BFT Upper Hutt: From Manual Chaos to Automated Growth

Before StudioPilot, Lynette - the owner of BFT Upper Hutt - was running a growing studio on spreadsheets, gut feel, and late nights. Leads would come in through the website or social media, and if the team was busy coaching classes, those enquiries sat unanswered for hours. Some never got a reply at all. Every one of those missed leads was a potential member walking to a competitor.

The admin burden was relentless. Hold requests came in by email, late cancel tracking was a manual spreadsheet exercise, and there was no way to spot a member who was slowly disengaging until the cancellation email arrived. Birthday texts? Milestone celebrations? Great ideas that never happened because there simply wasn't time.

Coaches were doing their best, but they were going into classes blind. No context on who was new, who was returning from absence, who had an injury note from another coach. They'd fumble with Glofox on their phones while 20 members waited.

The biggest surprise after going live? How much the coaches loved their dashboard. Within a week, every coach was checking their class list before sessions, reading notes from other coaches, and proactively greeting returning members by name. The culture shift was immediate and visible.