The Challenge
Tri-Cities Gracie Jiu-Jitsu, a certified Gracie academy in Port Moody, BC, needed a smarter enrollment process. Their existing form couldn't handle the complexity of matching prospective students to the right programs based on age, experience, and goals.
The Solution
We built an intelligent enrollment system with:
- Smart form logic that adapts questions based on who's enrolling (adult, child, or family)
- Age-based program matching with automatic handling of boundary ages (7-8, 12-13) that qualify for multiple programs
- Parent/child name detection that asks clarifying questions when someone enters a parent name while registering a child
- Unique voucher generation for the 10-day free trial, integrated with Squarespace Scheduling (Acuity)
- Real-time API output showing exactly what gets sent to their booking system
The Helper Ecosystem
Beyond the enrollment form, we designed a network of 5 AI helpers to support daily operations:
- Support Agent for front desk inquiries
- Knowledge Base Manager for program FAQs and belt progression info
- Customer Experience Manager for student retention and satisfaction
- Life Coach for motivation and goal-setting
- Social Media Manager for content and community engagement
All helpers connect to a central GJJ Training Center Helper that holds business-specific knowledge about instructors, schedules, policies, and pricing.
