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Free PDF, 11 pages

The 10PM List Seven tasks eating your evenings, ranked by what to automate first, with the exact message for each.

None of these tasks are hard. That is exactly why they survive. Each one is small enough to keep doing by hand, and together they are the reason you are still working at 10pm.

7 tasksRanked by impactAutomate, don't hire

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Seven tasks. Ranked by what to automate first.

The bars show where the time actually goes. Tap any task to see what replaces it.

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A look inside. One page per task, and the message that replaces it.

Every task gets the same treatment: what it costs you now, the automation that removes it, and the exact message to put inside that automation.

01
What it costs

The version you are doing by hand right now, and the time it quietly takes.

02
Why it survives

The reason this one never makes it onto a to-do list, which is why it never gets fixed.

03
The automation

The trigger that removes the task instead of speeding it up.

04
The message

Word for word, ready to paste into the workflow.

How to use it.
Four steps and one rule.

01Start at task one.

It's ranked first because it's usually the biggest time cost.

02Build it as a trigger.

Set each one up as a CRM automation fired by the event, not a task on your list.

03Swap the brackets.

Your details go in. The structure of each message is what matters.

04Add one a week.

Seven automations in seven weeks still beats doing this by hand forever.

The one rule worth remembering

These are not hard tasks. That is exactly why they survive.

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This is
for you if

  • You're a coach doing your own admin and finishing after 9pm most nights.
  • You've thought about hiring someone to handle confirmations and reminders.
  • You know which tasks are repetitive but not which one to fix first.
  • You'd rather remove a task than get faster at doing it.

Probably not
for you if

  • You already have these automated. This will only confirm what you built.
  • You want a virtual assistant instead. That moves the task, it doesn't remove it.
  • Nobody is booking yet. There is nothing to confirm or remind about.
  • You want one tool recommendation. This is about triggers, not software.
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Questions coaches ask before they download.

What is The 10PM List?
The 10PM List is a free 11-page PDF that names the seven repetitive admin tasks keeping health and wellness coaches working late, ranked by what to automate first. The seven are appointment confirmations, appointment reminders, chasing intake forms, unanswered enquiries, rebooking no-shows, review requests and package renewal nudges. Each task gets its own page covering what it costs you now, why it survives, the automation that removes it and the exact message to put inside that automation.
Which administrative tasks should a coach automate first?
Start with appointment confirmations, because they happen after every single booking and take the least setup to remove completely. Appointment reminders and chasing intake forms come next, since they also repeat with every booking. The 10PM List ranks all seven tasks by time cost, so working from the top down means the biggest win comes first.
How do I automate administrative tasks in my coaching business?
Remove the repetitive tasks instead of getting faster at them. Most evening admin is small, predictable work like confirmations, reminders and follow-ups, and each one can be fired by the event that causes it, such as a booking, a form or a missed call. Add one automation a week, and in seven weeks the tasks that kept you up until 10pm run without you.
Why do unanswered enquiries cost coaches clients?
Interest fades fast, so a message that sits for two days usually reaches someone who has already moved on or booked with another coach. It is rarely a sign the lead was not serious, it is a sign nothing replied while she was still paying attention. An instant automated acknowledgment, even a simple one, holds the moment until you can reply personally.
Do I need specific software to use The 10PM List?
You need a CRM that can send messages when something happens, such as a booking, a form submission or a no-show. The list is written around triggers rather than one product, so it applies whether you use HighLevel, Dubsado, HoneyBook or another system. If your current tool can only send messages you schedule by hand, that is usually the first sign it is the tool that needs to change, not your evenings.
Is The 10PM List just telling me to hire a virtual assistant?
No, and that is the point of the list. A virtual assistant moves the task to someone else, and you keep paying for it every month and checking that it got done. An automation triggered by the event removes the task entirely, once, and it does not forget on a busy week.
How long does it take to set up these automations?
Each automation takes about fifteen to thirty minutes once the message is written, and every message in the list is already written for you. The list suggests adding one a week, starting with task one. Seven automations in seven weeks still beats doing all seven by hand forever.
Will automated messages sound robotic to my clients?
Only if you leave them generic. Every task in The 10PM List comes with the message written out in a normal human voice, with brackets where your details go. The trigger is automatic, but the wording is still yours, so clients still hear from you, just on time.
Is The 10PM List free, and what happens after I download it?
Yes, The 10PM List is free. The PDF arrives in your inbox in under a minute, followed by a few short emails on the same problem of admin eating your evenings. You can unsubscribe from those emails at any time with one click.
Who made The 10PM List?
The 10PM List was made by Shapei Tragico, a client acquisition systems specialist for health and wellness coaches. The seven tasks are the ones she automates most often inside HighLevel when she rebuilds a coach's follow-up and booking system, which is why they are ranked rather than just listed. If you want help deciding which ones your business needs first, the free 30-minute discovery call is where she maps that with you.
Shapei Tragico, client acquisition systems specialist for health and wellness coaches

Who wrote this

I build the follow-up, booking and reactivation systems that turn the leads you already have into booked, paying clients. Not theory, not another course. The actual infrastructure behind health and wellness coaches who stopped losing people between "interested" and "paid."

Before this, I spent years as a social media manager and strategist, watching good coaches post consistently and still struggle to fill their calendars. The content was working. It just had nowhere to go once it arrived. Every resource I put out, including this one, comes from actually building this for coaches.

More about Shapei ›

Your evenings are a systems problem.

Seven tasks, ranked, with the message for each. Free, and in your inbox in under a minute.

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