Building the operating system behind Sadhana Tribe
A women's wellness community that had outgrown spreadsheets and WhatsApp. We built the backend operations structure, CRM, and booking system that now quietly runs the business.
- Client
- Sadhana Tribe, a holistic fertility coaching practice founded by Swati Shastri
- Scope
- Operations mapping, member CRM, self-serve booking, automations, rollout
- Client site
- sadhanatribe.com
The challenge
Sadhana Tribe runs multi-month, one-to-one fertility programs that combine therapeutic movement, nutrition, herbs and lifestyle guidance. Every client gets a personal plan, regular sessions and check-ins, so each new member adds a lot of ongoing detail to keep track of.
The community was growing faster than its operations. Member records, class bookings and follow-ups lived across spreadsheets, chat threads and memory.
- The founder is the practice. Every hour Swati spent on admin was an hour not spent with clients.
- Care is personal and ongoing. Plans, sessions and follow-ups had to stay attached to the right member for months, not just one booking.
- Clients arrive through conversations. Many people find Sadhana Tribe on Instagram and start with a call, so enquiries began in chat rather than in a system.
What I built
Mapping the real operations first
Before building anything, I mapped the day-to-day operations: how members join, book, pay and stay engaged, and where hours were quietly leaking.
A CRM as the single system of record
- Every member relationship lives in one place instead of across spreadsheets and chat history.
- Member records, bookings and follow-ups sit together, so the full picture of each client is one lookup away.
Self-serve booking
- Members book their own sessions instead of coordinating over chat.
- Each booking lands in the same system as the member's record, so nothing needs copying across by hand.
Automations between the pieces
The connective workflows between the CRM and the booking system take over the routine admin that used to happen manually, which frees the founder's time for the community.
A rollout that never interrupted the business
Each piece replaced a manual process only once it was proven to work, so the practice kept running normally throughout the switch.
The result
- One system of record for members, bookings, and operations
- Members self-book instead of coordinating over chat
- Admin hours reclaimed for community work
- A foundation that scales as the tribe grows
Built with
“Pratyush built the entire operational backbone of Sadhana Tribe — our CRM, our booking system, all of it. It quietly runs everything.”
Swati, Founder, Sadhana Tribe