Prepared for
TobyAI · DM Automation · Systems Brain
Toby & Ash,From our call your passion and care for your clients is palpable and your standards for excellence clear. Your record speaks for itself, clients from 78 countries, 20 coaches and 10 years of content, you're clearly industry leaders in guiding people through one of the hardest health challenges there is.Its now time for your systems to have the same standards of excellence.I'm excited to free your coaches to do what they do best. To turn 300 DMs from a bottleneck into a pipeline. And to match your world-class programs with best in market technology.Here's how:
Here's where you are today -
and where we're taking it.
One VA handling everything. ManyChat flows that don't move the needle. Massive engagement, zero conversion.
Emily qualifies leads, answers FAQs in your voice, and routes hot prospects to your application - 24/7.
Handwriting notes in Trello. No way to ask "what would Toby say?" and get an instant answer.
Coaches ask a question, get Toby's answer sourced from 40 hours of training content - with a link to the exact video.
Questions go unanswered. Clients wait for their next session instead of getting help now. 4000 Q&As sitting unused.
Clients ask about pacing, brain fog, sleep - get answers in Toby's voice sourced from 10 years of content. Support between sessions, on demand.
Your 40 hours of video and 4000 Q&As become a searchable, AI-powered knowledge base. Build it once - it powers your coaches, your clients, your DMs, and everything you build next.
The Knowledge Brain is the foundation. Every tool plugs into the same intelligence.
40 hours of video + 4000 Q&As
One searchable intelligence layer
Each deliverable is a working product. Together, they transform how you engage with leads, clients, and coaches.
Your 40 hours of video and 4000 Q&As, transcribed, structured, and embedded into a searchable AI knowledge base. This is the engine that powers every other deliverable - built once, used everywhere.
40 hours → timestamped text via Whisper. Every sentence searchable.
4000 Q&As imported, categorised, and embedded for instant retrieval.
BM25 + vector search with reranking. Finds the right answer, not just a similar one.
System prompt + few-shot examples from your real responses. Sounds like Toby, not a robot.
Hosted on Supabase. You own the data. No vendor lock-in, no per-seat fees.
Every new tool plugs into this same brain. Build once, power everything.
Your coaches ask "what would Toby say about pacing for someone with brain fog?" and get an instant answer with a link to the relevant training video. Replaces searching through 100 SOPs.
Clients ask about pacing, brain fog, sleep, nutrition - get answers sourced from your actual coaching content. 80% handled automatically, 20% escalated to your team with full context.
AI-powered Instagram DM management. Emily qualifies leads in your voice, answers FAQs, captures secondary data, and routes hot prospects to your application - all while feeling like a real conversation, not a chatbot.
Five deliverables. One knowledge brain powering them all.
Total Investment - four deliverables, one knowledge brain
Scales with usage. No revenue share. No per-seat fees. You own everything.
Transcribe 40 hours of video, structure 4000 Q&As, build the retrieval pipeline and train Toby's voice profile. The foundation for everything.
Deploy Coach TobyAI to 20 coaches for testing. Refine from feedback, then launch Client TobyAI embedded in Kajabi.
Audit DM patterns, build qualification tree, deploy Emily with human review.
How we approach every deliverable.
It can't break. We deploy to coaches first, clients second. Every interface is tested with real users before going live. Nothing launches without your sign-off.
Each deliverable is a working product. If the brain needs more training data, we take the time. Quality over speed.
We don't throw tools at your team. Each deliverable comes with a walkthrough for your 20 coaches, documentation, and a feedback loop so your team actually uses it.
Video content access (YouTube/Drive links), Q&A export from Intercom, 1 week of DM history, and 10–15 example responses in Toby's voice.
Brain build begins within 48 hours of receiving content.
Coach TobyAI ready for team testing within 2 weeks.
One brain. Five interfaces. Your voice, everywhere it needs to be.
Let's get started →