Challenges

Despite delivering great results for her clients, Ash’s internal operations faced several bottlenecks:

1. Manual client onboarding:
   Welcoming a new Brand Therapy client involved manually sending emails, intake questionnaires, and welcome packets. Without automation, these repetitive steps consumed a lot of Ash’s time and were prone to delays.

2. Scattered information:
   Key client information was spread across emails, Google Docs, and calendar notes. Session plans, homework assignments, and feedback lived in different places, making it difficult for Ash to keep track of progress at a glance.

3. No central client portal:
   Clients did not have a single, convenient place to access their materials or updates. Lacking a dedicated portal, they often had to search through email threads or attachments for what they needed, which could dampen engagement between sessions.

4. Undocumented processes:
   Many of Ash’s procedures (from prepping for sessions to delivering the final Brand Strategy Blueprint) were informal and lived in her head. This lack of documented SOPs meant each task had to be re-thought every time, risking inconsistency and errors.

5. Limited bandwidth:
   Because of these inefficiencies, Ash could only juggle a handful of clients at once without feeling overwhelmed. Scaling her program or taking on more clients would have been difficult without sacrificing the personal touch or working long nights, leading to potential burnout.

6. Lack of automation:
   Previously, there were no automated systems in place. Clients had to manually notify Ashley through Slack whenever they completed prompts, which was required weekly for every prompt.

7. Scattered communications:
   Communication was disorganized without a dedicated channel for client notifications. This made it difficult to track progress and required follow-ups.

These challenges aren’t uncommon — many coaching businesses struggle to stay organized as they grow. Ashley Schroeder realized that to scale sustainably, she needed a streamlined system tailored for her workflow. That’s where Notion for coaches came in. Enter Camel Tech.

Transformation with Camel Tech

Camel Tech collaborated closely with Ash Schroeder to address these challenges, focusing on creating a professional digital workspace, enhancing client engagement, introducing smart automation, and building a foundation for scale. Here’s how the transformation unfolded:

1. Professional workspace in Notion

Camel Tech designed a custom Notion workspace as the central hub for Ash’s operations. This professional workspace replaced the patchwork of disparate tools with one organized platform. All client-related data – from session agendas and meeting notes to brand strategy documents and timelines – now lives in structured Notion client portals. The workspace was tailored to match Ash’s brand style and terminology, making it intuitive for her to use and visually cohesive for her clients.

By consolidating information in Notion, Ash can find what she needs in seconds instead of hunting through folders and inboxes. She has a clear dashboard view of all active clients and their status. The unified workspace not only improved internal efficiency, but also projected a more professional image to clients. Everything is in one place, giving Ash full control and oversight of her client engagements at any moment.

2. Enhanced client engagement :

Camel Tech created a customizable client template. For each new Brand Therapy client, the template is duplicated and customised to be unique and personalized to each client. This client portal page then serves as a dedicated home for that client’s journey.

Clients can log into their page to find their welcome package, program itinerary, session notes, homework assignments, and any resources Ash shares (such as books and podcasts ) neatly organized. They can track their progress through the 4-week Brand Therapy program at a glance, seeing what’s been completed and what’s coming up next.

Importantly, Camel Tech digitized Ash’s proprietary Brand Therapy Notebook into an interactive Notion format. What used to be a static workbook or series of Google Docs is now a living document on the client’s page. Both Ash and the client can collaborate in this notebook in real time – clients can fill in their brand discovery exercises and planning worksheets online, and Ash can review and comment between sessions. This synced notebook ensures that the client’s reflections and Ash’s feedback stay in one accessible place. The result is a smoother back-and-forth: clients feel continuously supported and accountable, and they stay more engaged throughout the process.

3. Automation & CRM integration:

Camel Tech introduced automation to handle routine tasks that were eating into Ash’s schedule. For instance, when a client signs up for Brand Therapy, it is now much easier to generate a pre-populated client portal page from a template. All the standard sections (welcome note, preparation checklist, session schedule, etc.) are instantly set up, so Ash doesn’t have to create them manually for each client.

Scheduling, reminders and notifications were also streamlined. Clients can now easily find the section to schedule their next sessions in their own client portal, without having to sift through email or other sources. Each of the five 1:1 Brand Therapy sessions is scheduled through Ash’s usual calendar app- Calendly. Notion calendar integrations mean the clients can see all their upcoming sessions in their portal, and they receive automated reminder notifications beforehand.

Previously, there were no automated systems for client notifications, requiring manual Slack messages for every completed prompt, which led to disorganized and often missed communications. To address this, Camel Tech created a dedicated Slack channel for client notifications and integrated automated alerts in Notion and Slack by the clicking a simple button on Notion. This setup ensures that all client activities are systematically tracked and communicated, significantly streamlining the follow-up process and enhancing overall workflow efficiency.

On the backend, Camel Tech built a simple CRM database inside Notion to track Ash’s client pipeline and relationships.

Within the same database, Ash can log notes about a lead or set a reminder to follow up after a discovery call. This ensure that no one falls through the cracks.

4. Standardized SOPs & scalable workflows:

Another key part of the transformation was capturing Ash’s business knowledge into a structured SOP (Standard Operating Procedure) library. Camel Tech worked with Ash to document all her recurring processes and best practices. They created a knowledge base within Notion that outlines step-by-step how to perform critical tasks – from onboarding a new client, to preparing for each client’s portal. Each SOP is easy to follow and includes checklists, process flow images and tutorial videos.

Having this internal playbook gave Ash immediate benefits. It brought consistency to her work – she can follow the same proven steps for every client, ensuring a high-quality experience every time. It also means less mental clutter; she no longer has to rely on memory or scramble to remember “how did I do this last time.” The SOP library acts as her business’s second brain, keeping all critical know-how in reach. Most importantly, these documented processes set Ash up for scalability. With a solid infrastructure in place, Ash can grow her brand strategy business without the chaos – no more reinventing the wheel for each new client, and no fear that increasing volume will lead to things slipping through the cracks.

Results

The partnership with Camel Tech yielded transformative results for Ash Schroeder LLC.

• 50% less admin time every week: In the months after the new systems went live, Ash saw a remarkable improvement in both her day-to-day efficiency and the overall client experience. She found that the time spent on routine admin tasks dropped by roughly 50%, effectively freeing up several hours per week.

• 2× client capacity without burnout: With operations running smoothly, Ash was able to increase her client load without feeling overwhelmed. Previously, she might have capped active Brand Therapy clients at a certain number to maintain quality. After the overhaul, she comfortably doubled the number of clients she can work with concurrently (for example, from 3 clients at a time to 6), all while still delivering the same personalized attention.

• No extra hours, more revenue potential: This translated into the opportunity for greater revenue and impact, without the trade-off of longer work hours. It’s a direct testament to how efficient workflows can expand a small business’s capacity.

• Upgraded portal boosted client engagement: Client feedback has been overwhelmingly positive. Participants in Brand Therapy have remarked on how easy and professional the new client portal experience is.

• Learning impact extended post-program: Clients stayed more engaged between sessions, completing their Brand Therapy Notebook exercises on time and coming to calls better prepared. Several clients even noted that the portal made it simple for them to revisit what they learned later, which extends the value they get from the program.

• Referrals up with stronger testimonials: The improved client experience has become a differentiator for Ash’s services. The addition of Notion form for collecting client testimonials has made the review collection process easier and more streamlined, leading to stronger testimonials and more word-of-mouth referrals for her business. were virtually impossible before. In the words of one founder, “I finally feel like a CEO and not just a property manager.”

• 100% task clarity, zero overwhelm: On a personal level, Ash now has greater peace of mind. With every task and process laid out clearly, she doesn’t worry about forgetting steps or dropping balls. Instead of feeling scattered, Ash feels in control and supported by her own infrastructure. In short, her business is now working for her, not the other way around – a key goal in Ash’s mission to build an intentional, impactful brand for herself.

Conclusion

Ash Schroeder’s journey with Camel Tech showcases the power of aligning smart systems with a creative business. By investing in operational improvements, Ash transformed her brand strategy practice from a behind-the-scenes bottleneck into a streamlined engine for growth. The custom Notion client portal and automated processes did more than just save time – they elevated the client experience and gave Ash the freedom to do what she does best: focus on strategy and nurture deeper relationships with her clients. The collaboration positioned Ash’s business to thrive on a larger scale, all while maintaining the personal, warm touch that defines her brand. This case study highlights Camel Tech’s role as a strategic implementation partner for creative founders like Ash, turning operational challenges into opportunities and helping passionate entrepreneurs systematize their way to greater impact and success.