Implementation BlueprintExecution layer

Holistically Simple Studio Migration Sprint (7-10 days)

A fixed-scope delivery playbook that moves a martial arts, fitness, or wellness studio off 8 to 11 disconnected tools and onto Holistically Simple's single login, with billing, scheduling, and AI marketing live before handover. Time: 7-10 days.

By InnovaAI ResearchPublished

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Blueprint

Holistically Simple Studio Migration Sprint (7-10 days)

A fixed-scope delivery playbook that moves a martial arts, fitness, or wellness studio off 8 to 11 disconnected tools and onto Holistically Simple's single login, with billing, scheduling, and AI marketing live before handover.

Prerequisites
  • Vendor tier confirmed in writing: AcadevoFit at $149/month for yoga, Pilates, gym, dance and wellness studios, Acadevo Martial Arts Pro at $97/month for academies needing belts, curriculum and grading, or Power Portal where HIPAA-compliant clinical wellness is required
  • Client grants admin access to their existing booking system, payment processor, and member list so records can be exported before cutover
  • A named staff member on the client side who will own daily operations after handover and can attend two training sessions
  • Brand assets supplied: logo, per-location branding for multi-site academies, and the class schedule in a spreadsheet the agency can map to the booking calendar
  • Written agreement on the retainer scope, since the platform replaces tools the client currently pays for separately and the savings fund the agency fee
Execution Timeline
  • 1.Register the Holistically Simple account and select the tier that matches the studio type, documenting which modules the client will actually use
  • 2.Audit the client's current stack and list every tool being retired, from booking apps to payment processors to email senders
  • 3.Export member records, payment history, and the class timetable from the outgoing systems
  • 1.Import member records into Holistically Simple CRM and reconcile duplicates against the exported list
  • 2.Connect the payment processor and run a test transaction to confirm billing flows correctly
  • 3.Map the class schedule into the booking calendar, including recurring sessions and instructor assignments
  • 1.Configure per-location branding for multi-location academies so each site shows its own identity
  • 2.Build the rank and progression tracking structure for martial arts clients, including belts, curriculum and grading checkpoints
  • 3.Set up member app access and confirm login works on a test member account
  • 1.Build the automated new member onboarding sequence covering welcome email, first class reminder, and intake steps
  • 2.Configure the rebooking workflow that prompts members when their current block or membership nears expiry
  • 3.Set up late-payment follow-up automation with the client's preferred escalation timing
  • 1.Deploy the AI chatbot on the client website and load it with FAQs, class inquiries, and pricing answers
  • 2.Generate the first batch of content with the AI content writer for the client's social and email channels
  • 3.Activate the online store if the client sells merchandise, uniforms, or digital programs
  • 1.Publish the instant website builder pages and connect the custom domain
  • 2.Review the AI-generated workout and menu plans against the client's actual class offerings and adjust
  • 3.Walk the client owner through the dashboard so they can see bookings, billing, and member activity in one view
  • 1.Run a full dry run: test booking, test payment, test chatbot response, test onboarding email delivery
  • 2.Train client staff on daily operations, including how to add members, take payments, and adjust the schedule
  • 3.Document the workflows the agency built so the client has a reference after handover
  • 1.Cut over from the legacy systems and disable the retired tools
  • 2.Monitor the first live bookings and payments for errors and correct any calendar or billing mismatches
  • 3.Confirm the AI chatbot is answering real inquiries correctly and refine any weak responses
  • 1.Review the first week of automation performance: onboarding completions, rebooking prompts sent, late-payment follow-ups triggered
  • 2.Adjust automation timing based on what the client reports from the floor
  • 3.Hand over the admin credentials and the workflow documentation to the client's named owner
  • 1.Deliver the final migration report listing every retired tool and the monthly cost removed from the client's stack
  • 2.Agree the ongoing retainer scope, covering automation monitoring, content generation, and platform updates
  • 3.Schedule the 30-day check-in to review member retention and automation results
Vendor cost to the agency is $97/month for Acadevo Martial Arts Pro or $149/month for AcadevoFit, with Power Portal priced separately for HIPAA-compliant clinical wellness. The productized offer is billed at $450/month to the client, covering 16 hours of setup plus 3 hours of monthly management.7-10 days
ROI Logic

The agency pays $97 to $149 per month for the platform and bills the client $450 per month on the Studio Starter offer, leaving roughly $300 to $350 monthly gross margin per studio before the 3 hours of management time. Setup is a one-time 16-hour build that the client funds through the savings from retiring 8 to 11 separate tools, so the retainer starts cash-positive in month one. Stacking five studios on the same delivery template produces a predictable recurring line without adding new sales effort per client.

Deliverables
  • Configured Holistically Simple account with CRM, booking calendar, and payment processor live for the client's studio
  • Rank and progression tracking structure for martial arts academies, including belts, curriculum and grading checkpoints
  • Automated onboarding, rebooking, and late-payment workflows running inside the platform
  • AI chatbot deployed on the client website plus a first content batch from the AI content writer
  • Migration report listing every retired tool and the monthly cost removed from the client's stack
Definition of Done

The client's members can book, pay, and receive automated follow-up entirely inside Holistically Simple, and the retired tools have been cancelled with no data left behind.

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