Today
Jan 13, 2026
End
Feb 23, 2026
Workflow Progress 97%
Complete System 85%
Phase 1
Content
100% ✓
Phase 2
Clients
100% ✓
Phase 3
Q&A
97% ✓
Phase 4
Integrations
100% ✓
Phase 5
Operations
100% ✓

Note: "Workflow Progress" tracks n8n automation workflows (97%). "Complete System" includes interfaces, dashboards, testing, documentation, and training (85%). See Complete Deliverables for full breakdown. For CSM team, see Documentation. 📋 Demo Checklist

System Status

Workflow Overview

Current status of all automation workflows

Workflow
Status
Phase
Notes
WF1 - Knowledge PipelineContent transcription & embedding
● Active
Phase 1
248/248 records processed
WF2 - Content Auto-SyncDaily Google Drive sync
● Active
Phase 1
Runs daily at 16:00 UTC
WF3 - Client ImportClose.io to AirTable
● Complete
Phase 2
1,875 clients imported, 1,872 synced to Supabase
WF4 - New Client EnrollmentClose.io webhook
● Active
Phase 2
Filtered for "Gewonnen" status
WF5 - Zoom Recording HandlerRecording transcription
● Ready
Phase 4
Awaiting real recording test
WF6 - Pre-Call QuestionsGoogle Form processing
● Active
Phase 3
Processing every 30 min (1,440/month)
WF7 - Circle Q&ACommunity automation
● Active
Phase 3
Polling + WebClipper + Needs Response tracking + CSM Assignment
WF8 - CSM Chat InterfaceInternal AI assistant
● Active
Phase 3
RAG pipeline complete with GPT-5.2
WF9 - Halftime Call SyncWeek 5 check-in
● Active
Phase 4
Close.io webhook registered
WF10 - Success Call SyncProgram completion
● Active
Phase 4
Close.io webhook registered
WF11 - Module TrackingMemberspot progress
● Active
Phase 4
~1,648 course participants tracked
WF12 - Error RecoveryCentralized error handling
● Active
Phase 5
All workflows connected
WF13 - Weekly ReportAutomated metrics
● Active
Phase 5
Runs Monday at noon CET
WF14 - System NotificationsError email alerts
● Active
Phase 5
Tested and operational
Action Required

What We Need

✅ Recently Resolved

  • Resolved: Circle API credentials — WF7 now active
  • Resolved: Google Form — WF6 deployed, ready for activation
  • Resolved: WF13 Weekly Report — now active

📅 Current Status

  • ✅ Complete: CSM documentation and training materials
  • ✅ Complete: AirTable CSM Interfaces deployed
  • ✅ Complete: WF7 Circle Q&A + WebClipper + Needs Response
  • ✅ Complete: CSM Assignment field for ticket management
  • ✅ Complete: CSM training session (Jan 27)
  • → Next: Module video links sheet (from Coralie)
Project Evolution

Weekly Updates

Progress summary and project milestones.

February 2, 2026
Week 9

Completed This Week

  • Needs Response Field — Auto-tracks which questions need CSM reply (based on last commenter)
  • Backfill Script — Processed 896 existing records (99 need response, 797 already answered)
  • CSM Assignment Field — Prevents double-work with 6 CSM options (Coralie, Martina, Vanessa, Maike, Silke, Dietrun)
  • WF07 + WF07.1 Updated — Both workflows now auto-set "Needs Response" field
  • Circle Comments API Integration — Fetched 34,670 comments for response tracking
  • Team Member Detection — "(Team)" suffix in Circle names auto-marks as team response
  • Program Structure Documented — DIAMOND-Style (10 weeks), DIAMOND-Mastery (6 months), DIAMOND-Club (12 months)

In Progress

  • Module video links sheet (waiting for Coralie)
  • DIAMOND-Club live-talk content transcription
  • Pre-talk question processing (4 Google Sheets)

Key Metrics

  • 896 total questions in Klienten-Fragen table
  • 99 questions currently need CSM response
  • 797 questions already have team replies
  • 34,670 Circle comments analyzed for response tracking

Major CSM workflow improvements! The system now automatically tracks which questions need responses based on Circle comment analysis. CSMs can claim tickets to prevent double-work. Backfill completed for all existing records. Ready for self-service content management phase.

January 9, 2026
Week 8

Completed This Week

  • WF7 (Circle Q&A) — NOW ACTIVE! Polling every 15 min, RAG threshold optimized to 0.4
  • WF6 (Pre-Call Questions) — Deployed to n8n, ready for activation
  • WF13 (Weekly Report) — Implemented and active with Monday noon schedule
  • All 19 workflows renamed to consistent AWC-WF## format
  • n8n execution limit safeguards documented (prevented 43K/month overage)
  • Comprehensive production readiness plan created
  • Circle API V2 integration complete with Admin token
  • RAG pipeline tested with real German questions (0.35-0.47 similarity scores)

In Progress

  • CSM training session (Jan 27) ✓
  • Final production validation ✓

Key Metrics

  • 13/14 workflows now active (93% workflow completion)
  • ~2,944 scheduled executions/month (within budget)
  • 248 knowledge records in vector store
  • $0.015/question estimated cost with RAG

Major blockers resolved! Circle API and Google Form issues fixed. WF7 Circle Q&A is now actively polling the community every 15 minutes with AI-powered responses. Workflows are 86% complete (12/14 active). Full production launch targeted for Jan 28.

January 4, 2026
Week 7

Completed This Week

  • WF8 (CSM Chat Interface) — RAG pipeline complete, GPT-5.2 integrated, tested and ready
  • WF11 (Module Tracking) — Active with Memberspot integration (~1,648 students tracked)
  • Client Data Sync — 1,875 clients in AirTable, 1,872 synced to Supabase (99.8%)
  • Backfilled 1,306 missing clients from AirTable to Supabase
  • Vector search working with 6 context chunks per query, 7-9 second response time
  • All client-facing documentation updated (README, PROJECT_ROADMAP, WORKFLOW_STATUS)

Major milestone achieved! WF8 CSM Chat Interface is now fully operational with RAG pipeline, vector search, and GPT-5.2 integration. Client data sync completed with 1,875 clients imported (99.8% sync rate to Supabase). Workflows were 79% complete (11/14 active).

January 2, 2026
Week 6

Completed This Week

  • Full workflow audit — All 14 workflows documented with accurate status
  • WF9 (Halftime Call Sync) — Active with Close.io webhook
  • WF10 (Success Call Sync) — Active with Close.io webhook
  • WF5 (Zoom Recording Handler) — Built and active, awaiting real recording test
  • WF12 Error Recovery implemented and tested
  • WF14 System Protokolle notifications built and active

Comprehensive audit completed. Phases 1-2 confirmed fully operational. Operations workflows (WF12, WF14) are live. Integration workflows (WF9, WF10, WF5) now active.

December 27, 2025
Week 5

Completed This Week

  • Phase 1 (Content Pipeline) 100% COMPLETE — all 248 coaching files processed
  • Full transcription of all audio/video content in German
  • All PDFs and documents extracted and embedded
  • 248 records now searchable in Supabase vector database
  • Auto-sync workflow active — runs daily at 4 PM UTC
  • Queue-based processing system proven reliable at scale

Major milestone achieved! All coaching content is now fully indexed and searchable. The AI knowledge base contains 248 transcribed and embedded records ready for RAG queries.