A custom CRM for a kids’ party company
Inquiries from WhatsApp and the website now live in one app on phone and desktop. AI drafts each reply; the owner checks it and hits send. Calendar, payments, clients and team sit right alongside.
The challenge
Inquiries arrived via WhatsApp and the website, but replies went out from a personal phone. Conversations stayed on that phone and never reached the system.
The off-the-shelf CRM was too complex for daily use, so the owner simply stopped opening it.
Dates, deposits, entertainers and costumes lived in the owner’s head and in chat threads. That is how double bookings and forgotten payments happen.
What we built
Inquiries
Every inquiry from WhatsApp and the website in one list. Whoever has waited longest is on top, and each one already has a reply draft.
AI assistant
Writes replies following the company’s sales script, in the client’s language, Latvian or Russian. Nothing goes out to a client without human approval.
Calendar
Every party by date, double-booking warnings, and the free weekends still up for sale.
Clients
A family card: child, age, party history. A few weeks before the next birthday, the system suggests getting back in touch with the family.
Money
Deposit, balance, entertainer payouts and the net result of every party, plus a list of who needs a payment reminder.
Logistics & team
Entertainer, costume, props and address for every party. The system warns you when an entertainer or costume is already booked at that time.
Ready-to-send messages
A reminder to the client two days before the party and a review request on the evening of the party. The text is ready; sending takes one tap.
Website & admin
A new boomtime.kids with a party calculator. The owner updates prices, programs, photos and videos herself, and website inquiries land straight in the CRM.
How it went
- June 2026
New boomtime.kids website: party calculator, an admin panel for prices and programs, website inquiries straight into the CRM.
- June 2026
The CRM app: first working version in 4 days, followed by the Money, Analytics and Team sections.
- Since then
Improvements driven by daily use: translating messages from Latvian into Russian, client photos in chats, read receipts, ready follow-ups for clients who went quiet.
Tech stack
- Chatwoot
- Node.js
- WhatsApp Cloud API
- Claude AI
- PWA
- React
- Vite
Revenue, conversion rates and client lists belong to our clients’ businesses, so we don’t publish them. This page only shows what the system does every day.
Want a system like this, built around your process?
A CRM, an admin panel, online booking, invoicing or Odoo. Tell us how you work today and we will propose a solution and a timeline. Pricing is per project, once we have looked at the task.
