Home / CRM & Internal Tools
Every customer, job and next step in one place.
We set up the system your business runs on day to day: who has enquired, where each customer stands, what's due today and who's doing it. Usually that's called a CRM, short for customer relationship management. We build it on proven software, shaped around how you already work.
For schools and academies, studios, clinics and service companies whose information lives in inboxes, spreadsheets, group chats and memory.
Ottermere / Pipeline
Search families+ New enquiryNew1
Contacted1
Assessment booked1
Offer sent1
Enrolled2
- Interested in
- Free assessment, age 6
- Came from
- Website form
- Owner
- Dana
- Contact
- Email and text
Activity NotesEmails
- Enquiry from the website formMon 6:42 pm
Free assessment for her son, age 6. OK to text.
- Acknowledgement sentAutomaticMon 6:42 pm
Text and email with this week's assessment times.
- Interested in
- Paddle, age 4
- Came from
- Phone call
- Owner
- Dana
- Contact
- Email and text
Activity NotesEmails
- Called the front deskFri 11:05 am
Asked about Paddle lessons for his daughter.
- Dana sent level detailsFri 11:20 am
Paddle, weekday and Saturday groups.
- Interested in
- Glide, age 7
- Came from
- Owner
- Sam
- Contact
- Email and text
Activity NotesEmails
- Instagram messageWed 8:15 pm
Asked about lessons for his son, age 7.
- Assessment bookedThu 12:10 pm
Saturday 10:00 with Sam.
- Interested in
- Glide, Saturday mornings
- Came from
- Referral
- Owner
- Dana
- Contact
- Email and text
Activity NotesEmails
- Referred by the Chen familySun 2:00 pm
Interested in Saturday lessons.
- Acknowledgement sentAutomaticSun 2:00 pm
Assessment times by text and email.
- Free assessmentSat 11:00 am
Swam 5 metres. Recommended the Saturday Glide group.
- Offer sent by DanaTue 4:30 pm
Glide, Saturday 9:30. Starts next term.
- Interested in
- Paddle, Tuesday 4 pm
- Came from
- Website form
- Owner
- Sam
- Contact
- Email and text
Activity NotesEmails
- Website formLast Tue
Paddle, age 4.
- Free assessmentLast Thu
Placed in the Tuesday Paddle group.
- EnrolledMon
Welcome pack sent by Sam.
- Interested in
- Stroke, age 10
- Came from
- Walk-in
- Owner
- Sam
- Contact
- Email and text
Activity NotesEmails
- Walked in at the front deskSat 10:20 am
Wants lessons in the same group as a friend.
- EnrolledSat 10:40 am
Thursday Stroke group.
Overdue
Today
This week
Open tasks by person
Open tasks
5Where enquiries came fromThis month
From enquiry to enrolmentThis month
Today
Monday, 3 tasks
Overdue
Coming up
Where every family stands. Five stages in the school's own words, the source of each enquiry, and what's overdue. Select a card to open the record.
What you'll be able to do
The demo above is the kind of system we'd set up for a small swim school. Yours would use your stages, your words and your team.
See every enquiry
From the website, the phone, social messages and the front desk, all in one list with where it came from.
Know what's next
Each customer has a stage and a next step with an owner and a date, so nothing waits on someone's memory.
Pick up any conversation
The full history of calls, emails, notes and automatic messages is on the record for anyone on the team.
Run the day from your phone
Today's tasks and new enquiries in your pocket, with a notification when something needs you.
Hand work over cleanly
Assign a task to someone else and it's on their list with the context attached.
Answer real questions
How many enquiries this month, where they came from, how fast they were answered and how many became customers.
Configure first, build only what's missing
Good software already exists for most of this. We use it where it fits and build only the parts it can't cover.
Map how work flows
How a customer or job moves through your business today, who touches it and where it gets stuck.
Check what you have
Your spreadsheet, calendar, CRM or school software may already do most of it with the right setup.
Configure, connect or build
Set up the tool around your workflow, connect what can be connected, and build a custom screen only where it's genuinely needed.
Core of a project
- Mapping the workflow with you
- Records, stages, tasks and views in your words
- The agreed forms and dashboards
- A review with your team, training and handover
Optional, scoped separately
- Moving large or messy data from older systems
- Connections to other software
- Custom-built screens beyond configuration
- Ongoing support and changes after handover
Questions about CRM and internal tools
How we set up a CRM or internal tool, and what happens to the tools you already have.
Still have a question? bookedlabsco@gmail.com
01We already use a CRM or a spreadsheet. Do we have to replace it?
Not necessarily.
Often the tool is fine and the setup is the problem: stages nobody uses, duplicate records, no clear owner for each enquiry, and follow-ups that live in someone's head.
We look at what you have first and only suggest a change when it's clearly holding you back. Some small teams run well on a properly set-up spreadsheet, and we'll tell you if that's you.
02Will you use existing software or build something custom?
Usually existing software, set up around how you work.
Configured software is quicker to set up, cheaper to look after and easier to hand over.
We build a custom piece, like a screen for your front desk or a report your current tool can't produce, only when configuration genuinely can't do the job. We explain why first.
03Will my team actually use it?
That's the point of setting it up around how they already work.
We use your stages, your words and your team's names, and keep each screen to what that person needs. Training happens on your real records, not made-up examples.
A system that's quicker than the old way is the one people keep using.
04Can you move our existing records across?
Often, yes.
How much work it is depends on where the records live, like a spreadsheet, an old CRM or an inbox, and how tidy they are. So we look at the data first, then scope the move:
- What moves across, and what stays behind.
- How duplicates and gaps are handled.
- A check of the result by you before the old system is switched off.
05Will it connect to our website, email or calendar?
Where the tools allow it.
Website forms, email and calendars usually connect cleanly, so a new enquiry or booking appears in the CRM on its own.
Some tools need a workaround, and a few can't be connected at all. We check yours before quoting, so you know what will be automatic and what won't.
06Can it hold sensitive information, like health or payment details?
Tell us early.
Whether a tool is suitable depends on the information you keep and your obligations, which differ for things like health records or payment details. Some projects need specialist software or professional advice, and we'll say plainly when that's the case rather than guess.
Either way, we set it up so each person only sees what their role needs.
07Who looks after it once it's set up?
Your team runs it day to day.
After training and handover, you'll know how to add people, change stages and pull a report.
If you want ongoing changes or support, that's agreed separately and written down.
Discuss your workflow
Tell us where things live now and what keeps slipping through.
- Answer a few quick questions in the form. New projects and existing setups are both welcome.
- We reply by email with what we'd suggest and, if it helps, times for a short call.
- If it's a fit, you get a written quote with the scope and a fixed price before any work starts.
Prefer email? bookedlabsco@gmail.com
Or book a 15-minute project call.