A custom academy: students pay, get in on their own and you see everything.
The student pays and gets in on their own. Your team touches nothing.
Event flow. One event triggers the next step on its own: enrolment, access and notice with no manual work.
A custom academy is the whole circuit from the moment someone pays until they get in: payment, automatic sign-up, access to the content, welcome and renewal notices, access control and cut-off for unpaid fees, and a dashboard with enrolments and attendance. If they stop paying, they lose access. With nobody doing it by hand.
If today your team signs students up one by one, or you have automations that fail just when most enrolments arrive, the problem is not volume: it is that nobody trusts the circuit. Every failure is a student who can’t get in, a payment that doesn’t add up or access that stays open without payment.
We build it with n8n, Make, APIs and custom code, depending on what your academy needs, and we also cover migration from your current stack. Every critical flow ships with error logs, retries and documentation, and everything in your company’s name. An automation that fails silently isn’t finished.
What we usually hear before we start. Two or three of these are already worth a look.
- Someone signs students up one by one
- Some students have access without paying, or the other way round
- Sign-ups fail right in the middle of a launch
- Support lives on "I can’t log in" messages
- Automations fail and nobody notices
- To know how many students are active, you open three tools
More than one sounds like you? Tell us your case and we’ll say if it pays off.Request an academy diagnostic
The founder of an academy
You control who has paid, who has access and who should have lost it, without asking anyone.
Your CMO
Every sign-up carries its source all the way through, so they know which acquisition ends in paying students.
Your CTO or whoever runs the technical side
Automations with error logs, safe retries and documentation, instead of flows only the person who built them understands.
Your support team
Fewer "I can’t log in" messages and a dashboard to solve incidents without asking for technical help.
Payment, sign-up and access
Payment confirmed, student created, access granted, welcome sent. And the reverse when someone cancels.
Cut-off for unpaid fees
If they stop paying, they lose access. Access control in sync with payment status.
Notices and renewals
Renewal reminders and failed-payment notices before they turn into a cancellation.
Academy dashboard
Enrolments, attendance, access and cancellations on one screen, with no exports.
Migration and material
Move from your current platform and load all the content, without losing students or history.
From lead to student
Forms, CRM, email and WhatsApp working from the same record, with the source of every sign-up.
Alerts and logs
Logs, safe retries and error alerts on every critical flow.
Not everything is automated the same way, and your academy doesn’t need the same thing at every step. This is what we weigh before building.
| Criterion | Rule-based automation | AI automation | Custom software |
|---|---|---|---|
| What it solves | Moving data and running fixed steps between tools | Steps that need reading or interpreting text: classify, summarise, extract | Core processes with their own logic and a dashboard for the team |
| Example | Payment confirmed, access granted, welcome sent | Student messages tagged and routed to the right person | A dashboard for enrolments, access and cut-off with permissions and an activity log |
| Tools | n8n, Make, webhooks and APIs | n8n or code with AI models and output validation | TypeScript, Python and Postgres |
| When it stops being enough | When logic piles up exceptions or volume drives costs up | When the output can’t be checked or measured | Rarely: it grows on the same system |
How a student gets in today
We walk the whole circuit: payment, sign-up, access, notices. How many students it moves, its exceptions and what is done by hand.
Design
Which system owns each record, which tool fits and what happens when something fails.
Build
Versioned flows in a test environment, connected to what you already use, without stopping your launches.
Testing
Real and edge cases: duplicate payments, incomplete data, retries and enrolment peaks.
Migration and go-live
Move from your current stack and load all the material, with error alerts and documentation for every flow.
Operation
Upkeep, error reviews and improvements. If something breaks, someone answers.
- Payment, sign-up and access circuit in production
- Dashboard with enrolments, attendance and cancellations
- Migration from your current stack
- Tests with real and edge cases
- Logs and error alerts
- Documentation and handoff, all in your name
What we build it with
- 6
- deliverables
- 7
- areas of work
- 6
- process steps
- 13
- Duration: weeks
Control
You know who got in, where they came from, what they paid and who should have lost access.
Less support
Fewer access incidents and fewer hours of your team signing people up by hand.
Room to grow
The same circuit handles your next launch without adding manual hours.
- Custom academyAn own campus connected to the sales CRMCourses, live classes, practice journal and assignment review in one place, connected to the CRM. The team sees what each student consumes without checking tool by tool.Read case
- Custom CRMA custom CRM that replaces Airtable, with commissions per agentLeads, opportunities, payments, commissions per agent and permissions by role, in a CRM built around the sales process.Read case
- CRM and developmentA shared inbox on the official WhatsApp APISales conversations stop living on personal phones: one shared inbox, assigned per rep and synced with the CRM.Read case
- Sales systemFunnel, tracking and CRM connected for an online academyForms, tracking, CRM and sales booking connected into one system, with every lead’s source in sight. All three funnel stages improved.Read case
- Launch infrastructureInfrastructure for launches with thousands of sign-upsThousands of sign-ups from five channels, with no duplicates, assigned to the sales team and measured while the launch is live.Read case
Another question?
Tell us your case in two lines and we will answer with an honest recommendation, including when it does not pay off.
Request an academy diagnosticWhat does a custom academy include?
The whole circuit from the moment someone pays until they get in: automatic sign-up, access to the content, welcome and renewal notices, access control and cut-off, and a dashboard with enrolments and attendance. It includes migration from your current stack and loading all the material.
What happens if a student stops paying?
They lose access automatically, with a prior notice if you want one. Access always follows payment status, so it doesn’t depend on someone remembering to check who owes what.
What should be automated first?
What repeats daily, moves a lot of students and causes errors when done by hand: sign-ups and access after a payment, renewal notices, lead routing and reporting. We start with the bottleneck that costs you the most today, not the easiest one.
What happens if an automation fails in the middle of a launch?
Every critical flow logs what it does and raises an alert when something goes wrong. Processes can be retried without duplicating sign-ups or charges, so a failure is caught when it happens and fixed without redoing work by hand.
Can you fix the automations we already have?
Yes. We start by reviewing what each flow does, where it breaks and what depends on it. Sometimes reinforcing it is enough; sometimes it is better to rebuild it on a structure that can be maintained and doesn’t depend on whoever set it up.
Do you work with n8n, Make or Zapier?
Mostly n8n and Make, plus custom code when volume or logic calls for it. If you already run flows on another tool, we assess them before suggesting a migration. The tool is picked for your system, not out of habit.
Do you use no-code or code?
Both, depending on what the process needs. To move data and run fixed steps, n8n or Make are enough and ship sooner. When there is heavy volume, logic with exceptions or a dashboard of your own, we write code. We decide with your case in front of us and document it so it doesn’t depend on whoever set it up.
When is an automation no longer enough?
When the logic piles up exceptions, the cost per run climbs or your team needs a dashboard of its own. At that point custom software usually pays off, and the move happens without stopping the operation.
Tell us how you sell today and what is holding you back. We’ll reply with a first assessment of the problem and, if it’s a fit, set up a diagnostic call.
What happens next
- Tell us the challengeA few lines about how you sell and what is holding you back.
- We review your caseWe reply with a first assessment of the problem.
- We build it togetherIf it’s a fit, we agree scope, deliverables, timeline and a price per phase.
Prefer email? Write tohola@fcgsystems.es
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