Deploy, Manage & Scale AI-Powered Coaching
with Complete Control
A multi-role WordPress platform enabling Coach Managers to oversee coaches, coachees, and subject-specific AI assistants — all from a single dashboard.
About the Platform
Pocket Coach is a WordPress-based AI coaching management platform designed with a three-tier hierarchy: Coach Manager, Coach, and Coachee. The system allows organisations to manage multiple coaches under a central authority, enable subject/class creation, assign coachees to subjects, and provide AI-powered chatbots trained on subject-specific content via the Chatbase API.
The Challenges
Complex Multi-Tier Architecture
WordPress does not natively support multi-role hierarchical systems, subject-based AI learning structures, or controlled access to AI per user and subject.
- Manager → Coach → Coachee hierarchy required
- Subject/class-based AI isolation needed
- Per-user controlled AI access
AI Content Isolation
Each coachee needed access to only their assigned subjects, with AI responses strictly limited to uploaded documents of that subject — zero cross-contamination.
- Subject-specific AI boundaries
- Document-based training per chatbot
- No knowledge leakage across subjects
Subscription-Based Limits
The system required multiple subscription tiers with dynamic limits that control how many chatbots, coachees, and subjects a coach can create.
- Multiple subscription plan tiers
- Dynamic limits on chatbots & coachees
- Subject/class capacity per plan
Lifecycle Automation
Every action — activate, deactivate, delete — needed cascading effects across all roles with accurate automated communication and zero manual intervention.
- Cascading effects across roles
- Automated email notifications
- Zero manual intervention required
Our Solution
We designed and built a complete AI-powered coaching ecosystem on WordPress — combining custom role management, subscription control, and subject-specific AI intelligence via the Chatbase API.
AI-Powered Subject-Based Coaching
Coaches can create multiple classes/subjects after purchasing a subscription. Each subject supports document uploads for training AI models, and chatbots are generated per subject using Chatbase.
Coach purchases subscription & creates subjects
Uploads learning documents per subject
AI chatbot trained via Chatbase API on uploaded content
Coachees receive strictly subject-relevant AI responses
Coach Manager Role & Dashboard
Custom WordPress role with a dedicated frontend dashboard, role-based redirect system bypassing WP admin, and full visibility across all entities.
Manager Dashboard Visibility
Coach Functionality
Coaches operate within subscription-based limits, managing coachees, subjects, and AI chatbots.
Coach Capabilities
Subscription & Payments System
Integrated PayPal via WooCommerce Subscriptions — each plan defines limits for chatbots, coachees, and subject/class capacity.
Number of Pocket Coaches (AI chatbots) per subscription tier
Maximum number of students per plan
Class/subject creation limits per tier
Coach & Coachee Lifecycle Management
Full activate / deactivate / delete workflows with cascading logic across all roles.
- 1Activate — grants full access to platform features
- 2Deactivate — restricts access while preserving all data
- 3Delete — removes all associated coachees and Pocket Coaches permanently
Coachee Experience
Coachees log in and access their assigned subjects. Each subject features a dedicated AI chatbot that strictly responds with subject-relevant answers based on the uploaded learning materials — ensuring accuracy and a controlled learning environment.
Results & Impact
Multi-level hierarchy working seamlessly
Scalable subject-based AI learning
Subscription-based recurring revenue
Zero manual operations required
Business Impact
Multi-level hierarchy with complete manager control and visibility
Subject-based AI ensuring accurate responses and controlled knowledge boundaries
Monetisation-ready with subscription-based system and PayPal recurring revenue
Fully automated lifecycle and communication system — zero manual operations
Real-time usage insights for coaches and managers — chatbot usage, coachee limits, subscriptions
Technology Stack
Final Outcome
Before
- No multi-role hierarchy in WordPress
- No subject-based AI isolation
- Manual lifecycle management
- No subscription-based access control
After
- 3-tier role system working seamlessly
- AI chatbots with strict content boundaries
- Fully automated lifecycle + email system
- Monetisation-ready with PayPal subscriptions
Summary
Pocket Coach transforms WordPress into a powerful AI-driven coaching platform by combining structured role management, subscription control, and subject-specific AI intelligence. It enables organisations to scale coaching operations while maintaining precision, control, and automation at every level.
Looking to Build an AI-Powered Coaching Platform?
Whether you need multi-role access control, AI chatbot integration, or subscription-based automation on WordPress — we can design and build it. Get in touch to discuss your project.
Contact Us to Discuss Your ProjectFrequently Asked Questions
Yes, coaches can create multiple subjects based on their subscription plan and attach learning materials to each. The number of subjects is controlled by the subscription tier.
Each chatbot is trained using documents uploaded per subject via the Chatbase API, ensuring accurate and context-specific responses. The AI only responds with information from the uploaded learning materials.
Yes, coachees can be assigned one or more subjects and can interact with subject-specific chatbots. Each chatbot maintains strict content boundaries relevant to its subject.
Subscriptions are handled using WooCommerce Subscriptions with PayPal integration, allowing flexible plans and limits. Each plan defines the number of chatbots, coachees, and subjects a coach can create.
Deactivation restricts access while preserving data — the coach and all associated coachees lose access but their information remains intact. Deletion removes all associated coachees and Pocket Coaches permanently, with automated email notifications sent to all affected parties.