From Padlet to a Full AI-Powered Delivery System
GTeX replaced scattered Padlet boards and static workbooks with a custom coaching app and AI assistants — turning a 4-week webinar program into a structured, trackable, AI-powered delivery system.
Client
GTeX
Program
Webinar Conversion Accelerator (WCA)
Replaced
Padlet + static workbooks + PDFs
Deliverable
Custom coaching app + AI assistants
Usage
Live cohorts + ongoing between cohorts
A world-class methodology trapped inside outdated delivery tools
GTeX's Webinar Conversion Accelerator is a 4-week program helping online coaches build, launch, and convert through webinars. The methodology was sharp. The results were real. But the delivery infrastructure was running on Padlet boards, static PDF workbooks, and a support team drowning in client questions.
With 50–150 clients per cohort, the problems compounded fast. Not everyone engaged with Padlet. The coach had no visibility into how many webinars clients were actually scheduling — a core program outcome. Workbooks were handed out as static documents, giving clients no interactivity and no AI to guide them through the exercises. And when clients got stuck, they emailed support.
The methodology was ahead of the delivery system. The program deserved better infrastructure — and more importantly, the clients deserved a better experience.
"A great coaching methodology delivered through a weak system gets weak results. The gap between what a coach knows and what their clients experience is almost always an infrastructure problem."
From scattered tools to a single delivery system
Before — Padlet era
- ✕Padlet boards with uneven client engagement
- ✕No visibility on webinars actually scheduled by clients
- ✕Static PDF workbooks — no interactivity, no AI
- ✕Support inbox flooded with repetitive questions
- ✕No structured session-by-session navigation
- ✕Exercise submissions scattered across email and forms
- ✕No way to know which clients were engaged or stuck
- ✕Upsell applicants managed manually in email threads
After — Custom app
- ✓7-session structured navigation with live progress tracker
- ✓Dynamic CTAs — coach controls which action clients see per stage
- ✓AI assistants replacing static workbooks — interactive, personalised
- ✓Task submissions in-app → backend pipeline for coach feedback
- ✓Cohort calendar — webinars scheduled and visible to all
- ✓Admin view: engagement rates, completion data, who's stuck
- ✓Upsell application pipeline built directly into the app
- ✓Ongoing access between cohorts — value beyond 4 weeks
Not just an app. A complete delivery system.
Session-by-Session Navigation
All 7 WCA sessions structured inside the app — Start Here, Customer Avatar & Offer, Build Your Webinar, Market Your Webinar, Slides & Tech, Go Live, and Support Clinics. Clients always know exactly where they are and what's next.
Dynamic CTAs — Stage by Stage
GTeX can add or remove call-to-action buttons inside the app at any point — without touching code. Each session can prompt a different client action depending on where they are in the program.
Task Submission & Feedback Pipeline
Each session includes tasks clients complete and submit directly inside the app. Submissions land in a backend pipeline — organised, tagged, and ready for the coach or team to review and respond.
AI Assistants — Workbooks Reimagined
Multiple custom AI assistants replaced GTeX's static PDF workbooks and prompt sheets. Each assistant is trained on the methodology and guides clients through exercises interactively — responding to their specific situation.
Admin Dashboard — Engagement & Completion
From the backend, GTeX now sees exactly which clients are engaged, who has completed which sessions, and where people are dropping off — turning a gut feeling about cohort health into a data-backed reality.
Application Pipeline for Upsells
Clients who apply to continue working with GTeX flow directly into a pipeline inside the app. The team sees every applicant, their status, and their stage — without managing a separate CRM or inbox thread.
Cohort Calendar
A live calendar of upcoming events, webinar clinics, and cohort milestones — visible to every client. Webinars scheduled, RSVPs tracked. The coach finally had visibility on the core action the program was built to drive.
Ongoing Access Between Cohorts
The app isn't switched off after 4 weeks. Clients retain access between cohorts — to the AI assistants, the resources, and the community. The value of the program extends beyond the live sessions.
Better infrastructure. Better results. Less chaos.
Better Client Results
Structured sessions, AI-guided exercises, and in-app task submission meant clients completed more — and got more out of what they completed.
Dynamic CTAs That Convert
GTeX controls which action clients see at each stage — without touching code. The right prompt, at the right moment, for every cohort.
Support Load Dropped
Repetitive questions fell significantly. The app answered what used to land in the support inbox — proactively, at any hour.
Full Admin Visibility
Engagement rates, session completion data, and who's falling behind — all visible in the backend. No more guessing which clients need attention.
Feedback Pipeline
Client exercise submissions land in an organised backend pipeline. The coach reviews and responds in one place — not scattered across email and forms.
Upsell Pipeline Built In
Applications to continue with GTeX flow directly into a pipeline inside the app. Leads captured, tracked, and managed without a separate tool.
"The methodology didn't change. The delivery did. And when delivery matches the quality of the thinking behind a program, clients feel it — in their results, their engagement, and their willingness to keep showing up."
Your methodology is only as powerful as the system delivering it
GTeX didn't need a new program. They needed their existing program to be delivered at the level it deserved. The methodology was already strong. The gap was in the infrastructure around it — the tools clients used to engage with it, complete it, and apply it between sessions.
This is the core problem micro apps solve for coaches: not replacing your methodology, but building a delivery system around it that reflects its quality. A PDF can't ask a follow-up question. A Padlet board can't track who's stuck. A static workbook can't adapt to what a client tells it.
AI can. A custom app can. And when you combine the two around a proven coaching methodology, the experience clients have goes from passive consumption to active engagement — which is where real results actually happen.
"The gap between a great coach and a great coaching business is almost always a delivery gap. Not a knowledge gap. A systems gap."
This is Part 1 of 2 for GTeX — the program delivery app. The KPI dashboard for their annual program is covered separately.
What people ask before building their own
Can this work for programs on different topics — not just webinar training?
Absolutely. The structure — session navigation, progress tracking, AI assistants, cohort calendar — is built around your methodology, not around a generic template. Whether you run a mindset program, a business accelerator, or a skills course, the app is built to match how you teach.
What platforms does this replace?
In this case it replaced Padlet and static PDF workbooks. But the same approach applies to coaches running programs through Kajabi, Notion, Google Classroom, or scattered tools across email and Zoom — any setup where the delivery doesn't match the quality of the methodology.
How are the AI assistants trained on the methodology?
Using the coach's existing materials — workbooks, frameworks, prompt sheets, session scripts. The AI is built to understand and apply the methodology specifically, so client interactions stay on-brand and on-method rather than generating generic responses.
Does the coach need technical knowledge to manage the app?
No. The app is designed for the coach and their team to use — not maintain. Content updates, cohort calendars, and session resources are managed through a straightforward interface.
Your program deserves delivery infrastructure as sharp as your methodology
If your clients are getting a generic experience from a tool that wasn't built for your program, there's a gap between what you teach and what they receive.
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