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Case Study • EdTech AI
Cutting Admin Overhead by 85% at Kingdom of Chess with an End-to-End AI Operating System
EdTech & Digital Classroom
Operations Adaptation
Revenue Adaptation AI Growth Office
January 2024
Admin Reduction
85%
Less Overhead
Conversion
61%
Lift
Kingdom of Chess AI
WhatsApp Bot
Lead Nurturing
Auto Scheduling
Zoom Integration
Live OperationsAll Systems Active
30min
Lead Response
29%
Conversion
6h
Admin/Week
Instant Payment Recon
4.8% Churn
AI Operating System
Executive Snapshot
Chess Academy AI Transformation
Client
Kingdom of Chess (kingdomofchess.com) - global online & offline chess academy (10k+ learners, 30 countries)
Challenge
Fragmented tools (Zoho, Excel, QR codes, Zoom) caused data silos, slow sales cycle, and revenue leakage
Services
Operations AdaptationRevenue Adaptation AI Growth Office
Key Results
92% faster lead response
61% lift in new-student conversions
Real-time payment reconciliation
“Our coaches now coach, sales now sells – the platform runs the rest.”
KoC
Operational Head
Kingdom of Chess
Challenge & Objectives
Challenge Narrative
KoC juggled six disconnected apps: Zoho for leads, spreadsheets for payments, QR codes for fees, Zoom links in emails, and manual attendance logs. Parents waited 12 hours for callbacks; staff re-keyed data daily, and churn crept up as missed reminders led to skipped classes. Scaling to 20k students looked impossible without doubling headcount.
Objectives (Baseline → Target)
Speed lead follow-up
12 h → 30 min
95% faster
Lift conversion rate
18% → 28%
61% lift
Cut admin hrs / week
40 h → 6 h
85% reduction
Reduce monthly churn
7.5% → < 5%
36% reduction
Solution Overview
End-to-End AI Operating System
Service Pillars Engaged
AI Consultancy
3-week audit & SOP blueprint
AI Development
Full Operational Workflow Tool
AI Operating System Features
Unified dashboard shepherds every lead from capture to class enrollment
Automates Zoom scheduling and syncs fees via Razorpay
WhatsApp Sales Bot nurtures parents with Smart Reminders
Coaches view live rosters; finance sees instant reconciliations
All mundane clicks offloaded to agents, freeing staff to teach and sell
Unified AI Dashboard
2,129,034.54
Revenue
40
Active
431
Enrolled
254
Pipeline
Student Activity Overview
75%
Attendance
60%
Engagement
Weekly Schedule
Live Subscriptions
BEGINNER - BATCH A
15 Students
INTERMEDIATE
12 Students
ADVANCED
8 Students
Live Insights
Architecture & Approach
Implementation Strategy
1Technical Build
Integrations: Razorpay API, Zoom SDK, WhatsApp Cloud, SendGrid
AI Modules: GPT-4o lead qualifier, no-show predictor (LightGBM)
Stack: FastAPI • MongoDB • LangGraph orchestration • Docker on AWS
Security: VPC isolation, AES-256 at rest, SOC-2 logging to ELK
2Discovery & SOP Design
8 stakeholder interviews • 5 “day-in-life” shadow sessions
Mapped 14 manual steps → consolidated into 5 automated flows
3Deployment & Adoption
MVP (Leads + Payments + Classes) live in 4 weeks
Phased rollout to 50 users over 6 weeks
On-site & video training; feedback loop iterated 3 sprints
System Architecture
Delivery Layer
Zoom API • Coach Dashboard • Parent Portal
Insights
BI & Revenue Analytics
Core Platform
Razorpay Gateway
Class Scheduler
Unified CRM & Student DB
Auto Attendance
No Show Predictor
AI Sales Bot
WhatsApp
Lead Capture
Website / Ads
Unified System
Outcomes & Business Impact
| Metric | Pre-9AI | Post-9AI | Δ |
|---|---|---|---|
| Lead response time | 12 h | 30 min | ▼ 95% |
| New-student conversion | 18% | 29% | ▲ 61% |
| Admin hours / week | 40 h | 6 h | ▼ 85% |
| Monthly churn | 7.50% | 4.80% | ▼ 36% |
| Payment recon lag | 3 days | Instant | Eliminated |
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