Creative Color Art Studios grew without growing its admin

About Creative Color Art Studios

Creative Color Art Studios in Scottsdale, Arizona, is a small art school with a lot to offer. From weekend paint-and-sip classes and adult workshops to after-school programs and big summer camps for kids, almost everything it runs is a class or an event. That means keeping on top of sign-ups, rosters, customer messages, and schedules so everything runs smoothly.

Doing more with a small team

For Business Manager Matty Wolfe, keeping all of that on track with a small team could easily get overwhelming. The right tools have made it possible to grow without adding more admin staff to the payroll.

We're a small staff. It's just myself and an assistant manager that handle all the emails and calls. I could not imagine if we were taking on all the bookings manually while everything else is happening at the same time.

Before using an online booking system, the studio took every reservation by phone and email. That ate up time when several programs were running each week. As the business grew and added more classes, the admin piled up.

The biggest boost to the business

When the studio started using Occasion, the biggest lift came from having everything automated and in one place.

Occasion just automates it all for us and makes it very easy. It eases the entire booking process across the board.

Today, Creative Color Art Studios uses Occasion for almost every class and program booking. Customers sign up online, and the system keeps track of orders, customer details, and attendance on its own. That saves hours of admin and cuts the back-and-forth with customers.

It gives us a greater capacity. Fewer phone calls, fewer emails. We get bookings constantly, and I don't know how we would manage that without Occasion.

Handling more bookings with the same team

As the studio moved into a bigger space and added more classes, the admin grew, but the team didn't have to. Instead of hiring more admin staff, Creative Color Art Studios leaned on Occasion to handle the extra bookings.

Our business runs on Occasion, essentially. It allows a very small team to manage a high volume of bookings.

One of the clearest signs of this growth is their summer camp program, which now fills up week after week.

We used to kind of struggle with filling those weeks. Now we're pretty consistently maxing out our capacity.

Better rosters and reports

Online booking is the part customers see, but Matty says the real value also comes from the reports and rosters. That's especially true for kids' programs, where safety and planning matter most.

We have a lot of information in our rosters. That includes allergy information, emergency contacts, photo permissions, drop-off and pick-up details. Being able to pull an Excel sheet from that roster and create a comprehensive check-in sheet for staff is incredibly helpful to us. I can't live without that!

These reports let staff quickly find what they need for check-in, safety, and getting in touch, without building spreadsheets by hand. The reports also help the business decide what to offer and what to promote.

I can reach out and get monthly reports so we can see exactly how many seats of each type of class we're selling. Then we know what we need to push or promote more.

Easy listings to save time

Because Creative Color Art Studios runs a lot of repeat programs, Occasion's listing templates and copy tools let them set up new classes and workshops fast, while keeping the key policies and details the same every time.

By duplicating and modifying listings, it keeps our cancellation policy, waivers, and all the important information already in there. It's super seamless.

For customers, booking is simple and works well. The studio also uses its own booking links, so customers stay with the Creative Color Art Studios brand from start to finish. And Matty judges how well it works in a very practical way.

I've never gotten a complaint about the booking system. So it seems like it's pretty seamless for them.

Getting support with bookings

For Matty, one of the most valuable parts of working with Occasion is the support behind it. On having a dedicated account manager:

It's heavenly! If I need a report or help with something, I just email and I get what I need. It makes me feel really supported.

The result: room to keep growing

For Creative Color Art Studios, the biggest change hasn't just been online booking. It's everything working quietly behind the scenes. Sign-ups come in all day, and automated booking, customer details in one place, and reporting tools let a two-person team handle a number of programs and students that would be hard to manage by hand.

Occasion didn't just make booking easier. It helped the business run more smoothly and serve more customers. For a small, event-based business handling hundreds of sign-ups, classes, and camps, that has made all the difference.

It helps us grow and it helps us keep growing!