All Case Studies
Case Study
Turned Chaotic Holiday Bookings Into a Structured System
Problem: Manual Admin
Company
Juiced Up Groms
Industry
Youth Sports Coaching
Problem
Holiday program bookings were unpredictable and depended heavily on last-minute promotion and manual outreach.
What we built
- • Partner outreach pipeline
- • Holiday program booking system
- • CRM tracking for schools and partners
- • Automated outreach sequences
Outcome
- ✔ Predictable holiday bookings
- ✔ Consistent outreach activity
- ✔ Clear pipeline of partner opportunities
- ✔ Business owners no longer relying on memory
The Situation
Where things stood
Juiced Up Groms runs action sports holiday camps and youth programs across the Sunshine Coast.
The programs were well loved by families and regularly filled once word spread.
However, bookings were inconsistent from one holiday period to the next.
Marketing activity often happened in bursts when the business owners had spare time.
Most bookings came from word of mouth, occasional partnerships, and manual outreach to schools and community groups.
When the business owners became busy delivering programs, marketing activity would stall.
Some holidays filled quickly.
Others were stressful and uncertain.
The business needed a more reliable way to generate bookings each school holiday.
The Bottleneck
What was actually in the way
At first glance, the issue looked like demand.
But the real challenge was the absence of a structured outreach system.
Partnerships with schools and community organisations were happening informally.
Follow-ups depended on memory.
Potential partners were not being tracked in a central place.
Whenever the business owners became busy delivering programs, outreach slowed down — and bookings slowed shortly after.
The business did not lack opportunities.
It lacked a repeatable system for generating them.
The Fix
What we built
To stabilise bookings, we designed a simple lead generation and outreach operating system.
The goal was to remove manual friction and create a system that could run consistently alongside day-to-day operations.
We mapped potential partner opportunities such as schools, youth programs, community organisations, and holiday activity providers.
A structured outreach pipeline was then created so potential partners could be tracked and contacted consistently.
Automated outreach sequences were introduced so introductions and follow-ups happened reliably.
All activity was centralised in a single CRM pipeline so the business owners could clearly see:
• who had been contacted
• which conversations were active
• which partnerships were progressing
For the first time, the business had a clear pipeline of future lead sources.
The Outcome
What changed
- ✔Outreach activity became consistent
- ✔Potential partners tracked systematically
- ✔Follow-ups no longer missed
- ✔Business owners gained visibility into future bookings
- ✔Holiday program demand became predictable
The Human Payoff
What it actually meant
Before the system was introduced, marketing only happened when the business owners had spare time.
Because delivery work always came first, outreach activity often stalled.
With the new operating system in place, outreach continued automatically and partnerships were clearly organised and visible.
The business owners no longer needed to remember who to follow up with.
This removed a significant mental load and gave the business confidence that future bookings were being generated consistently.
Client Feedback
'Set to Growth has revolutionised our business and given me my life back. It's been a godsend.'
Cam — Owner, Juiced Up Groms