A dance-school CRM in 1 month: from process audit to an AI-built product
The school ran on paper and a phone. In 30 days I took it from operational chaos to a working CRM — with a single IT lead and AI development, no classic team.
What was wrong
The school was at a pre-digital stage with high operational risk. Teachers logged hours on paper or verbally — hence cash gaps and payroll errors. Hall schedules lived in a notebook kept by a remote staffer, causing downtime and lost clients when a booking couldn't be confirmed quickly. Lead sources, freezes and subscription renewals weren't recorded anywhere — marketing ran blind. I started with in-depth interviews with the owner and staff: mapped the processes, found the bottlenecks and formalised them into rules and a spec.
What I did
Instead of a heavy team (PM, backend, frontend, QA), I used AI development with the Vibecoding methodology — designing business logic through Markdown specs that instantly turn into working modules. In 30 days I designed and built a CRM on Flutter (Android for admins + web for the director, Firebase backend): students, groups and directions; subscriptions with discounts, freezes and trial classes; one-click "smart attendance" that deducts the subscription balance and accrues the teacher's piece-rate pay; hall booking in a single cloud calendar; intensives and parties; financial reports, payroll and lead-source tracking. Role model: director, admin, teacher, marketer — each with their own access. Tellingly, the AI coding itself took little time — about 70% went into discovery and alignment: finding time with busy people, extracting the real processes, giving examples. AI removed the technical risk and timeline — the critical resource became understanding the business, not programming.
What changed
A working product in 30 days from the first contact. Another month went into bringing it to full production standard: staff training, per-module video guides (onboarding in 2 days), UI refinement based on real user experience. Development cost about 85% lower than classic outsourcing; hosting down to the price of a coffee per month. The human factor in payroll and subscription control is gone, hall booking takes 3 clicks, info is online 24/7. The case shows the managerial point of AI development: you can build enterprise logic without a classic IT department, and the critical resource is understanding the business, not code. The result scales into a SaaS for other studios and schools.
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