Alchemy Grow CRM Blueprint
One member experience, built once and carried into every venue.
Enter the blueprintBuild once. Operate locally. Coordinate the network.
The Canva map already defines the member experience. Kaizen turns it into one clean Template foundation, one trusted connection to Hapana and one repeatable launch method for every venue.
Memberships, purchases, bookings and attendance
Venue routing, queue order, event history, retries and recovery
Fields, tags, Smart Lists, forms and fourteen approved journeys
Local values, sending, users and member communication
Launch control, network communication and reporting
One verified system carried into every new account
Fourteen approved journeys. One continuous member state.
Ebony's map remains visible. The control layer underneath it makes every handoff reliable across venues, memberships, Passport access and future growth.
Acquire
Join, queue, release and convert
Activate
Welcome, book, remind and follow up
Retain
Recover activity and respond to no shows
Recognise
Celebrate birthdays and visit milestones
Membership
Handle cancellations and suspensions safely
See the exact nodes before anything is built.
Ebony's approved messages and timings stay on the central path. The cedar Control label shows the safety, routing and recovery logic Kaizen adds around them.
New Lead and Waitlist
Every new waitlist contact is recorded against the right venue and receives immediate confirmation.
The visible journey is only half of the build.
These controls let the Canva blueprint operate safely across nine current venues without outdated, duplicate or incorrectly routed messages.
Trusted events
Every purchase, booking, visit and membership change is tied to a canonical identity and source timestamp.
One state owner
Hapana owns factual member state. Grow owns communication state. The connection service translates between them.
Duplicate prevention
Event identity plus message identity prevents replayed webhooks, imports and retries from sending twice.
Message exclusions
Cancellation, suspension, purchase, attendance and booking events remove contacts from journeys that no longer apply.
Failure recovery
Failed routing or incomplete data creates a visible team action. It never releases a false confirmation.
Controlled publishing
Historical data is seeded while every workflow stays in Draft. A canary contact must pass each branch before release.
From approved blueprint to nine verified venue accounts.
There is no audit or repair phase. The project begins with the supplied Canva map, engineers the clean Template, proves one venue and then deploys the same verified system across the network.
Engineer the blueprint and Template
Translate the Canva logic. Build the fields, tags, Smart Lists, forms, naming standard, local values and journey exclusions.
Connect Hapana and the queue
Configure native sync, trusted Public API events, venue routing, waitlist control, purchase paths and monitoring.
Build all fourteen journeys
Assemble the approved messages, exact timings, state changes, handoffs, failure paths and reusable send gates.
Complete end to end quality assurance
Test every lifecycle, recovery path, duplicate control, form, membership type and venue route inside the Template.
Pilot and prove one venue
Run live events through one representative venue and record formal acceptance for every relevant member state.
Deploy and verify the network
Localise the remaining eight accounts, complete venue checks, educate the team and hand over the launch kit.
Extend the same foundation
Complete Priority Two and strategic additions through the same controlled testing and release method.
Priority Two and strategic additions
Complete the broader gift voucher process, Book a Buddy, CRM field review, booking widgets and waiver process. The same foundation can then support member events, rewards, referrals, presale and future venue launch journeys.
One system. Three clear owners.
Each party owns the work and decisions closest to its platform, brand and member experience.
Kaizen Collective
- Solution architecture and Template foundation
- Public API, event and waitlist services
- Fourteen journey builds and safeguards
- Message template implementation
- Pilot testing and nine venue rollout
- Monitoring, documentation and education
Alchemy Saunas
- Final email and SMS copy from Ebony
- Brand assets and creative direction
- Suspension, waitlist and cancellation form content from Sarah
- Required account access and pilot venue selection
- Approval at Template, pilot and rollout milestones
Hapana
- Provision venue Grow accounts
- Enable each native Core to Grow sync
- Provide approved Public API access
- Support venue, package and booking access
- Confirm eligible Core notifications
- Resolve issues inside Hapana products
What complete looks like.
The project is accepted when the Template, integration, pilot and all nine venue accounts work as one verified operating system.
The Alchemy Template contains the approved foundation and fourteen mapped journeys.
Membership and lifecycle state updates from trusted Hapana data.
Waitlist offers follow the approved order and 72 hour reservation process.
Booking, attendance, inactivity, cancellation, suspension and milestone events trigger the correct journeys.
Passport and cross venue members are routed by the approved ownership rule.
Duplicate Core and Grow communication is prevented where replacement is approved.
One venue passes the complete pilot test plan.
All nine venue accounts are localised, connected and verified.
Alchemy's nominated team completes education and receives the repeatable launch kit.
Core implementation
Fixed project fee for the Template, connection service, fourteen journeys, pilot, nine venue rollout, documentation and education.
Integration service
Recurring service for hosting, monitoring, event processing, recovery, maintenance and reasonable support.
Optional optimisation
Ongoing journey improvement, reporting, member programs, campaign support and future venue assistance.
Final investment and payment schedule to be inserted before client issue.
Decisions to lock before the build
- Define whether milestone totals are network wide or venue specific, including Passport behaviour.
- Confirm the booking cancellation, reschedule and late booking rules.
- Confirm whether a future booking suppresses inactivity communication before day 30.
- Confirm whether cancellation applies when received or on its effective end date.
- Confirm that the suspension form is final approval, or allow fast Hapana validation before confirmation.
- Confirm the gift voucher platform, redemption event, recipient consent and expiry rules.
- Define the owner venue for Passport membership and booking communication.
Template, fields, tags, Smart Lists, forms, workflows, Public API events, waitlist control, pilot, nine venue rollout, monitoring, documentation and education.
Existing workflow repair, original copywriting, original creative production, website rebuild, Hapana product changes, legal review and everyday campaign management after handover.
The Template build, Hapana provisioning request and production schedule.
Alchemy's approved experience becomes one operational system for today and every venue that follows.