Casa KiGua case study

Initial state

The community scaled. The back office did not.

Reservations were taken by hand inside message threads. Class passes were tracked on paper. Renewal reminders depended on somebody remembering, which meant some of them happened and some of them did not.

Interest arriving from social media never became a record. Someone who asked about a class on Monday and never came back was, from the studio's side, indistinguishable from someone who had never written at all. The coordination that held all of this together was eating evenings and weekends.

Direction

The objective was a system one person can run on Monday morning, not a set of programs that takes a week to learn.

The owner did not want to grow by hiring. The studio had to keep feeling small to the people who come to class, and stop feeling improvised to the people who run it.

Three things had to become true: booking and memberships online with almost no friction, every message from social captured automatically, and attendance, retention and revenue readable in one place instead of three.

What we installed

RIVEL OS, running in Studio OS mode. RIVEL Strategy Lab configured it for a small team rather than a chain, which mostly meant removing choices instead of adding them. The channels the studio already used connect into it.

• Services runs the class schedule: intro offers, class passes and recurring memberships, booked online and confirmed in one tap.
• CRM turns every message and form into a contact with its source attached, and walks it through the intro class stages with automatic reminders instead of someone's memory.
• Finance keeps memberships honest: renewals, pauses and remaining credits visible to the studio and to the member, so nobody has to negotiate what is left.
• KPIs and Analytics reads retention as a number rather than a feeling: first class, second class, lapse risk, attendance and revenue in one view.
• Marketing Hub connects local search and the Google Business Profile to the same booking flow the studio operates, so a search in Cancún ends in the system.
• Integrations connect Instagram, WhatsApp Business, Meta Ads and Kommo. The studio answers where its people already talk to it.

Evidence

Three figures from the first quarter after the install, each with the window it covers and where it comes from. The absolute numbers behind them are the studio's own, so the change is published and the raw figures are not.

• +38%Online bookings.Window: first 90 days after the install · Source: the studio's own operating data, documented with RIVEL
• -62%Administrative work.Window: first 90 days after the install · Source: the studio's own operating data, documented with RIVEL
• 4xWork handled per person.Window: first 90 days after the install · Source: the studio's own operating data, documented with RIVEL

Who runs it today

One person opens the studio and the system on the same Monday morning.

The team did not grow. Teachers teach, the front desk runs the day from the agenda, and the owner is no longer the person holding the schedule in her head. Members book, pause and renew without asking anyone.

What used to be an evening of coordination is now the studio reading its own numbers. The boutique feel stayed where it belongs, which is in the room and not in the back office.

Founder testimonial

“We had community and reputation. RIVEL gave us the system to scale them without hiring more people.”

Dra. Alejandra Aguirre

Founder, Casa KiGua · Cancún

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