Project Summary
360 Self Defense Academy is a small training studio in Los Angeles near LAX. They offer Krav Maga self-defense, Brazilian Jiujitsu, and other martial arts training.
I helped transform the studio’s outdated pen and paper member registration process into a fully streamlined and automated digital waiver system.
This solution enhanced the user experience and operational efficiency to make the signup process, fast, convenient, and scalable – all achieved at ZERO cost to the business.
The Challenge
The academy faced challenges with their outdated registration process, requiring countless hours of labor-intensive administrative work to manage handling of waivers for new member registration.
Tasks such as printing, distributing, collecting, filing waivers, and manually inputting contact information into email lists were time-consuming, error prone, and inefficient.
The business owner dedicated an average of 3-5 minutes to handle each waiver.
With a total of 250 waivers processed, this equated to about 12.5 hours of work (at minimum), solely focused on waiver management.
In addition, the lack of pre-registration options led to delays in class participation and hindered the owner’s ability to manage classes efficiently.
The Solution
To address these challenges, I developed a QR code scannable digital waiver and lead management system.
This solution streamlined the signup process, making it fast, convenient, accurate, and scalable.
Leveraging free tools, I created a cost-free system that not only improved operational efficiency, but also enhanced user experience.
With required form fields and data validation checks, the digital waiver improves data-entry accuracy while also facilitating seamless contact management for email marketing.
The Results
- Enabled users to save time by filling out waivers in advance of attending class, enhancing the overall registration process.
- Freed up significant administrative time that was previously spent on manually handling waivers, enhancing operational efficiency.
- Simplified user data management, allowing easy access and reference to user information.
- Facilitated accurate import of contacts into MailChimp (or other email marketing systems and CRM), enhancing marketing opportunities.
- Provided insights into signup rates for measuring marketing performance and informing future marketing strategy.
How the System Works
- Users can either scan the QR code or visit the company website to fill out the digital waiver on their smartphones.
- A signed PDF copy of the waiver is automatically emailed to both the user and the gym owner.
- An additional copy of the waiver is captured to Google Drive and contact information is captured in a Google Spreadsheet.
- The digital list of contacts is then seamlessly imported into MailChimp (or other CRM / ESP) for marketing campaigns.