The CRM built for
adventure schools
Manage students, schedule lessons, track gear, send WhatsApp messages, and watch your school grow, all in one beautiful app.
Trusted by schools across sports
Everything your school needs
From day one to scaling up, RubyManager handles the operations so you can focus on teaching.
Smart Scheduling
Schedule board with instructor filters, card and timeline views, and real-time availability across your whole team.
Student Management
Full student profiles with lesson history, notes, labels, nationality, and progress tracking across all course levels.
WhatsApp AI Bot
Automated WhatsApp conversations to handle bookings, send reminders, and escalate to human agents when needed.
Analytics Dashboard
KPIs, revenue trends, student demographics, course performance, filtered by any date range you choose.
Course Management
Flexible course catalog with variants, pricing tiers, instructor rates, and group or private session support.
Gear & Equipment
Track equipment inventory, rentals, and availability so nothing gets double-booked or lost between sessions.
Offline-First PWA
Works on the beach with no signal. Data syncs automatically when you're back online. Install it like a native app.
Push Notifications
Real-time alerts for new bookings, schedule changes, and escalations, delivered straight to your phone.
Smart Review Requests
The instant a course finishes, or a student goes quiet, get a one-click prompt to reach out by WhatsApp or email. No copy-pasting, no forgetting.
See your whole day at a glance
Switch between card view and timeline view. Filter by instructor. Add sessions in seconds. Works perfectly on iPad at the beach.
- Cards and Timeline views
- Multi-instructor filter
- Drag sessions by time slot
- Instant sync across all devices
- Yesterday / Today / Tomorrow quick navigation
Your school never sleeps
The AI bot handles inquiries and bookings 24/7 in multiple languages. When a student needs a human, it escalates instantly with an email alert to your team.
- 24/7 automated booking replies
- Multi-language support
- AI escalation detection
- Bot can be stopped per customer
- Full conversation history in CRM
Bring Your Own API Key. The AI Bot uses your own OpenAI (ChatGPT) API key. You buy credits directly from OpenAI (openai.com). Usually a few euros/month. No hidden AI fees from RubyManager. Full control, full transparency.
Simple, transparent pricing
Start free. Grow when you're ready. No contracts, cancel anytime.
- Full CRM: students, schedule & notes
- Gear & equipment tracking
- Up to 2 instructors
- Mobile PWA
- Unlimited students
- Full analytics dashboard
- Gear & equipment tracking
- WhatsApp Bot (credits sold separately)
Pro is billed via ifthenpay (MB Way · Multibanco · Card) on the cycle you choose — Monthly, Annual, or Seasonal. Cancel anytime. WhatsApp credits are one-time top-ups, no auto-renewal.
Your school, fully managed.
Starting today.
Join schools across Portugal, Spain, and beyond using RubyManager to save hours every week.
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