Project

Vita Home Spa: one operations portal for the whole team

A home-service spa moved from WhatsApp and a dozen spreadsheets to one operations portal with an AI layer on top.

1 logininstead of twelve spreadsheets

Hoursto close payroll, instead of days

Secondsto answer the team's questions

The client

Vita Home Spa

A home-service spa was running on WhatsApp and a dozen spreadsheets. We built one operations portal for the whole team, covering HR and payroll, leave, scheduling, fleet and inventory, customer service and marketing data, then added an AI layer on top: an assistant that answers the team's questions from a living knowledge base and live data, automated daily and weekly briefings for the owner and the ad agency, and plain-language business analysis from the owner's phone.

The result: one login instead of twelve sheets, payroll closed in hours instead of days, answers in seconds instead of a message to the manager, and reports that write themselves. Built on the company's own database, so no data leaves the business.

Visit Vita Home Spa

Vita HR portal owner dashboard with compliance, headcount and handover at a glance

What was built

One operations portal with an AI layer on top

Operations portal

One portal for the whole team: HR and payroll, leave, scheduling, fleet and inventory, customer service and marketing data.

AI team assistant

Answers the team's questions from a living knowledge base and live data, instead of a message to the manager.

Automated briefings

Daily and weekly briefings for the owner and the ad agency, written automatically.

Business analysis from a phone

The owner asks questions in plain language and gets analysis from live business data.

Inside the portal

Screens from the live system

Names, figures and contact details are blurred.

Vita team scheduling screen: weekly driver and therapist roster built with AI and published to the schedule — **AI team scheduling.** The weekly driver and therapist roster is drafted with AI, adjusted, then published.

Vita sales report with month-to-date sales, target tracking, projections and weekly KPIs — **Sales report.** Month-to-date, target tracking and weekly KPIs, with enquiries and bookings pulled live from the portal.

Vita team assistant answering a staff question with a step-by-step procedure from the company knowledge base — **Team assistant.** Staff ask a question and get the company's own procedure, step by step, from the knowledge base.

Results

What changed

One login instead of twelve sheets
Payroll closed in hours instead of days
Answers in seconds instead of a message to the manager
Reports that write themselves

Lessons

What this means for larger companies

Start where the volume is

The biggest wins came from the highest-volume tasks: enquiries, staff records and reporting.

Build on what exists

New tools were connected to existing systems instead of replacing everything at once.

Make results visible

Live reporting for owners built trust and made the next project easy to approve.

Start small

See what one company could save before you commit to anything

Book a 30-minute call. We'll ask about your operations, tell you honestly whether automation fits, and suggest where a diagnostic would start.

Book a diagnostic call →See how we work

✓ Free 30-min call · No commitment · No sales pitch