A voice-coaching studio in Australia
One fixed-quote job that became monthly work: a shared inbox across three domains, a tidy CRM, reminders that reach people and hot leads nobody loses.
What they asked for
In their own words: automate and set up AI organisation of their GoHighLevel and Google Workspace emails, messages and operations, to create smoother task management and admin, troubleshoot IT integration issues, and clean up a migration between apps.
What we built
- A shared team inbox on their main domain, with delegated access so admins can read and reply without anyone sharing a password.
- Send-as configured, so replies go out from the shared address and still show which person actually wrote them.
- Forwarding from their other two domains into that one inbox, so nothing arrives somewhere nobody is watching.
- Trialled Hiver as the shared-inbox tool and rejected it: it only sends from the shared address, which would have hidden who replied.
- GoHighLevel cleanup: found a workflow that was creating a fresh opportunity every time someone replied, and stopped it.
- Found sign-up emails going to addresses with typos in the domain (.comi, .gom) that had never been delivered, and fixed them.
- Set a one-contact-per-person merge policy and cleared the duplicate contacts already in the CRM.
- A script that files email attachments into a Finance / Invoices & Receipts folder in Drive at 6am every day, across all three mailboxes.
- A written reactivation plan for their 1,500 CRM contacts, of which only about 30 were sitting in any workflow at all.
- Cleared a plugin vulnerability notice flagged on their WordPress site by their host.
What changed
- Enquiries to any of their three domains now land in one inbox that more than one person can answer.
- Replies from staff no longer require sharing a login.
- Duplicate opportunities stopped being created on every customer reply.
- Sign-up emails that were silently failing to two mistyped domains started arriving.
- Receipts and invoices file themselves into Drive each morning instead of being dug out of mailboxes.
- 1,500 contacts that had been sitting untouched now have a plan for contacting them, up from roughly 30 in any workflow.
Keeping it running
After the first job they kept us on to run and improve the system month to month. This is the work from that stage, each item checked in their live accounts before it was called done.
What we fixed and added
- Found why some people who booked a call never got their reminder: buying a membership ran a clean-up step that pulled the contact out of every automation, the reminder included. Both clean-up steps now skip the booking reminder.
- Checked a real booking end to end: the automatic reminder went out 24 hours before the call, with a working video-call link, and was opened.
- Stopped existing students being logged as brand-new sales leads when they replied to a message.
- Repaired the team's hot-leads list: people who enquired in the last seven days and have not booked or bought yet. When checked, it held 24 people and none of them had already booked or bought.
- Fixed a More Info button on their online store that went nowhere. It now opens the course page it was meant to.
- Agreed one number to judge the work by: how many enquiries become paying students within 28 days.
What that changed
- People who book a call and then buy still get their reminder before the call.
- The sales pipeline shows real new enquiries, not existing students saying hello.
- The team works from one short list of people worth calling back this week.
- Store visitors reach the course page instead of a dead button.
Tools involved
Google Workspace · Gmail delegated access · GoHighLevel · Google Drive · WP Engine
No before-and-after numbers were measured on the first job, so no hours-saved or revenue figure is claimed here. Everything above is work that was done and checked, not an outcome we tracked afterwards. Measuring enquiries that become paying students started in October 2026, and the first full 28-day window has not closed yet, so no conversion result is claimed either. The studio is not named because we have no written permission to name them. The fixed fee covered the first Airtasker job; the monthly work is billed separately.
Something in your week looks like this?
Thirty minutes, no charge. We will tell you straight whether it is worth fixing, and what a paid pilot on that one job would look like.