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Case Study: Menagero

Case Study: Menagero

Education

About the client

As many other industries, the dance industry requires a digital management systems to handle schools, competitions, and participant coordination. The client, an experienced dance school owner and tournament organizer, faced inefficiencies with an outdated and limited system that lacked essential functionalities. Seeking to digitalize operations and optimize workflows, they partnered with Loaders to develop a comprehensive management platform tailored to their needs.

features
Centralized Dance School & Tournament Management Automated Payment System with Stripe Integration AI-Driven Bulk Registration and Import Features Competition Category Auto-Generation Role-Based Access Control and Multi-User Profiles Advanced Scheduling and Communication Tools Analytics for Admins Multi-Language Support
Project reference
Date of Start 2025
team
1 Backend 1 Frontend Dev 1 Data Scientist 1 Payments Specialist 1 AI Engineer 1 Security Specialist 1 UX/UI Designer 1 Data Analyst 1 Localization Expert
Technologies Used
React OAuth Stripe API Python PostgreSQL Node.js

Digital transformation of the dance school and event management platform

Digital transformation of the dance school and event management platform

As many other industries, the dance industry requires a digital management systems to handle schools, competitions, and participant coordination. The client, an experienced dance school owner and tournament organizer, faced inefficiencies with an outdated and limited system that lacked essential functionalities. Seeking to digitalize operations and optimize workflows, they partnered with Loaders to develop a comprehensive management platform tailored to their needs.
As many other industries, the dance industry requires a digital management systems to handle schools, competitions, and participant coordination. The client, an experienced dance school owner and tournament organizer, faced inefficiencies with an outdated and limited system that lacked essential functionalities. Seeking to digitalize operations and optimize workflows, they partnered with Loaders to develop a comprehensive management platform tailored to their needs.
Project reference

Key Numbers

Key Numbers

  • 6 mos

    Total development duration
  • 3 mos

    MVP delivery time
  • 50+

    Dance schools onboarded
  • 20+

    Tournaments managed
  • 10,000+

    Participants tracked
  • 70% faster

    Payment automation efficiency

Challenges the client had

Challenges the client had

Limited existing solutions
The previous system was built by an independent developer with slow updates and frequent bugs.
Manual payment handling
Tracking payments for competitions and school enrollments was slow, manual and prone to errors.
Participant registration complexity
Schools had to manually input student details for every competition, leading to duplicated efforts.
Lack of data centralization
There was no single source of truth for student achievements, tournament history, and school engagement.
Limited scalability
The existing system was not flexible enough to accommodate future growth and feature expansion.

Process & communication

Process & communication

The project started from a business speed-dating event, where the client expressed frustrations with existing management systems. The client had prior experience with a different platform which had slow updates, poor scalability, and numerous bugs, reinforcing the urgency to build a custom solution.\

What made a project move fast and productive:
The client was highly engaged and knowledgeable, which streamlined communication and accelerated decision-making
The client had realistic expectations about costs, risks, and timelines
Loaders maintained constant communication, evaluating feature requests and delivering regularly

Development methodology

Development methodology

The project followed an agile development process for high-impact features first and continuously refining based on feedback. Two separate platforms were built within the same system: one for dance school management and another for tournament organization.

The AI-driven features (bulk registration, automation) were introduced early to showcase the potential for efficiency gains. A dual-environment setup (staging and production) allowed continuous testing and fast iteration without disrupting live operations.

Continuous client feedback

Continuous client feedback

The client provided ongoing feedback, allowing for flexible reprioritization of features. This brought new ideas turned into features:
Expanding beyond dance to support other extracurricular activities
Developing payment processing beyond just tournament fees to cover school enrollments, group sessions, and one-time workshops
Adding teacher availability tracking to prevent scheduling conflicts

Transparent documentation & deliverables

Transparent documentation & deliverables

To avoid any surprises or misunderstandings, every feature developed for the project was backed by:
Detailed documentation (Jira tickets, UX/UI designs, business logic)
Linked resources across project tracking tools for seamless collaboration
Test cases to ensure quality assurance at every stage

Solution delivered by Loaders

Solution delivered by Loaders

Loaders designed and developed an integrated platform that streamlined dance school administration, tournament management, and participant tracking in one unified system. The solution included:

Centralized Dance School & Tournament Management

Centralized Dance School & Tournament Management

Unified database for schools, teachers, students, and tournaments.
Admin panel to manage enrollments, track payments, and monitor student progress.
Seamless integration between school profiles and competition registration.
Automated student enrolment system that assigns students to groups based on required documents
Secure document storage in a private, encrypted cloud to ensure compliance and data protection
A tournament judges management system that facilitates invitations, tracking, and certification, simplifying the recruitment and communication process between organisers and judges

Automated Payment System with Stripe Integration

Automated Payment System with Stripe Integration

Secure, real-time payments for school enrollments and tournament fees
Parent-managed transactions, allowing multiple payment methods
Admin controls for automated invoicing and financial tracking

AI-Driven Bulk Registration and Import Features

AI-Driven Bulk Registration and Import Features

AI-powered participant data import from any format (Excel, PDFs, handwritten documents)
Automatic detection of duplicate student profiles and pre-filled data
School administrators can mass-register students for competitions in one click

Competition Category Auto-Generation

Competition Category Auto-Generation

Algorithm to generate tournament categories based on age, skill level, and discipline
Reducing setup time from 1 week to minutes

Role-Based Access Control and Multi-User Profiles

Role-Based Access Control and Multi-User Profiles

Switchable roles (e.g., admin, teacher, parent, student, judge) under one login
Judges can manage tournament schedules and participant scoring
Parents can track children’s tournament history and upcoming events

Advanced Scheduling and Communication Tools

Advanced Scheduling and Communication Tools

Integrated messaging for teachers, parents, and students
Customizable class schedules and real-time updates
Parent dashboard to view and plan children's extracurricular activities

Analytics for Admins

Analytics for Admins

Attendance tracking and engagement reports for students and teachers
Financial analytics to monitor payments, outstanding fees, and revenue trends
Performance tracking for tournaments

Multi-Language Support

Multi-Language Support

Automatic content translation for interface elements, notifications, and messages
Localized tournament and school management tools for global expansion
Adaptive user profiles, allowing users to set their preferred language
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Business impact

Business impact

Beyond dance

Beyond dance

While initially built for dance schools, the system’s modular architecture allows for application in martial arts schools, fitness studios, language courses, and other extracurricular activities requiring structured management and automated payment solutions.

It is an enterprise-level solution designed for easy scalability and global expansion thanks to the architecture which supports multiple languages.

Loaders continues to refine and expand the platform, ensuring that businesses streamline operations and focus on what truly matters—their students and community.

Contact Loaders for secure digital future of your business

Contact Loaders for secure digital future of your business

Loaders take pride in building solutions for professionals across various industries, combining data-driven business insights with modern technology. The goal: to help experts keep their focus on the core of their work, ensuring that innovation make their daily work easier without distractions from their mission.
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