Case Study - How a Hyrox Gym Unlocked Top-Tier Revenue by Scaling Personalised Coaching

Client Context

Hybrid Human is a group training facility in Belfast specialising in Hyrox and hybrid fitness. With around 130 members and a small team of 5, they've built their reputation on something most group gyms claim but few deliver: genuinely personalised programming for every client, whether they train in-person or online.

The Problem

The founder and head coach, Bryan Jackson, was stuck.

His coaching model worked. Clients got personalised programming based on their test results - actual paces, actual percentages, not generic templates. But the system behind it was falling apart.

He was managing onboarding, programming, and client tracking across Wodboard, TrueCoach, Notion, and Google Sheets. Every new client meant hours of manual setup. Every training phase meant duplicating work across platforms.

The real cost wasn't just time. Service quality was slipping. Two clients on the same package might get completely different levels of attention depending on when they joined or how buried Bryan was that week. Worse, he'd hit a ceiling on his top-tier coaching offer - the most profitable part of the business - because he simply couldn't take on more clients at that level without the quality collapsing entirely.

Hiring wasn't a realistic solution. Finding a coach who could deliver at Bryan's standard AND navigate a fragmented four-app system? That person didn't exist in the market.

Why Previous Solutions Failed

Bryan had tried to make the tools work together. The problem was the tools themselves.

Wodboard's API was limited. TrueCoach had similar restrictions. There was no clean way to automate the handoffs between platforms, so everything required manual orchestration - copying data, checking for gaps, reconciling information across systems.

The setup technically worked, but it only worked if Bryan personally held it all together. That made him the bottleneck for every client, every phase, every onboarding. Growth meant more hours from him, not leverage.

Our Approach

We started by exploring whether the existing stack could be orchestrated more effectively. It couldn't. The API limitations made meaningful automation impossible without constant workarounds that would break at scale.

So we built a custom platform designed around how Bryan actually coaches.

The priority was clear: solve the bottleneck first, then expand. We used continuous deployment rather than a big-bang launch - tackling high-impact problems early so Bryan could start reclaiming time immediately while we built out the rest.

The Solution

A single platform that handles programming, client tracking, and data capture in one place.

Bryan can now program for each client at scale - setting personalised paces and percentage-based workouts informed by actual test results. When a client hits a 10k PB or a new deadlift max, that data flows directly into their next training phase. No copying between apps. No manual reconciliation.

Onboarding is automated. New clients move through the system without Bryan manually setting up accounts across four different tools.

The consolidation also gave Bryan something he didn't have before: visibility. He can see exactly where every client is, what they've completed, and what's coming next - without digging through spreadsheets.

The Results

Top-tier coaching capacity restored - Bryan can take on premium clients again without quality suffering.

Proof