Implementation of Creatio CRM for a children's acrobatics and gymnastics studio

About the company:

The Silver Studio was founded by Kateryna Serebryanskaya, an Olympic champion in rhythmic gymnastics. The studio has been in operation for over 20 years and uses the proprietary training method developed by coach Lyubov Serebryanskaya. The studio’s students are winners of international and national festivals and competitions. The studio offers classes in gymnastics, aerial gymnastics, acrobatics, modern choreography, and other programs for children ages 2 to 15.

Business features

• Organization of classes with a clear schedule for different age groups.
• Management of a large customer base that requires constant updating.
• High reliance on CRM for day-to-day process management.

Implementation results:

1. A centralized customer database was established to enable effective studio management.
2. Data for over 2,500 customers was migrated from the previous CRM system.
3. Deal filtering by status was configured to improve manager efficiency.
4. Reporting on leads and their sources was automated.
5. Implemented a mechanism for monitoring managers using analytical tools.
6. Achieved a significant reduction in the time required to process inquiries and register clients.
7. Integrated with the website to receive requests for trial classes.
8. Set up tracking of student class attendance.
9. Automated payment tracking and subscription renewals.

Challenges:

Before implementing Creatio, the company faced the following challenges:

• The previous CRM (Bitrix24) had an inconvenient interface that did not meet the business’s needs.
• Problems with filtering and classifying deals (active, paused, lost).
• Insufficient oversight of managers’ work due to the lack of automated analytics.
• Leads were collected from various services and required manual entry into the CRM.
• Previous attempts to implement another CRM system were unsuccessful.

Solution:

Choosing Creatio CRM for business process automation was a key milestone in the studio’s development. Thanks to collaboration with the implementation team, the following was achieved:

• Migration of the customer database. All data was successfully preserved during the transition from Bitrix24.
• Creation of sales funnels and configuration of deal filtering. The CRM allows for clear categorization of deals by status, which simplifies monitoring and the work of managers.
• Adaptation to the niche. Classes and deals were configured according to the studio’s specific needs. Sections allow for tracking students by class, communicating with them, and viewing all information regarding classes, students, and trainers. The Online Project section simplified student database management, as well as the management of disciplines and subscriptions. It also enabled the quick assignment of trainers.
• Lead reporting. The ability to analyze lead sources and evaluate their quality was added.

Polina Bura, CFO of Serebryanskiy Studio: “CRM Creatio has become the backbone of our operations. Without it, the studio simply couldn't function. All key processes—from scheduling trial lessons to analyzing lead sources—are now under control, and this allows us to move forward, even in challenging conditions.”

Plans for the future:

The company plans to expand its use of Creatio CRM:

• Implementation of automated SMS messaging. This will allow us to inform customers about classes, send personalized reminders, and share the latest news.
• Optimization of analytics. Further improvement of tools for analyzing performance and customer acquisition sources.
• Expansion of functionality. Adding new tools for integration with other platforms.

Oleksii Diubanov, owner and director of CRM Genesis: “From the very beginning, the client tasked us with migrating all existing data from their previous CRM system and wanted to immediately optimize most of the processes to make them much more user-friendly for managers. The system was developed and launched in the shortest possible time, and our specialists were very pleased to contribute to the automation of a company engaged in such an interesting and important field. After implementation, the client remained with us for technical support, and we are truly delighted with this collaboration.”