Everything your school needs,
nothing it doesn't
Nine tightly-integrated tools that replace the spreadsheets, the paper waivers, and the missed WhatsApp messages.
Smart Scheduling
A schedule board designed for the way schools actually work. Switch between card and timeline views, filter by instructor, and jump between yesterday, today and tomorrow in a tap. Sessions sync instantly across every device so the whole team sees the same plan.
- Card and timeline views
- Multi-instructor filtering
- Quick day navigation
- Real-time sync across devices
Student Management
Rich student profiles that hold everything about a learner in one place: lesson history, notes, labels, nationality and progress across every course level. Find anyone in seconds with fast search and smart filters.
- Complete lesson history
- Notes, labels & tags
- Progress tracking per level
- Fast search and filters
WhatsApp AI Bot
An assistant that answers bookings while you are on the water. Unknown numbers get an instant, accurate reply built from your school's own prices, hours and courses. When a chat needs a human, it escalates to your inbox, and it never messages your registered students by mistake.
- 24/7 automated replies
- Replies in the customer's language
- AI escalation detection + email alert
- Full conversation history in the CRM
Analytics Dashboard
See the money, not spreadsheets. Revenue by course and instructor, pending payments, student demographics and gear utilization, all filtered by any date range you choose.
- Revenue & KPI trends
- Course performance
- Student demographics
- Any-date-range filtering
Course Management
A flexible catalog that matches how you really price. Create course variants with their own duration, capacity, price tiers and instructor rates, for group or private sessions alike.
- Variants per course
- Price tiers & instructor rates
- Group and private sessions
- Capacity and duration controls
Gear & Equipment
Track equipment inventory, rentals and availability tied directly to lessons, so nothing gets double-booked or lost between sessions. Know exactly what is out, with whom, and when it is due back.
- Inventory tracking
- Rentals linked to lessons
- Availability at a glance
- No double-booking
Offline-First PWA
Built for the beach. RubyManager works with no signal and syncs automatically the moment you are back online. Install it to the home screen and it behaves just like a native app.
- Works with no signal
- Automatic background sync
- Installable to home screen
- Native-app feel
Push Notifications
Stay in the loop without living in the app. Real-time alerts for new bookings, schedule changes and bot escalations are delivered straight to your phone.
- New booking alerts
- Schedule change notices
- Escalation alerts
- Delivered to your phone
Smart Review Requests
Nobody plans to forget asking for a review, it just happens. The moment a student finishes a course, or hasn't booked back in a while, RubyManager gives you a nudge: "João Silva finished Kitesurf Beginner, want to send a Google review request?" One tap sends it by WhatsApp or email, in the student's language, with your review link already filled in.
- Prompts you the instant a course is complete, or a student goes quiet
- One-click send via WhatsApp or email
- Google review link pre-filled
- Sent in the student's own language
Coming soon Automated Marketing Sequences. Set it up once and let it run: review requests, rebooking nudges and seasonal offers, sent automatically at the right time and through the right channel.
Ready to see it with your own school?
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