Sleep Wise Consulting case study

Case Study

Sleep Wise: 124% MRR increase with centralized membership and courses in Ontraport

124%

Increase in MRR in 4 months

growth in consultant training program

$10K

saved annually by eliminating Kajabi and redundant tools

Company

Sleep Wise Consulting is a baby and kids' sleep consulting business that helps families through a network of certified sleep consultants offering personalized packages, age-based courses, and an ongoing membership program.

publicUnited States

Industry

Services / Health & Wellness

Key features used

CRM custom objects
Dynamic CMS
Membership
Courses
Campaign Automation
Email Automation
Payments

Introduction

Sleep Wise Consulting works with a growing team of sleep consultants who help families improve their children's sleep through personalized support. As the company expanded, it became increasingly complex to manage consultants, clients and their various service offerings across a patchwork of disconnected platforms.

Sleep Wise's leadership had a clear goal: Continue growing their team of certified sleep consultants while maintaining a highly organized and exceptional client experience. Working with Ontraport Certified Expert Amber Barry of Amber Barry Digital and Go-Getters Consulting, Sleep Wise built a custom consultant portal, client management system and membership courses in Ontraport.

Less than a year later, Sleep Wise has transformed how consultants manage clients, guide families through onboarding and support members in their ongoing membership program. They’ve seen a 124% increase in MRR, nearly doubled its consultant training program, and cut $10,000 in annual platform costs.

Many growing businesses reach a point where their operations start to feel messy. Ontraport lets me design infrastructure that supports their next stage of growth.

Amber Barry

of Amber Barry Digital and Go-Getters Consulting

The Challenges

Disjointed platforms creating a fragmented experience
Sleep Wise's operations were split across multiple disconnected tools, with the team juggling separate platforms for CRM and client data, membership management, onboarding processes, payment management and internal consultant workflows.
Fragmented platforms made unified reporting impossible and prevented consultants from seeing the full picture of each client — adding cost and inefficiency for everyone involved.

Fragmented client management with no consultant visibility
Consultants tracked active clients, past clients and leads in personal spreadsheets — making it difficult to keep track and ensure the right follow-up happened for each client. They also lacked insight into the client's actions — such as when they purchased an add-on like bedtime text support — leading to missed handoffs and a disjointed experience for consultants and families alike.

An overly complex onboarding process
Because Sleep Wise offered a wide variety of packages, the onboarding flow had ballooned to 378 unique emails to cover every variation. Consultants were buried in notifications for every client step, answering repetitive onboarding questions, and troubleshooting when clients didn’t receive the correct emails.

Limited visibility into a growing membership program
Sleep Wise's complexity increased even further when the team introduced a one-month free trial of the Rested Exclusive Membership (REM) for all clients after completing their consulting package. This drove a large influx of new trial members — but consultants had no way to know who was in trial, who had converted, or who needed follow-up.

The Solution

Sleep Wise consolidated their entire operation inside Ontraport, replacing Kajabi and the patchwork of disconnected processes with one unified system built around their consultant partners and clients.

A unified consultant portal

Consultants now log into a single portal where their full caseload is organized into clear categories — leads, pending clients, active clients, one-off consultations and past clients — eliminating the need for spreadsheets or external tracking.

From there, they can click directly into any client record for a complete overview of the relationship, including intake questionnaire answers, package details, add-ons and onboarding progress.

The portal doubles as a training and resource hub, giving consultants one place to access courses and internal documentation.

A dynamic onboarding hub that replaced 378 emails

Rather than sending a different email sequence for every package combination, Sleep Wise now sends each client a single onboarding hub link. The page updates dynamically as the client progresses — moving from "sign contract" to "submit payment" and beyond — using conditional blocks and rules built into the payment forms.

The result: 378 onboarding emails collapsed into just 3. And if a client ever says they didn't receive an email, the consultant can simply resend the hub link directly.

Personalized course experience

The team migrated their full course library from Kajabi into Ontraport, where dynamic templates personalize the experience based on the age of each child — adjusting the lessons, infographics, PDFs and audio content the parent sees.

Automated membership trial enrollment

Every course package client is automatically enrolled in a one-month free trial of the REM membership, which has resulted in significantly increased members. The system manages trial periods intelligently so clients who choose to subscribe mid-trial still receive their remaining trial weeks at no charge. And with full visibility into their members through their new portal, consultants can proactively reach out, provide support and maintain strong engagement.

Lead gen tools and automated commission payouts

Each consultant is empowered to drive leads independently using their own opt-in page for a customized sleep schedule lead magnet. When a consultant closes out a client package, Ontraport automatically calculates their commission and triggers payment through QuickBooks — no manual tracking required.

Results

By consolidating onto Ontraport, Sleep Wise Consulting transformed both the partner experience and the bottom line.

✔ 124% increase in monthly recurring revenue in four months
✔ ~$10,000 saved annually by eliminating their Kajabi subscription and other disconnected tools

✔ Doubled the consultant training program in less than one year

✔ Onboarding emails reduced from 378 to 3
✔ Full client lifecycle visibility for the consultant team — no more spreadsheets
✔ Several hours saved per consultant each week through centralized client management

Looking Ahead

For Sleep Wise, the next phase is all about continuing to grow the consultant team and membership participation while maintaining a highly organized and supportive client experience. As they bring more consultants onboard and support more families, the systems built inside Ontraport will let them scale without adding operational complexity. They’re aiming to double revenue this year!