Company 

HelloArt

   Industry

Art school

   Headquarters

Perth, Australia

   Solutions

Appointments, Website, CRM, Sales, Invoicing

   Timeline

40 hours

   Customer rating

Overview

Our client, a dynamic art school in Perth, needed a comprehensive solution to improve their operations and digital presence. The project required the implementation of a booking system with integrated payment processing, automatic invoice generation, email confirmations, and the development of a modern website. 

Leveraging Odoo’s powerful capabilities, we delivered a tailored solution that enhanced operational efficiency, improved customer experience, and elevated their brand presence.

Background

The art school had a growing base of students and offered a variety of classes for different age groups. However, they were struggling with outdated manual processes that led to inefficiencies, booking errors, and delays in communication. Additionally, the absence of a professional website limited their ability to showcase their services and attract new students. They approached us for a solution that would simplify operations, provide a seamless online experience for students, and strengthen their market presence.

The main challenge 

The challenges we identified during the discovery phase included:

No Digital Presence 

They needed a professional website to increase their visibility and enable online registrations.

Inefficient communication

A lack of automated communication resulted in delays and inconsistent follow-ups with students.

Manual Processes 

Managing class bookings and payments manually was time-intensive and error-prone.

Solutions  

To address these challenges, we implemented a range of solutions using Odoo’s modular system, each tailored to meet the client’s specific needs.

Booking system integration 

We used Appointments module to set up a fully functional booking system. 

This included:

• Online payment integration: the system was integrated with a secure payment gateway, allowing students to pay for their classes directly during the booking process.

• Booking confirmation: once a class was booked, students received an automated email confirmation detailing the date, time, and location.

• Custom class schedules: we configured the system to display all available classes, teachers, and time slots dynamically.

• Real-time calendar updates: the school’s internal calendar automatically updated with new bookings, ensuring teachers and management had complete visibility into their schedule.

• Financial tracking: the school’s administration could easily monitor payment statuses, outstanding invoices, and financial reports directly from the Odoo dashboard.

• Automatic invoice generation: after a booking was made, the system automatically generated a detailed invoice with class details, payment status, and unique invoice numbers.

• Customised payment confirmations: students received professionally formatted email confirmations with a copy of their invoice and additional instructions if needed.

Automated invoicing and payment confirmations

The Odoo Accounting module was extensively customised to streamline financial workflows. 

Key features included:  

• Domain connection: we connected the website to the client’s desired domain name, enhancing their brand identity.

• Dynamic fields: the form collected essential information such as student names, preferred class types, and contact details.

• Custom branding: we incorporated the school’s branding elements, such as colour palette, and typography, to create a cohesive and professional look.

• Integrated booking portal: the website was directly linked to the booking system, enabling seamless navigation from browsing classes to completing a booking.

Website design and development  

Using Odoo’s Website module, we designed a visually appealing, functional website that aligned with the school’s artistic brand. 

Key deliverables included:

Customising every aspect of the solution 

to suit your needs

"We’re so glad we decided to work with K3-Team!

The booking system is incredibly easy to use, both for us and our students, and the automated invoices and payment confirmations save us so much time. The website they designed perfectly captures the essence of our school, and we’ve already received so many compliments on how professional it looks.

What impressed us most was the team’s attention to detail and their ability to customise every aspect of the solution to suit our needs. They took the time to understand our challenges and created a system that’s not only efficient but also future-proof."

   Daria Sulgane, Hello Art School

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