04Step Up FactoryIn production

“I love my job, but I spend three quarters of my time doing anything but coaching. if I were rich I'd have a secretary”

an independent coach

It's booked. So is everything else.

The client picks a day and a slot, and gets their ticket. Confirmation, reminders, check-in, follow-up, chasers, recaps: the secretary does the rest. The coach is only called on when their presence counts.

From the first file to going live
4 days
What's left of it today
A complete assistant, from booking to follow-up
First file
22 November 2025

Follow an assessment end to end In service since 25 November 2025 · design, code, deployment

Bilan 360° Offert 60€

Ton Bilan avec Antton

45 min au club • Sans engagement

Choisis ton jour

Horaires disponibles

C'est réservé, Camille

Présente ce QR à Antton à ton arrivée

dans 5 jours · jeudi

Step Up Factory · Bilan 360° Offert1 pers.

Jeu.

03SEP

10h45 - 11h30

Antton

CodeEXE-MPL

LieuStep Up FactoryBalma Gramont, Toulouse

Tap a day, then a slot: the ticket appears.

What the sentence meant

What an independent coach does best is be with their clients. Appointments, chasers, reminders: everything else pulls them away from that. By their own account, setting up a single assessment cost them three or four messages, or a ten-minute call; chasing by hand let things slip, and people missed appointments.

The secretary they were talking about would have done nothing else: book, confirm, remind, chase, and leave them free to coach. That is exactly the scope that was built.

What was built

Behind the booking form, a complete assistant walks every assessment from the first tap through to the follow-up, and keeps the coach's diary. It reads in four levels, in the order the client goes through them: before the appointment, at the club, after, and on the coach's side.

The public page bilan.stepupfactory.fr/antton on a wide screen, capture of 29 August 2026: a column centred on a slate ground, the badge Bilan 360° offert with 60 euros struck through, the coach's portrait ringed with the peach, magenta and lime gradient, the title Ton Bilan avec Antton, 45 min au club, sans engagement, the day selector (Aujourd'hui, Demain recommandé, Lundi 31 août, Mardi 1er septembre) and five available times from 10:00 to 17:00.
Every coach gets their own booking page when their account is created: their photo, their offer, their slots, their words, their signature. Here is one, served on 29 August 2026.
The same page on a phone, capture of 20 July 2026: the offer badge, the coach's portrait, Ton Bilan avec Antton, the days Aujourd'hui (places limitées), Demain (recommandé, in gradient), Mercredi 22 juillet, then five 45-minute slots at the club, 10:00, 12:00, 13:00, 16:00 and 17:00, and the line: tu bloques un créneau avec Antton, tu pourras toujours déplacer ensuite si besoin.
On a phone, where nearly every booking happens: capture of 20 July 2026.

Level 1 · Before the appointment

On the coach's page, two taps: a day, a slot. A short form, first name and phone number, and it's booked. The ticket appears with its QR code and its backup code; the email address, given under the ticket, receives the confirmation straight away, ticket attached. Then an email reminder the day before, another one hour before, and a text message if the coach has switched it on. Up to 48 hours before, the client moves or cancels on their own from their ticket.

Tomorrow 10:45 EXE-MPL SMS changeable or cancellable online up to 48 h before closed under 6 h TWO TAPS a day, a slot STRAIGHT AWAY the QR ticket, the confirmation email THE DAY BEFORE email reminder ONE HOUR BEFORE email, and SMS if the coach switched it on THE ASSESSMENT 45 min at the club
The five moments of a booking, in the order the server runs them.

Bilan StepUp · à la personne qui vient de réserver

Ton bilan avec Antton est confirmé · EXE-MPL

Step Up Factory · Bilan 360° Offert1 pers.

Jeu.

03 SEP

10h45 - 11h30

Antton

CodeEXE-MPL

Step Up FactoryBalma Gramont, Toulouse

Tu peux modifier ou annuler ton bilan en ligne jusqu'a 48 h avant le rendez-vous. Au-dela, Antton reste joignable directement depuis cette meme page.

Changer mon créneau

bilan.stepupfactory.fr · bilan@stepupfactory.fr

The confirmation email.

The text message only goes out if the coach has switched it on for their page. It doubles the email, it does not replace it.

BilanRDV · aujourd'hui, 09:45

Rappel : ton bilan avec Antton aujourd'hui a 10h45. Modifier/annuler : https://bilan.stepupfactory.fr/r/exemple - StepUp

The one-hour text message, signed with the organisation's name, sent only if the booking still stands.

Level 2 · At the club

On arrival, the coach scans the ticket's QR code with their phone: one tap, and the booking goes from “Booked · pending” to “Assessment in progress”. The assessment is digitised: the document that comes out of it is filed on the booking, which becomes “Assessment done”.

The scan is the gesture in service, it is not the only one possible. A tap on an object left at the desk, over NFC, is planned: even less friction, if the coach prefers. Or no gesture at all: the assessment, on paper or digital, arrives in the system with a name, an address or a number, at roughly the right time, and the booking can validate itself, even with typing mistakes. The chosen gesture can also set off what comes next: printing the assessment sheet, opening the person's follow-up account. A scan or a tap also gives the person the feeling of a place that takes care. The coach chooses.

The intention is to bend to the coach's trade: to build them the setting where they work without thinking about anything else, with only the friction that serves a purpose, or none at all.

OPENING THE APPOINTMENT, YOUR CHOICE AND TRIGGERING, YOUR CHOICE scan the ticket's QR code in service at the club tap an object, over NFC planned no gesture: the assessment arrives name, email, roughly the right time Assessment in progress print the assessment sheet on the spot, at once open the follow-up account for the digital assessment nothing else just the appointment
Three ways of opening the appointment, three possible follow-ons. The coach chooses; the scan is the one in service.
Booked · pending Assessment in progress Assessment done QR scan, or six-character code the assessment, digitised, is filed AT BOOKING the ticket, its QR, its code ON ARRIVAL one tap on the coach's phone AT THE END the booking is closed
One example, the one in service at the club: three states, two crossings. The first happens by the coach's own hand, the second when the assessment is filed.
Bilan en cours

Camille

jeudi 3 septembre

10:45 → 11:30

Réservé · en attenteBilan en coursBilan terminé
The state card of the check-in.

Level 3 · After the assessment

As soon as the appointment ends, the client has a personal follow-up space, and a high-end e-book, produced by merging a template with what their digitised assessment holds: their goals, their plan. Two hours after the slot ends, a feedback email with two buttons if they came; if they did not, an email to take another slot. Six months after their last assessment, a word to bring them back, unless they have opted out.

e-book came no-show 6 months THE ASSESSMENT 45 min, at the club AS SOON AS IT ENDS personal follow-up space, e-book drawn from the assessment TWO HOURS LATER came: a feedback email, two buttons no-show: take another slot SIX MONTHS LATER a word to bring them back, unless they opted out
What follows an assessment, whether the person came or not. The follow-up space and the e-book are produced from the digitised assessment.

Level 4 · On the coach's side

The coach has no password: a six-digit code received by email opens their session for thirty days, renewed at every login. The emails they receive can be acted on: cancelling or moving happens from the email itself, with no login.

THEY RECEIVE THEY DO 07:00: the morning recap the day's assessments, as mini tickets Monday 08:00: the weekly recap done, cancelled, no-shows to call back every new booking and every change, with its buttons login with no password a 6-digit code, valid 10 min they scan the QR code on arrival or type the backup code they set their page six steps, live preview THE COACH Google Calendar their slots, synchronised
What the coach receives, what the coach does. Nothing else is asked of them.

Step Up Factory · Coach

Mes réservations

À venirPassés

CamilleConfirmé

jeu. 3 sept. · 10:45

EXE-MPL

The coach's list, taken from its code: upcoming, past, and the two buttons on each assessment. First name and code are examples.

Their page is set from a six-step editor, with a live preview of what the client will see: identity, schedule, personalisation, contact and diary, bookings, final check. Exception days, the place, the minimum notice, the limit per visitor and the pause message are all set there too. To publish is to switch on.

The server's six clocks, on Paris time:

  1. Every minuteThe one-hour reminder

    Email to the client, text message if the coach has switched it on, in the window from 65 to 55 minutes before, and only if the booking is still confirmed.

  2. Every hourThe day-before reminder

    Email between 25 and 23 hours before. Not sent if the booking was made less than 48 hours before the slot.

  3. Every 5 minutesAfter the session

    Two hours after it ends: the feedback email if the person came, the recovery email if they did not. Once per booking only.

  4. 07:00The morning recap

    To the coach, only if they have at least one assessment that day.

  5. Monday 08:00The weekly recap

    Done, cancelled, no-shows with a suggestion to get back in touch, the week's schedule, and how it compares with the one before.

  6. Tuesday 10:00The reactivation

    To clients whose last assessment is six months old, unless they opted out. One send per address only.

The coach is only called on when their presence counts: scanning a QR code on arrival, opening an email in the morning. All the rest goes out on its own, on time, and once only: every send is written into a log before it leaves, and the same message for the same booking is refused afterwards.

It also advises the coach in their own trade, with an AI fed on more than 800 hours of seminars given by the leading names in the industry. And the coach has nothing to install for that: from the LLM they already use, ChatGPT or another, they question the system, adjust it and get coached, without leaving their usual working environment. What links the two is an MCP, the protocol that lets an LLM call tools.

“I'm away from the 12th to the 19th”: the slots close. If appointments were already booked, the system says so and offers an email to warn them; one confirmation and the email goes. More than 300 short message templates cover situations like these, fitted to text message, WhatsApp, email or notification. Their profitability, their room for improvement: the same AI analyses it without ever receiving their clients' personal data, and coaches them from those 800 hours.

THE COACH their everyday LLM ChatGPT, Claude, another MCP the system settings, diary, sends, figures THREE EXAMPLES “Away from the 12th to the 19th.” slots closed appointments already booked: flagged an email offered; “yes”: sent “How profitable am I this month?” the analysis, and advice with no client data “How do I sell follow-up better?” coached by the system 800 hours of seminars
From the LLM they already use, with nothing to install: three requests, and what the system does with them.

Built for several organisations from the start: every coach has their page, every organisation its settings, its email templates (the wording is set per coach, per organisation, or for everyone) and its text-message signature. Step Up Factory is the first organisation on board.

The club around it

Three pages come out of the same workshop and hold together: the showcase stepupfactory.fr, which reads Google reviews live; each coach's booking page; and the results gallery, “Une histoire d'histoires”. A visitor who arrives through the showcase, books their assessment and finds themselves in the gallery six months later has never left the house.

The gallery resultats.stepupfactory.fr on a slate ground: the title Une histoire d'histoires, a line about the power of consistency, six filters (tous, énergie, perte de poids, prise de masse, bien-être, santé) and a link to the fifteen tags, then five before-and-after cards of club members, each with a first name, an age, a length in months and goal tags.
The results gallery, capture of 20 July 2026. The photographs and first names are the ones the members publish themselves.

The result

“If I were rich I'd have a secretary” became: a rhythm of 10+ appointments a day held without ever touching the phone to organise them, and zero chasers sent by hand. The secretary is there.