Duane Doubled His Wedding Bookings in a Year and Clients Are Happier Than Ever

Duane is the owner of Willow Haven Lodge & Event Center, a rustic wedding venue known for its stunning mountain views and all-inclusive packages. His dream? To deliver unforgettable wedding days—without burning out his team or sacrificing service.

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Before Working With Us… Duane Had the Clients, But His Systems Weren’t Set Up to Scale

When Duane came to us, his venue was growing, but the backend was a mess. Here’s what was happening:

• Brides were frustrated with a disorganized onboarding process: After booking, couples were left waiting for next steps. Contracts weren’t sent promptly, key forms were missing, and communication felt scattered. Instead of feeling supported, brides were left chasing down answers during what should’ve been the most exciting time of their lives.

• The venue team struggled to keep wedding day details straight: With no centralized system in place, important information like ceremony start times, decor requests, and special accommodations were stored in different places—or worse, only remembered verbally. This led to mistakes, confusion, and a lot of last-minute problem-solving.

• His team was working overtime just to make one wedding per week run smoothly: Every Saturday event took a full week of prep, follow-up, and coordination. The team had no capacity to take on more bookings without burning out.

• The CRM tool made things harder: Duane had Dubsado CRM, but it wasn’t set up correctly. There were no standard processes to manage each wedding from start to finish and ensure a consistent, high-quality experience. No automations to reduce manual tasks. And no communication templates to simplify and speed up messaging with brides at each stage of the planning process.

The team spent hours chasing down details from brides—like decor preferences and bridal party names—while juggling tech issues and missing critical information. It was draining their time, hurting the client experience, and blocking the business from growing.

That’s when Duane booked our Done-For-You Systems service.

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What We Set Up to Help Willow Haven Save Time and Scale Their Bookings

We created back-end structure and streamlined tools to remove the tech confusion so Duane’s team could focus on what they do best—hosting beautiful events.

Here’s what we implemented:

• A fully integrated Dubsado CRM: We restructured and customized their Dubsado CRM. New leads now automatically trigger tailored onboarding sequences—sending contracts, collecting key details, and delivering next steps without a single manual email. This automation cut admin time significantly and allowed the team to move faster with every new client.

• Streamlined communication workflows & templates: Instead of starting from scratch every time, we built a full library of branded, editable templates and custom forms. Now, every message is consistent, every contract is accurate, and every form is ready to be sent.

• A custom client portal app in Softr: Brides and guests can now log in to access key info like directions, timelines, FAQs, and more. This reduced the volume of back-and-forth questions and gave guests a polished, self-serve experience—boosting word-of-mouth referrals.

• A digital operations manual and SOPs: Every task was documented, giving the team a go-to guide for handling each wedding with consistency and Duane peace of mind that his team could manage events independently.

✔️ dubsado crm set up

✔️ custom softr portal build-out for WEDDING GUESTS

✔️ Operations manual

✔️ Team Training resources

… and more!

With everything working together, client onboarding became seamless, communication became consistent, and the team could prep for weddings without scrambling.

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The Transformation: From Chaos Behind the Scenes to 100+ Weddings a Year

Once the systems were live, the results followed fast:

• Willow Haven closed out 2023 with 56 weddings and ended 2024 with 124 booked for 2025 and 2026—more than doubling bookings in just one year.

• Brides raved about the professional, stress-free planning process

• Duane opened a second venue, confident his team could manage the growth

• His staff gained time back with less manual admin work

• Processes that once took hours were completed with a few clicks

Want these results for your business?

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Ready to Scale Without Burning Yourself (or Your Team) Out?

You might be: ✔️ Leading a small but mighty team of 2–10 and stretched thin ✔️ Ready to hire or delegate but lacking documentation and systems ✔️ Delivering for clients but feeling stuck behind-the-scenes

Our Done-for-You Systems service is designed to fix that. In just 3 months we’ll:

• Set up your back-end tech tools and automations so they work seamlessly together.

• Develop employee onboarding & training materials and document standard operating procedures so new team members can learn their roles quickly.

• And support your growing business with continued systems maintenance.

So you can work smarter, onboard team members easier, deliver a better client experience, and scale without the chaos.

Here’s what the 3-month process looks like:

• Month 1: Analysis & Strategy

  We’ll start by learning the back-end of your business—reviewing current tools, workflows, and team structure.

  Includes:

  CEO Workday Analysis. We’ll take a close look at how your business runs day to day and uncover what’s causing operational slowdowns or inefficiencies. This gives us the insight we need to fix what’s not working.

  Team Calls. We’ll meet with key team members to understand how they work, where things get stuck, and how we can improve systems so everyone knows what to do and can work more efficiently.

  Custom Systems Plan. You’ll get a clear, detailed plan showing how we’ll set up your tech tools, team training, and client processes so your business runs smoothly without needing you to manage everything.

• Months 2-3: Systems Set-up

  Once your plan is approved, we’ll move into building and optimizing your tools—setting up everything your business needs to run smoother and scale faster.

  Includes:

  Tech Setup & Optimization. We’ll build or update your CRM, project management system, and automations so everything works together and supports both your team and clients. We specialize in 20+ tech tools and can handle complex automations. Whether you're using tools you already have or need new recommendations, we’ll make sure everything runs smoothly.

  Asset Creation. We’ll create the documents your team needs to stay on track and deliver a great client experience—like onboarding guides, intake forms, and checklists.

• Months 2-3: Documentation & Team Training

  With your systems in place, we’ll document everything and build training resources so your team can confidently use and maintain what we’ve set up.

  Includes:

  Operations Manual. We’ll create a simple, well-organized guide that outlines your key processes, tools, and policies. Your team will know exactly what to do, when to do it, and how to do it—without needing to ask you.

  Employee Onboarding & Training Library. We’ll build a full onboarding program inside a learning management system (with organized modules, clear lessons, assessments and activities) that teach your team how to use your systems, serve your clients, and succeed in their role from day one. This library will save you hours of hand-holding and make your team feel confident and supported.

• Ongoing Support & Maintenance

  We don’t just set things up and disappear. Once everything is live, we stay on to make sure your team is confident and your systems work like they should.

  Includes:

  Final Walkthrough Call. We'll walk your team through every new system, workflow, and asset—so no one’s confused, and you’re not stuck playing tech support after the project wraps.

  1-Month Post-Service Support Period. We’re in your corner for the next 30 days. Monday through Friday, we’ll be available to troubleshoot, answer questions, and make sure your systems are running smoothly while your team gets fully up to speed.

  Optional: Systems Maintenance Retainer. Your business will grow and shift—and your systems should grow with it. Our quarterly maintenance retainer gives you ongoing support to keep everything optimized, updated, and working as you scale.

Our packages are fully customized for your business model and industry, so we encourage you to book a complimentary clarity call to learn more about how we can assist you.