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COACHING OPS

How We Built an AI Operations Assistant That Runs a Coaching Business 24/7

A custom OpenClaw deployment for a coaching entrepreneur — CRM monitoring, automated briefings, intelligent memory, and 100+ service integrations. Zero leads lost to pipeline gaps.

Dan O'Sullivan·Gold Coast, Australia·Coaching Operations
AGENT: HandsDan AI

[ BY THE NUMBERS ]

Zero
Leads Lost to Pipeline Gaps
2+
Hours Saved Daily on CRM
100+
SaaS Integrations
4
Automated Daily Briefings
24/7
Autonomous Operations
70-90%
Token Cost Reduction via Caching
13
Google Drive Backup Folders
3 AM daily
Automated Backup Time

[ THE TRANSFORMATION ]

BEFORE vs AFTER

DIMENSION
BEFORE
AFTER
Lead Tracking
Manual CRM reviews
→
Automated stale lead detection
Daily Operations
2+ hours of checking
→
4 automated briefings
Follow-Up Monitoring
Hope and memory
→
Proactive pipeline alerts
Decision Memory
Lost in chat threads
→
Persistent searchable archive
File Backups
Scattered local files
→
13-folder Google Drive hierarchy
Communication
Check multiple apps
→
Unified Telegram + Discord
System Security
Default configs
→
Dockerized · Tailscale · encrypted
Scaling
More hours
→
Operational systems

[ WHAT WE BUILT ]

Read-Only CRM Monitoring

GoHighLevel v2 API integration watching the entire CRM without modifying data. Monitors contacts, pipelines, opportunities, conversations, calendar. Auto-detects stalled leads.

Daily Automated Operations

6 AM System Health Check, 8 AM Morning Briefing, 3 AM Google Drive Backup, 8 PM Evening Wrap-Up.

Intelligent Memory System

ByteRover hybrid search (70% semantic + 30% keyword). Daily memory files with Google Drive backup. Self-improving skill. Temporal decay. Memory lifecycle: active → 30-day archive → 90-day Drive.

Cost Optimization

Three-tier AI model strategy: Opus (reasoning), Sonnet (parallel), Haiku (monitoring). Prompt caching reduces costs 70-90%. 55-min heartbeat keeps cache warm.

Google Drive Integration

13-folder hierarchy for system backups, business operations, client work. Automated daily backup with sanitized config snapshots.

Enterprise Security

Dockerized with auto-restart, Tailscale encrypted tunnel (zero public ports), encrypted secrets, prompt injection protection with cognitive inoculation.

[ TECH STACK ]

OpenClawGoHighLevel V2 APIGoogle DriveTelegramDiscordGmailGoogle SheetsGoogle CalendarNotionSlackMaton API GatewayByteRoverDockerTailscale

[ CLIENT TESTIMONIAL ]

“

Every morning at 8 AM, my briefing is waiting. Every stalled lead gets flagged before I even know about it. Every decision I make gets remembered so the system can reference it months later. I stopped worrying about what I was missing. The system catches everything.

Dan O'SullivanFounder, Handsdan & Systemations · Gold Coast, AU

This build was originally documented on LaunchMyOpenClaw — our pre-evolution brand. View the original case study →

Read our full origin story →

This build was originally documented on LaunchMyOpenClaw — our pre-evolution brand.
VIEW ORIGINAL ON LAUNCHMYOPENCLAW →READ OUR ORIGIN STORY →

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