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In this article I will teach you how to use automations to save yourself countless hours each week as an executive function coach.
Let's be real.
You started your executive function coaching business to help students—not to spend hours every week:
Scheduling sessions
Sending invoices
Chasing down late payments
Tracking onboarding documents
And more
Yet, every week, you find yourself buried in admin work, answering the same questions, and manually handling tasks that could be streamlined.
You're not ready to pay an administrative assistant to do these things, but you are starting to feel increasingly exhausted with trying to run your business.
Every email, reminder, or rescheduled session adds up. Before you know it, the work you love is taking a backseat to the busywork you hate.
There is a better way, and it's called automations.
Automation can handle the repetitive tasks while still maintaining a personalized experience for your clients.
Let me show you how.
Why Using Automation Will Improve Your Coaching Business
Running an executive function coaching business is much more than just working with students.
You’re also managing schedules, billing, and client communication. Instead of juggling everything manually, setting up automations lets you create a smoother experience for both you and your clients.
When routine processes are automated:
Students and parents get timely reminders,
Payments are handled without constant follow-ups,
and you gain hours back in your week.
These small tweaks have BIG peaks and allow you to focus on meaningful interactions that actually make an impact and grow your business.
3 Reasons Coaches Struggle With Automation
Automation is one of the most effective ways to free up time and streamline your coaching business, yet many executive function coaches struggle to integrate it.
Instead of making their workflow easier, they get stuck in common mistakes that slow them down and create unnecessary stress.
Here are three of the biggest mistakes coaches make when trying to implement automation—and how to avoid them.
Undervaluing Their Time
Many coaches hesitate to invest in automation tools like TutorBird because they think,
“I’m not making enough money yet, so I shouldn’t spend on this.”
They believe that since they only have a few clients, they should handle admin tasks manually instead of paying for software.
But this mindset is actually costing them money.
For example, when this article was published, TutorBird costs just $15 per month and can automatically send invoices, text reminders, and Zoom links, eliminating hours of manual work.
If a coach spends five hours a month doing these tasks themselves, that’s five hours they could have spent coaching clients. If their sessions cost $100 each, that’s $500 of lost income because they didn’t want to invest $15.
Successful coaches understand that time is their most valuable resource and that smart automation pays for itself many times over.
Avoiding Technology Because “I’m Not a Tech Person”
Some coaches resist automation because they believe they’re not good with technology. They avoid setting up simple systems and convince themselves that automation is complicated.
But the truth is, they’re already using automation in everyday life.
If you’ve ever set a thermostat to adjust at night, that’s an automation.
If your coffee maker starts brewing in the morning, that’s an automation.
If your phone backs up your photos automatically, that’s an automation.
The key is to approach automation with a growth mindset. Start by using simple, built-in features like TutorBird’s scheduling reminders before worrying about more advanced tools.
You don’t need to be a tech expert—just willing to learn.
Going Too Big, Too Fast
New coaches sometimes get overly ambitious with automation and jump straight into complex tools like Zapier, which allows you to create custom automations between different apps.
While Zapier is powerful, it’s not the place to start.
Instead, begin with the built-in automations that come with the platforms you already use. TutorBird and Calendly have automatic appointment reminders, Zoom integrations, and invoicing tools that don’t require extra setup.
Once you’re comfortable with these, you can explore more advanced options.
The best approach to automation is starting small, making improvements over time, and focusing on what saves you the most effort right away.
The First Steps to Automating Your Coaching Business
Automation can free up your time, reduce stress, and allow you to focus on what truly matters—coaching your clients.
Instead of jumping into automation blindly, follow this structured process to identify what needs to be automated and implement the right tools effectively.
Step 1: Conduct a Time Audit
For one week, track everything you do in 15-minute increments. Write down each task you complete throughout the day—whether it’s coaching a client, sending emails, scheduling meetings, or handling invoices.
Next, categorize each task by value:
• 💲 = Low-value tasks (basic admin work, manual reminders, scheduling)
• 💲💲 = Medium-value tasks (responding to client questions, minor content creation)
• 💲💲💲 = High-value tasks (coaching sessions, business strategy)
• 💲💲💲💲 = Highest-value tasks (marketing, networking, partnerships that grow your business)
Step 2: Identify What Drains & Energizes You
Look at your time audit and highlight:
• Red for tasks that drain your energy
• Green for tasks that give you energy and help your business grow
You’ll likely notice that many red tasks are repetitive administrative work—scheduling, invoicing, reminders—while the green tasks are high-value activities like coaching, networking, and content creation.
Step 3: Automate First, Delegate Second
For each red task, ask yourself:
• Can this be automated? If yes, set up a simple automation using tools like TutorBird, Calendly, or another tool.
• If it can’t be automated, can it be delegated? Consider outsourcing certain admin tasks to a virtual assistant. You can hire a contractor for $5 - $10 an hour who would love to support your business.
Here are quick automation wins to start with:
✅ Scheduling: Use Calendly or TutorBird to auto-schedule appointments, send confirmations, and include Zoom links.
✅ Reminders & Follow-Ups: Set up TutorBird’s automated reminders to text or email clients before sessions.
✅ Invoicing & Payments: Use TutorBird to send invoices and process payments automatically.
✅ Client Communication: Create templates for frequent emails (e.g., session summaries, parent check-ins) and automate them using Gmail templates or TutorBird workflows.
Step 4: Refine & Expand Automation Over Time
Once you’ve implemented basic automations, revisit your time audit every few months.
Continue eliminating low-value tasks by:
• Adding new automations for repetitive processes
• Refining existing systems to ensure they run smoothly
• Prioritizing high-value activities that grow your coaching business
Summary
Automation helps executive function coaches save time, reduce administrative stress, and focus on high-value activities like coaching and growing their business.
By following this step-by-step process, you can identify what tasks to automate and set up systems that work for you.
Log tasks in 15-minute increments for a week.
Mark tasks 💲-💲💲💲💲 by value, red for drains, green for energizers.
Use TutorBird or Calendly for scheduling, reminders, and payments.
Outsource admin work that can’t be automated.
Revisit and optimize your workflow regularly.
Hope this helps 🤙🏻
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About Me
Hey! I'm Sean 👋
I'm a former public school special education teacher who realized that executive function skills are more important than knowing when George Washington crossed the Potomac.
Since then, I've made it my mission to teach anyone who will listen about how to develop these key life skills.
In 2020, I founded Executive Function Specialists to ensure all students with ADHD and Autism have access to high-quality online executive function coaching services. We offer online EF coaching and courses to help students and families.
Realizing I could only reach so many people through coaching, in 2021 I started the Executive Function Coaching Academy which trains schools, educators, and individuals to learn the key strategies to improve executive function skills for students.
In 2023, I co-founded of UpSkill Specialists, to provide neurodivergent adults with high-quality executive function coaching services.
When not pursuing my passions through work, I love spending time with my family, getting exercise, and expanding my brain through reading. You can connect with me on LinkedIn.