Renewal reminder voice agent for a coaching business
An outbound voice agent that calls members before their plan expires, explains renewal options, logs the outcome and sends a payment link in chat.
The problem
A coaching business was losing renewals simply because nobody called members at the right time. Coaches preferred coaching to chasing payments, and reminders sent over WhatsApp alone were easy to ignore.
The goal: every member gets a timely, polite renewal call — and the outcome of every call is recorded, not lost in someone's memory.
Our approach
We defined one call goal: renewals for a single programme cohort. The script and the knowledge the agent may use were written and approved line by line before any build.
The pilot runs on real calls with a controlled scope, and every transcript is reviewed before the agent's scope grows.
What we built
- Outbound renewal calls — the agent calls members before their plan expires, at hours the business sets.
- Renewal options explained — from an approved script and knowledge base, no invented offers.
- Outcome logging — renewed, follow-up or declined, logged to the CRM after every call.
- Payment link in chat — on a yes, the member gets a payment link on WhatsApp while still on the call.
- Human handoff — anyone who asks for a coach is flagged for a personal callback.
Call flow
- 1Agent calls a member whose plan expires in 7 days
- 2Greets them and confirms it's a good time to talk
- 3Reminds them of the expiry and offers renewal options
- 4On a yes, sends a payment link on WhatsApp during the call
- 5Logs the outcome — renewed, follow-up, or declined — in the CRM
- 6Flags anyone who asks for a human callback
Languages and systems
Languages
Systems integrated
Tech stack
Pilot results
- Renewal rate during the pilot: [add real metric]
- Calls completed vs. attempted: [add real metric]
- Cost per completed call: [add real metric]
This pilot is still running. Metrics marked [add real metric] are placeholders — we publish numbers only once they exist and the client confirms them.
Learnings
[Placeholder — pilot learnings will be written up once the pilot completes]
Outcome
Metrics marked [add real metric] are placeholders — we publish numbers only once the client confirms them.
Screenshots
Want a build like this?
Book a 20-minute scoping call. We'll tell you what it takes, what it costs, and what we'd cut.