Client Overview

Create PT, originally a small-scale personal training (PT) course provider in Essex, evolved into a national and global online education business following the pivot to digital during COVID-19. They now offer a range of fitness education courses, including PT, nutrition, and sports massage certifications, with a strong focus on delivering high-quality online learning experiences.

The Challenge

When Create PT began as a local personal training (PT) course provider in Essex, their operations were small-scale and highly manual. Each step of the customer journey—from payment processing to learner communication and certification—required hands-on effort. This system worked at first, but as demand grew, inefficiencies became impossible to ignore.

Prior to automation, these challenges stifled growth:

• Manual Processes: Every task, from onboarding to grading assignments, was labour-intensive, consuming valuable time and resources.
• Limited Reach: Operating from a single gym in Essex, the company’s customer base was restricted to those within driving distance.
• Scaling Constraints: Without streamlined operations, scaling the business while maintaining service quality felt unattainable.

The COVID-19 pandemic forced Create PT to reimagine its approach. With in-person services no longer feasible, they needed to pivot to an online model—and fast. This required not just a digital presence but also an end-to-end system that could handle the entire customer journey efficiently and at scale.

The Solution

Enter Brainstorm. By implementing a comprehensive automation strategy, they transformed Create PT’s operations into a seamless, scalable machine. Leveraging tools like LearnDash, WooCommerce, Zapier, Notion, HubSpot, Drip, and Respond.io, Brainstorm built an integrated ecosystem that optimised every stage of the customer journey.

How It Works

Automation lies at the heart of Create PT’s transformation. Here’s how their system operates:

Lead Generation and Nurturing

• Ad Campaigns: Create PT attracts leads through targeted ads on platforms like Meta, Google, TikTok, and YouTube. Each ad is designed to capture attention and drive prospects into the sales funnel.
• CRM Integration: Leads’ details are automatically captured in HubSpot, where they are segmented based on interests and readiness to buy.
• Automated Follow-Up: HubSpot workflows trigger tailored emails (via Drip) and SMS messages (via Respond.io), nurturing leads with course details, testimonials, and reminders. Remarketing campaigns re-engage prospects who don’t convert immediately.

Seamless Enrolment

• Online Registration: Prospects can sign up for courses directly through the WooCommerce-powered website. They can pay deposits, set up payment plans, and select course bundles without manual intervention.
• Zapier Integrations: Once a payment is processed, Zapier initiates a series of automations:
  • Assigning learners to the appropriate courses in LearnDash.
  • Adding learners to tailored email and SMS workflows for onboarding and course reminders.
  • Logging enrolment details in Notion for team visibility and tracking.

Course Management and Learning Experience

• Onboarding: New learners receive automated emails and SMS messages with login credentials, a course roadmap, and tips for success.
• Learning Platform: Through LearnDash, learners access high-quality video content, quizzes, and assignments. Their progress is tracked automatically, ensuring a smooth learning experience.
• Feedback: When assignments are submitted, the system routes them to the appropriate tutor. Automated progress tracking ensures tutors provide feedback within three days.

Certification and Post-Course Processes

• Automated Certification: Upon course completion, Zapier triggers certificate requests from the awarding body. Once approved, the system generates a postage label, notifying the team to ship the certificate.
• Follow-Up Marketing: Graduates are added to post-course workflows, promoting advanced certifications, referral programs, and other opportunities.

Business Management and Optimisation

• Centralised Operations: Notion serves as the command centre, consolidating course progress, revenue data, and team tasks in one place.
• Analytics and Insights: HubSpot and LearnDash provide detailed analytics on lead sources, conversion rates, and learner engagement, enabling data-driven decisions.
• Continuous Improvement: Automation workflows are regularly reviewed and optimised to meet the growing demands of the business.

Scalability and Efficiency

The integrated system minimises human involvement while maintaining high service standards. This scalability allows Create PT to handle thousands of learners effortlessly.

The Results

Before automation, the company handled all administrative tasks manually, from registering new learners and managing payments to managing learner work, marketing, and sales. These manual processes were time-consuming and difficult to scale.

Thanks to automation, much of this work is handled seamlessly by the system. While human involvement still plays a role at key touchpoints, the automation system significantly reduces the administrative burden, enabling the team to focus on higher-value tasks.

Time Saved on Admin and Manual Tasks

The transition to an online platform has had a profound impact on the company’s administrative processes. Here’s how automation has transformed their operations:

Lead Generation & Marketing

Learners are able to find the company online via ads or lead magnets. Their information is automatically added to the CRM, triggering marketing workflows across social media and Google remarketing. They are also added to automated WhatsApp and email campaigns that nurture them through the sales process.

Sign-up & Payment

Once a learner decides to enrol, they can easily sign up via the website, make a deposit, and set up a payment plan—all without any human intervention. Upon signing up, they are removed from marketing campaigns and assigned to the appropriate courses and workflows for their specific program.

Course Management & Tutoring

When learners submit their work, the system automatically assigns it to the correct tutoring team. Tutors are then able to monitor progress and provide feedback within three days.

Certification & Postage

Upon course completion, the system automatically requests the learner’s certificate from the awarding organisation and generates a postage label for delivery—eliminating the need for manual intervention.

Growth in Learner Sign-Ups

This growth is attributed to the ability to serve learners from all over the UK, and even internationally, as there are now no geographical boundaries limiting sign-ups.

Geographical Reach

Prior to moving online, the training provider offered in-person PT courses that were limited to the local area in Essex. While these courses were well-received, the reach was restricted to individuals willing to travel. Since transitioning to online learning, the company has experienced unprecedented growth in geographical reach, attracting learners from across the UK and even from international markets. This shift has allowed the company to scale without the constraints of physical location.

Revenue Growth

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The company’s revenue growth showcases the impact of this transformation:

The sharp rise in revenue is a direct result of the company’s ability to scale its operations through online learning and automation. With no geographical limits and streamlined operations, the business has tapped into a broader market, while automation has made growth sustainable and efficient.

Client Testimonial

“Brainstorm’s expertise has been transformative for our business. The automations they implemented have streamlined everything, from lead generation to certification. What used to take hours of manual work is now seamless and efficient. We’ve scaled beyond what we thought was possible, and their support has been invaluable every step of the way.”

Conclusion

Create PT’s transformation has been nothing short of remarkable. By embracing automation and leveraging cutting-edge tools, Create PT transformed from a small local business into achieving a global presence in fitness education. Their success story underscores the power of automation in driving scalability, efficiency, and revenue growth. The online model and automation of key processes has positioned the company for continued success in 2025 and beyond.