Coaches' Voice — Group System Map
DATA ENTRY POINTS
Typeform
→ AC + Airtable + Slack
AC web forms
Owned by Adria
Fed. G.Sheets
Coach registries (manual)
Fed. → AC
Direct leads
Fed. websites
CV manages (Bolivia)
Coaches
Register LMS/Virtuox
Clients
Payments, support
WhatsApp (via AC)
B2C sales, broken
PROCESSING HUBS (linked via Zapier ↔ — 2 accounts: UK + Spain)
ActiveCampaign
300K contacts | lifecycle | WhatsApp | scoring
↔ Zapier ↔
Bidirectional
Airtable
80+ deals | Copa Peru | ECNL (expanding)
AC connects to:
Airtable (↔ Zapier) · Freshdesk · Slack · Stripe UK · Stripe Spain · LMS · Typeform · Virtuox · Fed. leads · WhatsApp
Airtable connects to:
AC (↔ Zapier) · Freshdesk (↔ bidir.) · Stripe UK · PayU · LMS · Typeform
Peru flow:
data → Airtable → Freshdesk + AC (automated onboarding already working)
SSP PARALLEL CRM
HubSpot SSP (James)
Own CRM — no access given to CV
Problems:
• Can't see SSP clients, pricing, or activity
• Dual onboarding (LMS + SSP) required
• No cross-sell visibility · Pricing via region letters
PRODUCTS
Learning Hub (LMS)
11K users
Virtuox
Separate MBP
Session Planner
G.Sheets + Notion
LMS: FD · Mixpanel · AC · Airtable · Metabase · Stripe UK · PayU | Virtuox: AC · Stripe Spain | SSP: migrate to LMS next year
SUPPORT
Freshdesk
LMS support, Copa Peru clubs
FD: AC · Airtable (↔) · Slack · Stripe UK · LMS | SSP support: email only | Virtuox: WhatsApp, no ticketing
Payment Gateways
Stripe UK
UK / Global
Stripe Spain
ES / EU
PayU
Peru / LatAm
WooCommerce
→ G.Sheets → Data Studio
Split it
MBP
PayPal
UK + CV School
Xero
UK + ES accounting
Odoo
Peru ERP
Contasol/FactuSol
Spain legal req.
Bank transfers
No system
Stripe UK: AC · Airtable · Freshdesk · LMS · Slack → consolidates in Xero
Stripe Spain: AC · Virtuox · MS Teams · Stripe UK → consolidates in Xero
PayU: Airtable · LMS · Slack → consolidates in Odoo
WooCommerce: → Google Sheets → Data Studio (Toni's sales tracking) | Contasol: Spain legal → manual export to Elaine → Xero
Also: direct bank transfers (no system), PayPal (UK + courses), Split it — none connected to anything
ANALYTICS
Mixpanel
Metabase
Google Data Studio
Google Analytics
COMMUNICATION + ALERTS
Slack
MS Teams
⚠ Email not centralised — People in the company have 3 accounts.
ISOLATED SYSTEMS
Notion
Google Sheets
Tour sales
Asana
Spain sales (temp)
G.Sheets (WooC)
→ Data Studio
STORAGE
SharePoint
Spanish contracts
NAS
SSP
Using own Google WS
Contracts split: Drive (free) + SharePoint (ES) + NAS.
SOCIAL, CONTENT, DESIGN — independent from data flow
Metricool
ManyChat
Bitly
Getty
Figma
Framer
Shutterstock
Key Notes:
1. SSP has its own HubSpot (James) — no access, no visibility to wider group.
2. Payment systems: 8+ — WooCommerce, Split it, PayPal, Contasol added, plus direct bank transfers.
3. Email not centralised (Sportnetworking, MBPSchool, SSP and Coachesvoice domains)