hobeehub — a SaaS platform for activity and club businesses

Situation

Providers of clubs and activities manage a lot of interconnected processes every day: activities, groups, instructors, schedules, attendance, registrations, payments, invoices, contracts and customer communication.

When those processes are spread across Excel, messaging apps and separate tools, a great deal of manual work appears and nobody can see the whole customer journey in one place.

What we changed

We built a single platform covering both the provider’s workspace and the end customer’s self-service.

In one place the provider manages:

• activities, groups and schedules;

• registrations and attendance;

• instructors and the team;

• invoices and payment reminders;

• contracts with electronic signing;

• customer communication.

In self-service, a customer can find an activity, register themselves or their child, pay, see the schedule and message the provider.

What changed day to day

• Registration and payment happen without the provider stepping in.

• Invoices are issued and reminders sent automatically.

• Contracts are prepared and signed in the system rather than over email.

• Instructors mark attendance themselves, in their own workspace.

• The whole customer history sits in one place.

Where AI is used

AI is used where it genuinely saves time: preparing activity descriptions and images, and analysing contract templates. It is part of the product, not a separate chatbot.

Result

The provider runs the entire service cycle in one system:

create activity → registration → payment → invoice → contract → attendance → communication.

Instead of several separate tools there is one place where both the team and the customer work.

Milios’ role

Process analysis, building the product and the system, payment and document integrations, adding the AI features, and launch.