Diagnosis Case 01 / 06 The website asks people to "email or ring to book" — most of them don't
Every booking that needs a phone call or an email is a booking you might not get. People expect to pick a time, pay and get a confirmation in the same visit.
You lose the impulse signups, the late-night enquiries, and the customers who do not want to wait for office hours.
We wire your website to an online booking flow with calendar availability, payment up-front and an instant confirmation. The first signup usually lands the same week it goes live.
Diagnosis Case 02 / 06 Member renewals slip through, and lapsed members never come back
Annual renewals depend on the office remembering to chase. Once a member lapses, the conversation that brings them back rarely happens — it falls off the to-do list.
Membership revenue leaks at the seams, and no one notices until the end-of-year report.
We build a renewal workflow that bills automatically, sends gentle reminders before due date, and runs a structured lapsed-member campaign without anyone having to remember to start it.
Diagnosis Case 03 / 06 Members, bookings and payments live in three different spreadsheets
The member list is in one place. The booking calendar is somewhere else. Payments are in Stripe or Square or the bank. Putting together a simple report on "how many members attended events this quarter" takes an afternoon.
The data is there — it is just nowhere coherent.
We build the connection layer so member, booking and payment data share one source of truth. Reports run from live data. Member history is one click away.
Diagnosis Case 04 / 06 Manual chasing of fees, deposits and registration payments
Bank transfers that arrive without a reference. Cash deposits at training sessions. Half-paid event registrations. Someone in the office spends hours each week matching payments to members and chasing the ones that have not arrived.
The payment chase is not what your people signed up for.
We wire payment links straight to the booking or membership invoice. Customers pay online before the session, not afterwards. Reconciliation happens the same minute the payment arrives.
Diagnosis Case 05 / 06 Cancellations and waitlists are a phone call and an email thread
Someone cancels a class. The office has to ring through the waitlist. Promote a replacement. Process the refund. Re-send the confirmation. The original member is annoyed; the next member feels like an afterthought.
Manual waitlist management eats hours and burns goodwill.
We build cancellation and waitlist flows that handle promotion automatically. When a class spot opens, the next person on the waitlist is invited, given a deadline, and the calendar updates in real time. The office is informed; they do not have to drive it.
Diagnosis Case 06 / 06 The annual general meeting is held against numbers nobody trusts
Member numbers vs the database. Revenue vs the bank account. Event attendance vs the spreadsheet. By AGM time, three teams have produced three different versions of the truth.
The board ends up arguing about the numbers instead of the strategy.
We build a reporting layer that pulls from the membership system, the booking calendar, the payment processor and the accounting platform — and presents one consistent picture. The AGM gets one version of the numbers, refreshed daily.
