system build proposal

Prepared for studio88 by Essential Systems · 12-week build in 6 stages

1

Discovery & foundations

Week 1–2
  • Workshops with owners and front-desk team
  • Map current booking, payment and admin processes
  • Brand styling to match itsstudio88.com
  • Secure logins for owners, staff and instructors
  • Set up both studios, rooms and reformers
Stage cost£600 – £1,500
2

Timetable & bookings

Week 3–4
  • Weekly timetable for Stirchley and Hall Green
  • Reformer-specific online booking
  • Automatic waitlists and spot offers
  • Late-cancel and no-show rules
  • QR check-in at front desk
Stage cost£1,000 – £3,000
3

Clients, memberships & payments

Week 5–6
  • Client records, health forms and waivers
  • Memberships, class packs and intro offers
  • Card, Apple Pay and Direct Debit payments
  • Failed-payment chasing and refunds
  • Gift cards and freezes
Stage cost£1,200 – £3,500
4

Team, privates & equipment

Week 7–8
  • Instructor rotas and cover requests
  • Payroll hours and pay calculations
  • Private, rehab, prenatal and SEND sessions
  • Reformer service and spring-check log
Stage cost£800 – £2,500
5

Marketing, retail & inbox

Week 9–10
  • Email and SMS campaigns
  • Lapsed-client and birthday automations
  • Lead pipeline and referrals
  • Retail shop with stock alerts
  • Shared inbox for app, email, WhatsApp and Instagram
Stage cost£800 – £2,500
6

Reports, launch & training

Week 11–12
  • Owner dashboard and reports
  • Move existing clients and packs across
  • Connect Xero, Mailchimp and calendars
  • Staff training and how-to guides
  • Go-live support for the first 30 days
Stage cost£600 – £2,000
Total system build
£5,000 – £15,000

The final price depends on how complex and bespoke you want the system to be.

essential
£5,000
Standard features, light branding
tailored
£9,500
Custom workflows & integrations
fully bespoke
£15,000
Built entirely around you

monthly maintenance

Hosting, database & secure backups
£45
Ongoing support & bug fixes
£150
Small improvements (up to 3 hrs/month)
£120
Security updates & monitoring
£35
Total per month
£350

No long-term contract · cancel with 30 days' notice · prices exclude VAT

data security & privacy

  • UK GDPR compliant – client data stored in secure, encrypted databases
  • All data encrypted in transit (HTTPS) and at rest
  • Each staff member has their own login with role-based access
  • Health and rehab notes visible only to owners and assigned coaches
  • Card details handled by the payment provider – never stored in the system
  • Automatic daily backups with point-in-time restore
  • Activity log of who changed what and when
  • Clients can download or delete their data on request