This engagement represents a comprehensive digital transformation for Yoga with Kaya, a yoga and Vedic education platform founded by Kaya Mindlin. The project centers on migrating from an aging WordPress infrastructure—burdened by 20-30 plugins, recurring technical glitches, and persistent spam registration issues—to a modern Webflow ecosystem backed by Airtable and WhaleSync. The migration includes building a three-tier content structure (course/lesson/topic) to elegantly organize Kaya's extensive library of 66 courses, while implementing status-based archival systems that preserve historical content without cluttering the active learning environment.
Beyond the platform migration, the partnership is developing an integrated ecosystem that brings together Yoga with Kaya and Vedic Astrology with Michael (Kaya's partner) under an umbrella brand called Sarva Rasa Institute—meaning "all nectar" or "lustrous Divine Feminine mother of all." This unified presence will feature a shared backend architecture across three interconnected sites, a merged CRM system providing visibility across both practices, and a single accounts page where students can view their complete journey including courses completed with Kaya and sessions booked with Michael.
A particularly exciting dimension of this work involves intelligent automation and AI-powered features. We're developing a questionnaire-based recommendation system that acts as a "secretary at the front door," guiding students to appropriate offerings based on their completed courses, Vedic astrology data, and personal profiles. This system uses ethical AI implementation with precise algorithms rather than unpredictable generative models—honoring the sacred nature of the teachings while leveraging technology to create personalized pathways at scale.
The engagement also encompasses ActiveCampaign automation for welcome sequences and course completion follow-ups, automated artifact generation for Michael's astrology clients (including visual chart representations, transit reminders, and session summaries), and data visualization dashboards for tracking engagement patterns across the combined ecosystem. Together, these systems aim to create high-touch experiences with low-touch effort, allowing both practitioners to deepen their service while maintaining sustainable practices.
This engagement represents a comprehensive digital transformation for Yoga with Kaya, a yoga and Vedic education platform founded by Kaya Mindlin. The project centers on migrating from an aging WordPress infrastructure—burdened by 20-30 plugins, recurring technical glitches, and persistent spam registration issues—to a modern Webflow ecosystem backed by Airtable and WhaleSync. The migration includes building a three-tier content structure (course/lesson/topic) to elegantly organize Kaya's extensive library of 66 courses, while implementing status-based archival systems that preserve historical content without cluttering the active learning environment.
Beyond the platform migration, the partnership is developing an integrated ecosystem that brings together Yoga with Kaya and Vedic Astrology with Michael (Kaya's partner) under an umbrella brand called Sarva Rasa Institute—meaning "all nectar" or "lustrous Divine Feminine mother of all." This unified presence will feature a shared backend architecture across three interconnected sites, a merged CRM system providing visibility across both practices, and a single accounts page where students can view their complete journey including courses completed with Kaya and sessions booked with Michael.
A particularly exciting dimension of this work involves intelligent automation and AI-powered features. We're developing a questionnaire-based recommendation system that acts as a "secretary at the front door," guiding students to appropriate offerings based on their completed courses, Vedic astrology data, and personal profiles. This system uses ethical AI implementation with precise algorithms rather than unpredictable generative models—honoring the sacred nature of the teachings while leveraging technology to create personalized pathways at scale.
The engagement also encompasses ActiveCampaign automation for welcome sequences and course completion follow-ups, automated artifact generation for Michael's astrology clients (including visual chart representations, transit reminders, and session summaries), and data visualization dashboards for tracking engagement patterns across the combined ecosystem. Together, these systems aim to create high-touch experiences with low-touch effort, allowing both practitioners to deepen their service while maintaining sustainable practices.
General WordPress support, maintenance, and improvements. Peter (Germany-based) handling day-to-day fixes with advantage of working overnight for US time zones. Will phase out as Webflow migration completes.
Ongoing WordPress bug fixes and technical maintenance until platform migration complete. Includes spam registration prevention (approximately 6 daily registrations) and recurring technical glitches requiring manual page republishing to restore course visibility.
Beta test new Webflow system with standalone year-long course launching January 2025. Nectar of the Nakshatras delivers one class monthly providing contained environment to test functionality, gather feedback, iterate features, and demonstrate value before full migration.
Complete migration from WordPress to Webflow with Airtable backend and WhaleSync integration. Consolidates 20-30 WordPress plugins into native functionality. Includes: Webflow demo build demonstrating course/lesson/topic structure, course content audit (66 courses), project documentation hub, three-tier content structure (course/lesson/topic), intelligent content relationships, status-based archival system, unified CRM tracking, and membership billing transition strategy ensuring existing MemberPress/Stripe subscriptions continue uninterrupted while new subscriptions use Webflow system. Foundation for integrated three-site system (umbrella, Kaya's, Michael's) with shared backend architecture.
Strategic utilization of ActiveCampaign for automated welcome sequences for self-paced students, course completion follow-ups with recommendations, personalized nurture sequences based on progress, and self-paced course promotion to existing students. Creating high-touch experiences with low-touch effort. Addressing current gap where self-paced students join without Kaya receiving notifications or initiating contact.
Consolidated content and growth strategy including: SEO optimization for organic discovery, social media content repurposing, program bundling strategy, affiliate program evolution, front page/onboarding refresh, and systematic approaches to bringing in new students. Supports self-paced enrollment growth addressing current manual promotion dependency.
AI-powered questionnaire and recommendation system for personalized course recommendations based on completed courses and user profiles, intelligent study buddy matching, personalized journey maps for 'what should I do next' guidance, and strategic content promotion. Uses ethical AI implementation with precise algorithms based on Vedic astrology data (chart generation via API, recommendations based on predominant planets or house positions) rather than unpredictable generative models. System acts as 'secretary at the front door' routing users to appropriate offerings from 5-12 course options. Could potentially live on umbrella site and serve all three platforms. Technologies: Claude AI, n8n automation, Airtable.
AI-powered questionnaire and recommendation system for personalized course recommendations based on completed courses, intelligent study buddy matching based on profiles and schedules, personalized journey maps for students asking 'what should I do next,' and strategic self-paced content promotion without requiring Kaya's direct involvement. System analyzes user questionnaire responses and database content to generate recommendations with explanations and facilitate community introductions. Kaya expressed strong enthusiasm for questionnaire-based features. Separate meeting scheduled to design specific implementation.
Develop umbrella brand identity and digital presence for Sarva Rasa Institute (SRI - 'all nectar' / 'lustrous Divine Feminine mother of all') integrating Yoga with Kaya and Vedic Astrology with Michael under unified professional presence. Includes: brand identity development and naming exploration, umbrella website architecture serving as foundation for individual sites, unified CRM system for merged client databases and email lists, single enrollment process and client pipelines, integrated accounts page showing complete client journey across both practices, data visualization dashboard for combined ecosystem tracking. Maintains individual brand identities while highlighting rare collaborative dynamic where both practitioners actively inform each other's work. Balances accessibility for Michael's mainstream professional clients (CEOs, chefs, actors, pilots) with deeper spiritual context. Discussed extensively 04:12-22:38.
Redesign jotishresolutions.com (Vedic Astrology with Michael) from outdated current state to modern, professional presence that maintains accessibility to diverse client base including high-paying professionals outside yoga/Vedic tradition circles. Current site displays as 'Vedic Astrology with Michael' rather than domain name. Serves 50-75 new clients annually plus 150-200 total interactions. Integrates with Acuity scheduling system (early adopter account). Will be built as part of integrated three-site system with shared backend infrastructure while maintaining distinct brand identity. Priority driven by immediate need before Kaya directs more students to Michael's site after completing Vedic astrology programs. Discussed 05:42, 20:31-25:48, 28:50, 49:30.
Merge email lists and client databases from Kaya's and Michael's separate practices into unified system allowing visibility across entire ecosystem. Centralizes administration through one CRM system, one enrollment process, unified client pipelines. Tracks who's taking courses, who's booking sessions, how people engage with both offerings. Creates single accounts page showing complete client journey - past sessions with Michael, courses completed with Kaya, suggested next steps. Enables twice-annual communications to combined audience. Currently Kaya can track students across her courses but has no visibility into who also works with Michael (discussed 24:22). Technologies: Airtable, Whalesync, n8n.
Automated post-session artifact generation system creating personalized materials for long-term client engagement. Generates transcripts, recordings, summaries, visual chart representations using Nano Banana, key date reminders based on planetary transits, and synthesized insights in accessible formats. Addresses pattern where clients contact years later about forgotten predictions that came true (discussed 36:41). Materials automatically emailed and viewable on client profile pages. Serves clients throughout the year reducing need for frequent follow-up sessions while maintaining engagement. Builds on existing meeting artifact automation James demonstrated at 34:10. Technologies: n8n, Nano Banana, Airtable, Webflow.
Build data visualization tools allowing practitioners to see client ecosystem visually - yearly patterns, client engagement levels, median versus highly committed participant behavior, how metrics change over time. Provides insights for both Michael's astrology practice and Kaya's course platform. Helps identify opportunities for deeper engagement and better recommendations. Part of broader collaboration management tools being developed by team. Mentioned at 26:01 as launching this year.
Kaya Bug Fixing
November 17, 2025
Fix
Create centralized project home base with meeting recordings and initiative timeline
January 5, 2026
Build interactive project hub showing: links to key meetings and recordings, initiatives on visual timeline with drag-and-drop functionality, access to important documents and resources, and analysis frameworks for prioritizing value delivery. James demonstrated early version at 17:25.
Build Webflow mockup demonstrating course structure
January 15, 2026
Create functional Webflow demo showing three-tier content structure (course/lesson/topic) using either Divine Within series (SRI course lesson/topic structure) or Nectar of Time (demonstrating complex nested relationships). Demo should show user interface and editing capabilities so Kaya can experience firsthand. Discussed at 41:56.
Research membership billing transition strategy
January 10, 2026
Document approach to ensure existing MemberPress/Stripe subscriptions continue uninterrupted during migration. Design hybrid system where old subscriptions run via Stripe while new subscriptions use Webflow, both feeding into Airtable to control unified access. Critical requirement mentioned at 1:00:02 and solution discussed at 1:06:53.
Send questionnaire and recommendation system examples
December 27, 2025
Share sample questionnaire/recommendation system examples including connection assessment tool demonstrated in meeting and numerology automation tool. Referenced at 1:14:19 and 1:15:43.
Audit 66 courses to identify content for archiving
January 31, 2026
Review all existing courses to identify: old course iterations, stale content not functioning as active self-paced offerings, unnecessary duplications, and content ready for archiving before migration. Plan to use Airtable status tagging to archive rather than delete, preserving history. Do during retrograde period. Discussed at 43:31 and 51:00.
Schedule meeting to design questionnaire and recommendation system
January 10, 2026
Set up separate meeting between Kaya and James to design custom questionnaire and intelligent recommendation system. Review example implementations and plan specific applications for student journey mapping, course recommendations, and study buddy matching. Mentioned at 1:15:53.
Review ActiveCampaign automation opportunities
February 15, 2026
Identify specific automation sequences needed: welcome sequences for self-paced students, course completion follow-ups with recommendations, nurture sequences based on progress tracking, and promotional sequences for existing students. Address current gap where self-paced students join without Kaya receiving notifications. Rob remains available for consultation. Discussed at 12:32.
Create proposal with multiple options for umbrella brand and website integration strategy
February 7, 2026
Develop comprehensive proposal exploring Sarva Rasa Institute umbrella brand concept and how it integrates with individual site redesigns (Michael's jotishresolutions.com and Kaya's existing site). Include multiple options balancing quick wins against longer-term infrastructure building, immediate revenue opportunities against strategic positioning, individual brand evolution against collaborative identity development. Consider sequencing of umbrella site, Michael's site, and Kaya's site. Discussed at 41:41 and 48:11.
Develop prototype quiz system for course recommendations and client pathway guidance
February 28, 2026
Build prototype intelligent quiz/assessment system to guide people to appropriate offerings. Should work for both new visitors and as 'what's next' guidance after program completion. Use ethical AI implementation with precise algorithms based on Vedic astrology data (chart generation via API, recommendations based on predominant planets or house positions of 5-12 course options). System should act as 'secretary at the front door' without problematic predictive AI. Could potentially live on umbrella site. Reference Kaya's manual process of suggesting 3-5 next steps after program completion. Discussed at 05:37, 14:46, 45:31, 48:11.
Build data visualization tools for client ecosystem tracking and engagement analysis
June 15, 2026
Develop visualization dashboard showing client ecosystem patterns - yearly trends, engagement levels, median versus highly committed participants, metric changes over time. Should provide insights for both Michael's astrology practice (50-75 new clients/year, 150-200 total interactions) and Kaya's course platform. Help identify opportunities for deeper engagement and improved recommendations. Mentioned at 26:01 as launching this year.
Design automated artifact system for session recordings, transcripts, summaries, and visualizations
May 15, 2026
Create automated system generating post-session artifacts including transcripts, recordings, summaries, visual chart representations using Nano Banana, key date reminders based on planetary transits, and synthesized insights. Materials should be automatically emailed and viewable on client profile pages. Should serve clients throughout year while maintaining engagement and reducing need for frequent follow-up sessions. Reference PhD pathology client example using Nano Banana visual maps (32:27) and James's existing meeting artifact automation (34:10). Discussed at 37:38.
Research optimal sequencing for umbrella site, Michael's site, and Kaya's site redesigns
February 14, 2026
Analyze priority sequencing balancing: Michael's site needing urgent refresh before more students directed there (49:30), Kaya's site having larger user base and higher immediate ROI potential (47:48), umbrella site potentially serving as foundation with individual sites evolving from shared infrastructure. Consider building three sites as one integrated system with shared backend even with multiple domains and brands (46:35). James needs time to reflect on puzzle pieces and optimal approach (48:11).
Continue gathering testimonials from joint clients about value of working with both practitioners
February 15, 2026
Compile testimonials from 10-15 highly committed students who work consistently with both Kaya and Michael. Ask them to write about the value of that dual engagement. Several responses have already arrived. Will provide insight for team and potential testimonial content for new sites. Discussed at 44:57.
Review and provide feedback on quiz prototype concepts
March 7, 2026
Review prototype quiz/assessment system concepts from James. Provide feedback based on manual course recommendation experience - currently suggesting 3-5 next steps after program completion. Consider how system could automatically account for what clients have already completed and make increasingly sophisticated suggestions. Ensure ethical AI boundaries are maintained per conversation about keeping spiritual/astrological guidance pure (13:53). Discussed at 45:31 and 48:11.
Share examples of current manual course recommendation process for automation reference
February 21, 2026
Document and share current manual process for suggesting course pathways after program completion. Include examples of the 3-5 next steps typically recommended to graduates and the reasoning behind suggestions. This will inform the automated recommendation system design. Reference wish expressed at 48:11 for personalized quiz to route students toward most relevant of five potential courses after completing two-part program.
Provide input on website redesign needs and content preferences for client audience
February 14, 2026
Share requirements and preferences for jotishresolutions.com redesign. Consider maintaining accessibility to diverse client base including high-paying professionals (CEOs, chefs, actors, pilots) who exist outside yoga/Vedic tradition circles - at least one-third of clients with no yoga connection (28:50). Balance 'resolution' concept central to practice (20:31) with need to avoid making site look 'too Indian' or limiting appeal. Discuss Acuity scheduling integration requirements as early adopter with special pricing (25:48). Site needs to feel professional and welcoming while honoring deeper spiritual context.
Consider resuming teaching activities and guest instruction opportunities
June 30, 2026
Reflect on potential for resuming teaching activities or serving as guest instructor in specific areas of expertise. Not immediately planned but infrastructure being built could accommodate future expansion including guest teachers or assistants (11:09). Michael has history of teaching that could be reactivated as part of expanded offerings under umbrella brand structure. Mentioned at 12:00.
