How SAAR® Media Helped a Transformational Coach in Australia Streamline Communication and Boost Client Engagement
An Email Marketing / Automation Case Study by SAAR® Media
Client Background
The client is an experienced transformational coach, certified hypnotherapist, and NLP master practitioner based in Australia. Since launching her business in 2022, she’s helped hundreds of women address emotional regulation, overcome subconscious blocks, and build lasting confidence through trauma-informed, neuroscience-based approaches.
Her business model involves online programs, in-person events, and private sessions—all requiring tailored communication and regular touchpoints with leads, clients, and alumni. As interest in her services grew, so did her audience… but her backend systems couldn’t keep up.
She needed more than just ‘email marketing’—she needed a reliable, automated system to match the depth and quality of her coaching practice.
The Problem
By late 2022, her communication challenges were no longer small hiccups—they were blocking growth and hurting trust.
The key issues:
- Poor Deliverability: Important emails (including payment receipts and onboarding info) were landing in spam or going undelivered.
- Manual Everything: Each new registrant required manual entry, follow-up, and email customisation—costing her time and leading to errors.
- Disconnected Tools: Her event registration platform wasn’t integrating with ActiveCampaign, so new contacts weren’t being added to relevant lists or automations.
What this meant in practice:
- New leads didn’t get the follow-up they were promised.
- Launch emails weren’t reaching inboxes—or were getting sent to the wrong segments.
- The client was burning time and energy trying to fix these issues herself or hiring adhoc tech support.
Her growing business was being held together by duct tape.
Before SAAR® Media
When we first reviewed her setup in early 2023, it was clear: her systems weren’t built to scale.
Emails were being sent out sporadically, often last-minute, with no consistent schedule or sequencing. Subscribers received mismatched information—or nothing at all. Her ActiveCampaign account was cluttered with unorganised lists, broken automations, and duplicated contacts.
Despite having a growing audience, her ability to connect with them at the right time (and in the right way) was missing.
That’s where SAAR® Media stepped in.
SAAR® Media’s Role: 2023 to Present
We began work in early 2023, starting with an audit of her full marketing tech stack and email flows. What followed was a complete rebuild—from the ground up.
We didn’t just fix a few settings. We worked closely with the client to:
- Redesign the entire user journey
- Build infrastructure to support launches and ongoing offers
- Create systems she could rely on without constant tinkering
Our Strategy: From Chaos to Clarity
1. Strategy Overview
SAAR® Media implemented a complete email marketing revamp—introducing automation, dynamic personalisation, and backend integration improvements to help the client scale her efforts while maintaining a deeply personal approach.
2. Key Actions Taken
Custom Welcome & Nurture Sequences
We created an automated welcome series that engaged new contacts immediately after they opted in, introducing them to her brand, setting expectations, and guiding them smoothly into the client journey.
Dynamic Content Personalisation
We added dynamic fields into email templates so client-specific details (name, event title, dates) were automatically populated, saving time while making communication feel 1:1.
Integration Fixes
We resolved sync issues between her event registration platform and ActiveCampaign, ensuring that all leads were entered into the correct automations without the need for manual work.
Audience Tagging & Segmentation
We implemented audience segmentation based on program type, engagement, and interest—so future broadcasts and launches could be highly targeted and relevant.
Email Deliverability Enhancements
We reviewed and cleaned the email infrastructure, including sender authentication, to improve email deliverability and ensure that important messages reach inboxes.
Results
Since implementing these improvements, the client’s system has scaled and improved—especially in hygiene and delivery rates.
Here’s how her automation has changed from 2022 to mid-2025:
*2025 data is up to July
What Improved:
- Campaign Volume: Scaled from 46 to 150 campaigns/year
- Deliverability: Bounce rate dropped 96% between 2022 and 2024
- Audience Retention: Unsubscribes fell from 1.54% to 0.11%
- List Segmentation: Improved targeting led to stronger engagement in 2024
However, we also noticed a slight decline in open and click-through rates in 2025 (YTD), which suggests a need for a refreshed content strategy or re-engagement work—both of which we’re addressing proactively.
The Difference This Made
SAAR® Media delivered more than a technical fix—we helped the client evolve her email marketing into a performance-driven system that works in the background, allowing her to focus on coaching.
With our support, she was able to:
- Replace inconsistent, manual email sends with a fully automated system that scales
- Reflect her unique tone and brand experience in every communication
- Dramatically reduce unsubscribes and bounces through better list management and sending infrastructure
- Launch with confidence, knowing each automation is targeted, tested, and working
- Free up dozens of hours previously spent on troubleshooting and manual setup
Most importantly, she could now treat every new lead like a VIP—from first click to conversion—without lifting a finger.
We’ve seen similar results across industries. In fact, SAAR® Media also helped another client—a Luxury Floral Stylist—streamline pre-event communication and reduce client anxiety through a well-timed, automated email sequence (See full case study).
Looking Ahead
We continue to support this client with:
- Campaign-specific email flows that align with her evolving program calendar
- Strategic re-engagement sequences to revive cold leads and optimise active ones
- Launch playbooks based on her most successful sequences and performance data
Partner with SAAR® Media
We help transformational coaches, therapists, and service-based businesses move from scattered systems and duct-taped tech… to streamlined strategies that grow with them.
If your email marketing is costing you time, trust, or leads—
Let’s fix that.
Contact SAAR® Media today.