Case study
Aria Planner
ARIA Medical Wellness was managing course packages, limited-capacity sessions and staff with Google Calendar and a paper diary. We built Aria Planner, a custom web app that combines a session calendar with a client CRM: checks that used to take hours now take a few minutes.
- Client
- ARIA Medical Wellness
- Industry
- Medical wellness
- Services
- Custom web app, CRM
- Year
- 2026
The context
A new centre selling courses as packages
ARIA Medical Wellness is a new centre offering several disciplines: WellBack, postural gym, yoga, pilates and more.
Courses are sold as session packages: a monthly plan usually includes several sessions a week, and every session has a limited number of spots. WellBack, for example, takes at most 6 people.
The challenge
Hours lost to admin for everyday operations
Sessions were organised with Google Calendar and a paper diary. Finding out how many sessions a client had left meant opening sessions on the calendar one by one and counting by hand; checking attendance meant going through every single session.
Every new booking meant scrolling through the client’s preferred days for the whole month and checking free spots manually. There was no client database to store details and medical notes, and staff also had to be assigned to sessions and their hours tracked.
The solution
A dynamic calendar showing everything in real time
We built a tailor-made planner that is a CRM in its own right. At its core is a weekly calendar view showing every session in real time.
Right from the overview you can see, hour by hour, the assigned staff member and the clients booked into each session. From there you create a new session and assign staff and clients, with a clear view of all upcoming scheduling.
Course enrolment
One enrolment, every session of the month already booked
When a client signs up for a course, say 8 sessions, staff just pick the days and times: the system automatically books them into every following session that month on those days and at those times.
Before confirming, the list of dates appears for a final check. If a session is already full it is flagged straight away, with the option to move the client to a different one. What used to mean scrolling through the calendar day by day now takes a single step.
Session details
Every session under control, make-ups included
Clicking a session opens a dedicated card with staff, clients and notes. Staff can mark absences straight from the card.
For eligible clients, a missed session automatically becomes available to make up: no more counting by hand to work out who is entitled to one.
Client database
Each client’s full history on a single card
Aria Planner includes a proper client database. Each client card shows completed and ongoing courses, sessions still to attend and sessions missed, deposits paid and medical notes.
It is the centre’s first structured client archive, ready to support marketing activities in the future.
Roles and permissions
Admins and staff, each with their own access
The app has administrator and staff accounts. Each user can only view and change what they are allowed to, so client data stays protected and the whole team works in the same tool.
The results
What changed
Minutes
to check remaining sessions, attendance and free spots, instead of hours
1
single tool replacing Google Calendar and the paper diary
Live
upcoming schedule and available spots always visible
Stack used
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