Business Automation
Trial Class Bookings, Automated
How I replaced DMs, missed messages, and manual scheduling with a self-service booking system that runs itself.
Client
Francis Jiu-Jitsu
Service
Business Automation
Deliverables
TidyCal booking system + website integration
Year
2025-2026
The Brief
Too many leads, not enough follow-through
Francis Jiu-Jitsu was growing. Social media was bringing in trial class enquiries every week. But the booking process was entirely manual: someone messages on Instagram, the owner replies when they can, back-and-forth about available times, hope the person actually shows up.
Leads were falling through the cracks. The owner was spending hours each week on scheduling that should have taken seconds. And there was no way to track who booked, who showed up, and who converted to a membership.
Self-Service Booking
Prospects book a trial class without needing to message anyone. Available times, class types, all in one place.
Automated Confirmations
Instant email confirmation with class details, what to bring, and academy location. No manual follow-up.
Calendar Sync
Bookings sync directly with the academy's calendar. No double-ups, no missed slots, no spreadsheets.
No-Show Reduction
Automated reminders before the class. Show-up rates improved because people got nudged at the right time.
The Approach
From chaos to clockwork
Mapped the current workflow
Documented every step from first enquiry to first class. Identified where leads were dropping off and where time was being wasted.
Configured TidyCal
Set up booking types for each trial class (adults, teens, kids). Built in buffer times, capacity limits, and availability rules that matched the real timetable.
Integrated with the website
Embedded the booking widget directly into the Francis Jiu-Jitsu website. No external redirects, no friction. One click from "Try a class" to "You're booked".
Automated the follow-up chain
Connected confirmation emails, reminder sequences, and post-class follow-ups. The system handles everything from booking to conversion tracking.
Deliverables
What was delivered
3
Booking types configured
Adults, Teens, Kids
0
Manual steps required
Fully automated end-to-end
< 60s
Time to book a trial
From landing page to confirmation
Complete Package
TidyCal account setup and configuration
3 trial class booking types (Adults, Teens, Kids)
Website embedding with brand-matched styling
Automated confirmation emails
Pre-class reminder sequence
Calendar sync (Google Calendar)
Post-trial follow-up automation
Owner training and handover documentation
Results
Before and after
Before
Manual
Booking process
Hours/week
Owner scheduling time
Unknown
Show-up rate
After
Automated
Booking process
Zero
Owner scheduling time
Tracked
Show-up rate
Skills Demonstrated
More Work
Related projects
Brand Personalisation
Sounds of Francis
49-track brand soundtrack for a Perth BJJ academy. AI-generated music built from culture, philosophy, and community.
View project →Francis Jiu-Jitsu Website
Full website build for the academy. Brand-aligned design, class timetable, and trial booking integration.
Visit siteStart your project
Want something like this?
Every project starts with a conversation. If manual processes are costing you time and leads, let's fix that.