CASE STUDIES

Results that speak.

Real businesses. Real numbers. We don't guess — we measure every outcome we deploy.

Ascend Arena

Gaming Arena · Baner, Pune

From manual chaos to fully automated operations in 14 days.

0Manual bookings handled since launch

94%Reduction in missed bookings

18 hrsStaff hours saved per week

THE PROBLEM

Ascend Arena was handling every booking manually — staff answered WhatsApp messages, manually confirmed time slots, chased customers for payments, and sent promotional messages one-by-one. With peak demand on weekends, missed messages meant missed revenue. A single missed booking during peak hours cost ₹1,400–₹2,800. With no follow-up system, leads went cold in minutes.

OUR SOLUTION

Rheo AI deployed AVA — a multi-agent WhatsApp automation system — integrated directly with Ascend Arena's slot management and Razorpay. AVA handles the entire booking journey from first inquiry to post-game review request. A parallel marketing agent runs broadcast campaigns and nurtures existing customers with personalised offers. All systems sync to a live CRM dashboard.

DEPLOYMENT TIMELINE — 14 DAYS

Day 1–2

Operations audit, workflow mapping, Razorpay + WhatsApp API setup

Day 3–6

AVA booking agent deployed, slot management integration, test cycle

Day 7–10

Marketing automation, lead capture flow, re-engagement sequences live

Day 11–14

Full handover, staff training, monitoring dashboard activated

MEASURED OUTCOMES

0Manual bookings handled since launchEvery single booking flows through AVA — no human intervention required.

94%Reduction in missed bookingsResponse time dropped from 15–30 minutes to under 2 seconds.

18 hrsStaff hours saved per weekEquates to freeing up ~2 full working days every week.

3×Marketing reach via WhatsAppBroadcast campaigns reach 3× more customers with 0 additional staff effort.

₹1,400+Average booking value protectedEach automated booking prevents a potential revenue loss.

100%Payment collection rate post-bookingRazorpay link sent automatically; slot held only on payment receipt.

“AVA has completely changed the way Ascend Arena operates. Before Rheo, our team was manually handling every booking call, chasing payments on WhatsApp, and sending out promotions one by one. Now all of it runs automatically.”
— Ishaan Dey, Owner — Ascend Arena

WHAT WE BUILT

AVA WhatsApp booking agent — natural language slot confirmation, hold, and cancellation

Razorpay payment link generation triggered automatically on booking confirmation

Automated 15-minute slot-hold with payment reminder (×3 follow-up)

WhatsApp broadcast marketing campaigns — weekly promos, flash offers, milestone rewards

Lead re-engagement sequence for users who enquired but didn't book

Real-time CRM dashboard — bookings, revenue, and customer lifetime tracking

Post-game review request via WhatsApp (Google + Instagram)

iMens Gaming

Gaming Centre · Hadapsar, Pune

Zero missed bookings. Entire client journey automated. Done.

100%Automated client journey

0Missed bookings post-launch

₹38K+Monthly revenue recovered

THE PROBLEM

iMens Gaming was losing bookings due to delayed WhatsApp responses. In a competitive local market, customers would message multiple arenas simultaneously — and book with whoever responded first. Staff were occupied during peak hours, leaving messages unread for 20–40 minutes. Roughly ₹38,000 in booking revenue was estimated lost monthly due to slow follow-up. CRM was a spreadsheet. Reminders were manual. Cancellations created gaps that were never filled.

OUR SOLUTION

Rheo AI built a full end-to-end automation pipeline covering every touchpoint from first contact to post-visit review. AVA responds instantly, qualifies the lead, checks availability, confirms the slot, sends a payment link, and fires reminder messages 1 hour and 15 minutes before the booking. Cancellation flows rebook available slots automatically. All activity is logged and synced to a live operations dashboard.

DEPLOYMENT TIMELINE — 14 DAYS

Day 1–3

Full audit: booking gaps identified, revenue leakage quantified, WhatsApp API configured

Day 4–7

AVA deployed with slot availability integration, payment automation, confirmation flows

Day 8–11

Reminder sequences, cancellation handling, re-booking automation live

Day 12–14

CRM sync, dashboard, review collection, handover completed

MEASURED OUTCOMES

100%Automated client journeyInquiry → Booking → Payment → Confirmation → Reminder → Review — zero manual steps.

0Missed bookings post-launchAVA responds in under 2 seconds, capturing every lead before competitors can.

₹38K+Monthly revenue recoveredBased on pre-launch revenue leakage audit; now fully protected by automation.

< 2sAverage AVA response time24/7, 365 days a year — no off days, no delay.

40 minAvg. response delay eliminatedStaff were taking 20–40 mins during peak hours; now response is instant.

4.6★Google rating after review automationAutomated post-visit review requests increased ratings within 6 weeks.

“We were losing bookings simply because someone didn't reply on WhatsApp in time. AVA fixed that overnight. Now the entire flow happens on its own.”
— Gauransh Kumar, Owner — iMens Gaming

WHAT WE BUILT

AVA end-to-end client journey: inquiry → slot check → booking → Razorpay payment → confirmation

Pre-booking reminders: automated WhatsApp message 1 hour and 15 minutes before slot

Cancellation flow with automatic slot re-opening and re-booking offer

Real-time slot availability pushed to AVA — no double-bookings possible

CRM auto-population: every customer contact, booking history, and spend logged

Post-visit review request via WhatsApp (Google Maps link, 2-tap flow)

Weekly revenue + occupancy dashboard for owner visibility

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