She was running a national mastermind on spreadsheets, memory, and sheer will.
April Hiatt came to us managing multiple cohorts, rotating trios, hot seat schedules, trainings, a certification program, conferences with speakers and sponsors, a weekly newsletter, and a Facebook group with thousands of members — all by hand. She needed one place for the whole business to live so she could stop doing the math and start leading.
151 members. 12 cohorts. 1,050 directory entries. One admin dashboard.
April runs four active cohort tiers — Power Circle, Growth, Elite, and Conference — each with their own groups, leaders, schedules, and content. Creating a new cohort used to mean coordinating dates, assigning leaders, setting up group chats, and manually notifying everyone.
Now she clicks + Create Cohort, fills in the details, and the system builds the infrastructure. Every cohort is filterable by type and every group has its own status, leader, meeting day, and member count. April sees everything.
Hot seats, trios, and trainings — auto-calculated and weighted for fairness.
Before, April calculated who was due for a hot seat, which members hadn't been paired together, and who needed a training slot — every single week, by hand. The algorithm now handles all of it.
Hotseats are set. Schedule is generated. Trios are assigned. Every slot is weighted by recency — people who haven't had a turn recently get prioritized. April can recalculate any component independently or regenerate the full schedule. And every call has an Import Replays button so Vimeo recordings are pulled in automatically when they're ready.
- ✓Hot seats weighted by who hasn't had one recently
- ✓Trios optimized to pair members who haven't connected yet
- ✓10-minute training slots auto-assigned per group
- ✓Recalculate any component independently without resetting the rest
Leaders run their room without writing April for anything.
When April certifies a leader, they get their own hub — a dashboard for everything they need from start to end of the cohort. Progress report, hot seat schedule, 10-minute training schedule, trio groups, group chat, and a replay library. Their week is already organized before they open the app.
The schedule view shows the 17-week program timeline, this week's date and time, the Zoom link (auto-generated and already populated), and exactly who has the hot seat and who's facilitating the training.
April and every leader can see exactly what's happening — week by week, member by member.
The progress view shows the full 17-week cohort arc: how many meetings are done, what percentage of the program is complete, average engagement and completion rates across the group, and which member has the highest engagement score this week.
Drilling into the Members tab shows every person sorted by engagement, completion, streak, or name — with their mastermind goal visible alongside their activity. Leaders know who needs a nudge and who's thriving without having to ask anyone.
Community Trios — matched monthly, tracked automatically.
Every month, members are matched into groups of three for a peer support call. The system handles the matching, creates a trio chat with a space for the meeting date and link, and sends automatic reminders before each scheduled call. Members can submit a swap request if their schedule changes — no April involvement required.
The admin view shows active groups, how many members are matched, who's in the opt-in queue for next month, and the history of every past trio. 5 groups. 15 matched. Meetings are tracked and recorded.
Members set a goal for their 3–6 months. The app holds them to it every week.
April's WISE Goals framework is built directly into the app. Members set a Big Vision and a Mastermind Goal at the start of the cohort — share it with the group or keep it private. Every week the app prompts them to check in, and the Group Progress view lets the whole cohort cheer each other on by name.
A community feed, a private trio chat, and direct messaging — all inside the app.
The community tab brings members into a live feed with channels: Mastermind Questions, Give & Receive, Member Spotlights, and more. Members can post, react, comment, and stay connected between calls without needing a Facebook group.
Every trio gets an auto-created group chat with a spot for their meeting date and link. Direct messages go straight to any other member or directly to April. All in one app. All notifications going to wherever the member prefers.
A directory that creates connection — and a second revenue stream.
Members fill out their own profile — business type, location, bio, links, social profiles. A basic listing comes with membership. An expert profile with a richer listing and tiered visibility unlocks at the next level — a natural upgrade path built directly into the community experience.
The map view shows where members are located by state, so women in the same city can find each other. Sort by tier, search by name, filter by specialty. April didn't have to build a CRM for this — it's built into the same app members log into every day.
April promotes every day from the same place members log in to get value.
Resources, workshops, newsletters, and event highlights — all published from admin and delivered directly into the member dashboard. No separate email platform to wrangle. No link in bio. April posts it once and every member sees it the moment they open the app.
What a member sees when they open the app: everything, already organized.
Upcoming events with a direct Get My Ticket button. This week's birthdays with photos and names so members can celebrate each other. Highlighted resources curated by April. A direct link to apply for the next mastermind. A calendar where every event, community call, and trio meeting is color-coded and one tap to RSVP.
April doesn't chase engagement. She builds a home people want to live in — and the app makes sure everything she creates shows up there, automatically, right when members need it.
Every email is already written, triggered, and on its way.
Every Monday morning, a preview lands in members' inboxes announcing who has the hot seat and who's facilitating the training that week. One hour before the call: another reminder. When the Vimeo replay is uploaded, the system detects it via webhook and sends the replay link automatically — no copy-paste required.
Emails can be edited, previewed, and toggled on or off per type. The content uses {{variable}} placeholders so each member gets a personalized message with their actual group, host, and links. April writes it once. The app does the rest.
The conference isn't an event anymore. It's a place inside the app you open.
April adds a conference and it lives inside the same app members use every day. Schedule, attendees, speakers, replays, directions, community channel, and photo gallery — all in one hub. Every speaker and sponsor links their website directly from their profile. Members choose their breakout sessions, access replays, and connect with sponsors without leaving the app.
One app. Every member, leader, and conference touchpoint inside it.
From the moment a member joins Wise Women to the last call of their final cohort — every check-in, goal, trio, event, resource, and replay lives in one beautifully branded app. April shows up in it every day. Members come back to it every day. And the entire business runs from a single admin desk.
This is what's possible when you stop managing and start leading.
Two paths forward — depending on where you are.
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