The #1 Enterprise AI Growth Partner

Case Study • EdTech AI

Cutting Admin Overhead by 85% at Kingdom of Chess with an End-to-End AI Operating System

EdTech & Digital Classroom

AI Consultancy + Development + Agents

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

Admin/Week

Instant Payment Recon

4.8% Churn

AI Operating System

Executive Snapshot

Chess Academy AI Transformation

Client

Kingdom of Chess – 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

AI ConsultancyAI DevelopmentAI Agents

Key Results

92% faster lead response

61% conversion lift

Real-time payment recon

85% admin reduction

“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

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

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