Case study
Client identity and exact commercial terms withheld.
Interactive demo
Walk this install chapter by chapter: discovery, setup, the team views, one decision traced from request through delivery, and the outcomes.
Owner hours per week in operations (the system runs the routine, the owner runs the company)
First reply to every lead (down from days, on every channel, every time)
Dropped paid orders (every payment resolves to a registered, rostered player)
Annual registrations through the system (across all locations and programs)
Player records unified (three decades of history resolved to families)
Every approved email sends (double-sends are structurally impossible)
Three decades of growth ran on memory. A parent would pay, and a person had to notice, register the child, place them on a roster, and send the welcome. A new lead would email, and the answer came when someone got to the inbox, sometimes days later. The owner personally stitched registrations to payments to rosters to follow-up, roughly fifty hours a week, and every location added made the stitching worse.
We mapped how money, families, and information actually moved through the company. The pattern was one owner compensating for the absence of a system:
Nothing here was a people problem. The team was good. There was simply no layer underneath them connecting the work, so the owner was the layer.
Zoro installed one operating layer under the whole company: identity, leads, email, rosters, and money.
Every order, payment, contact, and roster entry resolves to one family record. Tens of thousands of historical records were unified, and new activity lands on the right family automatically.
Every inbound lead gets an accurate reply in under a minute, then a measured follow-up sequence with hard caps and suppression rules. No lead waits, and no lead gets spammed.
Program emails draft automatically and wait for staff approval. An exactly-once send guarantee makes double-sends structurally impossible, and flagged cases hold for a human.
Staff run rosters from one operating screen with search across every family, player, and program, and print-clean sheets for coaches. The spreadsheet era is over.
Registrations, refunds, and ad spend meet in one view. The owner sees which campaigns produce paying families instead of guessing from platform dashboards.
Anonymized installation
The installation record covers the unified family identity layer, the lead engine, approval-gated email with an exactly-once guarantee, roster operations, and the money and attribution view.
The company, its families, staff, and exact commercial terms remain private.
Installed around a live business without pausing a single registration day.
The team runs the company from the operating layer every day: rosters, approvals, leads, and money in one place. The owner kept every decision that needs judgment and lost every task that never did.
Estimated from the company's operating baseline: owner and staff hours at market rates, recovered and protected registrations, and conversion lift from instant lead response.
Estimates, stated as estimates. The point of the installation is that next year this table comes from the system, not from anyone's memory.
A company that runs on a system instead of the owner's memory can open the next location without cloning the owner, and it is worth more to any future buyer. Neither is in the table above.
For the system that removes the owner as the person routing records, work, follow-up, and exceptions, read Operations Flow for Owner-Dependent Service Businesses.
Client identity and exact commercial terms withheld.
