Qoach CRM
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About the client
The KASPIY basketball academy in Dagestan is a project of IT-Quantum's founder. Until August 2026 it lived in three systems at once. Athletes, memberships and attendance were kept in an off-the-shelf cloud service. Enquiries and conversations with parents went separately, through Bitrix24. A move to another record-keeping service had been tried, but the import did not carry over groups, balances or attendance.
As a result, data about one client sat in two places: an administrator saw a debt in one program and the conversation with the parent in another. Nothing could be added to someone else's service: there was no code, and the only thing it exposed was enquiry intake.
On 13 August 2026 we decided to build the academy its own CRM with everything in one system. A month later it was clear that more than one school needed it.
Task
The academy needed one system instead of three, so that an enquiry, a membership, a payment, an attendance mark and a conversation with a parent were linked, and coaches and parents could work from a phone. The move could not drag on: sessions run every day, and money comes in every day.
The main goals of the project:
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01bring enquiries, records and conversations into one system
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02move athletes, memberships and balances so that the balances match
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03give coaches a phone app: a register and a session plan
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04give parents an account: timetable, attendance, balance, payment
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05bring parents' messengers straight into the CRM
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06make the system fit other schools: their own logo, database and settings
Migration in 24 days
The first version of the CRM went live on the academy's address the day the decision was made. After that the old and the new systems ran side by side: data kept flowing in while staff got used to the new screens.
On 6 September the migration was complete. The final difference between the systems was applied in one operation, and the ledgers matched the old balances for every athlete without a single correction.
Conversations with parents were moved too: 1,422 conversations from Bitrix24 now sit in client cards. By early October all of the academy's channels, the Telegram bot and number and Instagram*, were switched to the CRM.
What the staff got
An administrator takes an enquiry from first contact to enrolment in one pipeline. A trial is booked for a specific session, and the child appears in the coach's register automatically.
Each athlete has a personal ledger: a feed of charges and payments that adds up to the balance. A separate Till screen shows debtors and takes a payment in two taps.
The head of the school sees the day's sessions, money for the month, debtors and expired medical clearances on the dashboard, and the enquiry funnel, refusal reasons and group attendance in the reports.
Coach and parent
A coach marks a session in the phone app with one tap on a name: the register is built for weak signal in a hall and needs no Save button.
The session plan is written in the same app. It has the academy's methodology built in: levels by age, a cycle of sessions and skills with target hours, so the head of the school sees what a group has already practised.
A parent opens a personal account on the phone: timetable, attendance, the session plan with video, balance and a button to pay through the Russian Faster Payments System.
From the academy's CRM to a product
On 15 September, a month after the start, we decided to turn the CRM into a product: other schools had started asking for access. That is how the name Qoach CRM and a separate version, free of the academy's specifics, appeared.
The school's name, logo, legal details and contacts are now set in settings and appear on every page parents see. Each school gets its own instance: a separate database, its own address and its own backups.
On 27 September we deployed an instance for the first school outside the academy. A launch is one script with twenty checks.
What was done
Records
• an enquiry pipeline with trial booking and enrolment;
• athletes and clients, groups, venues and timetable;
• four types of memberships, a ledger, freezing and renewal;
• an attendance register, a till, expenses and nine reports.
Communication
• conversations from messengers in the CRM through our Qonnect connector;
• calls logged in the card and click-to-call;
• reminders to debtors and to those whose membership is running out;
• the school's mail inside the CRM.
Coach and parent
• a coach app: register, session plan, taking payments;
• methodology: levels, a cycle of sessions, skills and progress by group;
• a parent account with online payment and a contract.
Product
• school settings instead of the academy's data in the code;
• seven modules with switches and four roles with 23 permissions;
• a one-script launch for a new school and a twelve-chapter manual.
Results
Result
The academy works in one system: records, money, conversations and the coach and parent apps are linked. The previous services are switched off.
Key results of the project:
• the migration took 24 days and did not stop the sessions;
• athletes' balances matched the previous system without manual corrections;
• conversations with parents are kept in the client card, not on personal phones;
• an internal project grew into Qoach CRM, a product deployed for other schools.
More about the features on the Qoach CRM page.
* Owned by Meta, whose activities are recognised as extremist and banned in Russia.
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