WeRoam
From disconnected spreadsheets to one system.
WeRoam moved training camp registrations, payments, and rentals out of spreadsheets and into one platform.
70 to 90%
approximate reduction in manual administrative work
25 to 40%
approximate improvement in camp fill rates
The client
WeRoam is the world's only moto expedition club for women. Riders earn their place on all-women expedition teams at its 5 day Training Camp, then ride in places like Guatemala, Namibia, and Sri Lanka.
The challenge
With dozens of riders, multiple camp weeks, rental equipment, and complex payment structures, the internal systems could not keep up as demand grew.
The business relied on multiple disconnected spreadsheets for registrations, rider rosters, rental equipment, and payments. That led to inefficiency, human error, and limited visibility.
What we did
- Built a centralized system on HighLevel covering the customer journey from first inquiry through registration and payment.
- Connected the sales funnel, from first form to application to a booked Assessment Call, with reminders and a rebooking path for missed calls.
- Created a guided signup flow, so riders chose the right camp week and payment plan and completed all required forms and contracts in one process.
- Built the purchase flow: a store checkout sends the right contract and liability waiver, links the rider to her camp, and updates that camp's participant count.
- Gave every camp its own record, 26 for 2027, so the team can open any camp and see exactly who is in it.
- Added automated payment processing across multiple plans and currencies.
- Set up real-time tracking for rosters, rental equipment, form submissions, and invoicing.
- Automated what happens after signing: community access, her camp's private channel, and an onboarding email one month before camp.
- Set up alerts for failed payments and failed camp links, so the team hears about problems right away.
The results
- Elimination of overbooking and capacity errors
- Full visibility into rider registrations, payments, and inventory
- Streamlined payment collection across multiple plans and currencies
- Significant reduction in missed payments and invoicing issues
Want this working in your business?
Book a discovery call. We'll look at where your leads are getting lost and what it would take to fix it.