Get a Blueprint

Process diagnosis for service businesses

Show me one real case. I'll show you where it breaks.

A map of your process, from first enquiry to renewal, and a fixed-price plan to fix it. In 5 working days.

Get a Blueprint — €390 See a real map ↓
Fragment · 3 of 25 breaks

Sound familiar?

A bank transfer arrives. Nobody can tell which family or event it's for.

An enquiry comes in by chat on a busy day. Nobody replies twice.

One person is away for a week. Everything waits for them.

ForCampsOnline schoolsKids' programmesExpeditionsYacht chartersCorporate training

Sample blueprint · real process

This is what you get

A fragment of a real map: one family with two children at Lilelo Games / LEO, from first enquiry to their next cycle, before the studio had its own system.

Sample blueprint for an online school. Break 1: one child lives in six places, from the CRM to two messengers; in the system, one record per child. Break 2: what the game master learns stays in a private chat; in the system, notes sit on the child's record. Break 3: renewal depends on one person remembering; in the system, the cycle end, the report and the next-cycle offer arrive as tasks.

See the full sample blueprint · PDF, 13 pages

Every map shows: steps people tooltools copied by hand in someone's head exceptions !risk points

Three steps. No spec, no workshop.

1 · You · about half an hour

Show one real case

screenvoicetext
2 · Me, then you

Confirm the map

How the work really moves and where it breaks.

3 · Yours · 5 working days

Get the blueprint

With a roadmap. Use it with me or anyone.

sometimes it's a tool you already have

Built and run in two real businesses

Polvetra · sailing school & expeditions

455bookings
48events and camps
participant sheetsfinance sheet→one client system

A verified bank transfer now lands on the actual booking.

Read the case

Before

  • Bookings arrived from the website by email. For every sailing camp, voyage or course, the team created a separate participant spreadsheet by hand.
  • Payments were tracked in a separate finance spreadsheet, disconnected from the original bookings. A bank transfer could be verified, but there was no simple way to see which participant or event it belonged to and who was overdue.
  • Pre-trip information was sent manually by email to parents and adult participants.
  • There was no shared client database connecting people across different events.

After

  • Every booking has its own record, status and payment history.
  • Bank transfers are still verified by a person. Once verified, the payment is recorded against the actual booking instead of a separate finance sheet.
  • For every event, the team can immediately see whose payment is due, paid or overdue. Clients see their own payment status in their personal account.
  • Pre-trip communications use reusable templates and automated follow-ups.
  • Participants, families, bookings and their history live in one client system.
  • Charter bookings move through defined stages inside the same operating system.

I built the Polvetra system end to end: mapping the workflows, designing the data structure and interfaces, building the system, setting up automations, migrating the data and continuing to work with it in the real business.

Lilelo Games / LEO · online studio for kids

15automated follow-ups
4team roles
school CRMside spreadsheetschats→one system

Every website enquiry becomes a record with a reply task. Nothing depends on someone's memory.

Read the case

The problem wasn't that LEO had no software. The problem was that the software didn't fit the work closely enough, so the real process escaped into spreadsheets, chats and people's memory.

Before

  • LEO had used a CRM built for schools for several years. But some of the work that mattered most to the team didn't fit the CRM well, so managers gradually created their own spreadsheets alongside it.
  • The real schedule, including changes and rescheduled sessions, could depend on one manager's local file. When that person was away, the rest of the team could struggle to see the current state.
  • Game-master notes often stayed in chats. Parent communication could be split across employees' phones. Methodology lived in Notion and Google Docs that game masters rarely opened.
  • The business had software, but it still depended on people remembering where the real information was.

After

  • The new system is built around LEO's actual operating and educational model: families, parents, children, groups, schedules, four-session learning modules, game-master notes, payments and communication.
  • Each child's progress is connected to attendance and completed modules.
  • A learning module consists of four sessions connected by one story and one educational goal.
  • Game masters write a note after each session. Missing notes automatically become a manager task.
  • The customer journey runs from first enquiry through diagnostic session, parent report, payment and group placement into ongoing lessons and follow-up.
  • Methodology and operating knowledge now sit inside the same environment people use for the work itself.
  • Four roles — admin, manager, game master and external observer — see and do what they need within the same system.

LEO is a project I co-founded. I designed and built the LEO system end to end: mapped the workflows, designed the data structure and interfaces, built the application, set up automations, migrated the existing data and continue to work with the system in the live business.

Bookings, payments and participants used to live in separate emails and spreadsheets, so even simple questions took digging: who has paid, who is late, who has finished the first level. Oksana built one system around how we actually work: payments sit on the booking, a full course closes itself, and we can invite every graduate to the next level. For the first time we see the whole school in one place.

Daniil SimanovCo-founder, Polvetra

At LEO we used a CRM built for schools. It was the best fit we could find on the market, but our processes and sales pipeline never quite matched its logic. Handling enquiries quickly was hard, and so was automating the work on new requests. Reports and marketing campaign analytics took a lot of time, and we often did them by hand. We lost time and didn't always see the real picture: what stage each enquiry was at.

The new system was designed around how we actually work. Now it's easier and faster to see what's going on and to follow the managers' work, and the enquiry reports are clearer.

Elena KolesnikovaCo-founder, Lilelo Games / LEO
Oksana Khaidenko

Hi, I'm Oksana.

For more than a decade I was lead marketing manager at a large IT systems integrator: strategic marketing, business websites, events, and turning what the business needed into clear briefs for web studios and agencies. That's where I learned how many enquiries get lost between first contact and a sale.

Then I co-founded LEO and started working with Polvetra, and built both systems myself, from the map to everyday use.

My LinkedIn profile Based in Montenegro · Working in English

Start with the map. Decide what to build after.

start here

Business Systems Blueprint

€3905 working days

Process map · where enquiries and renewals go quiet · system blueprint · roadmap

Get a Blueprint

Implementation optional

from €3,500typically 4–8 weeks

The system built · your data moved over · documentation. Price fixed after the blueprint.

The blueprint is yours. If you build with Skein, the €390 is credited.

Questions

Can’t I just build this myself with AI?

You can, and I build with AI too. Building got fast. The slow part is knowing what to build: the steps nobody wrote down, the exceptions, what lives in someone’s head, and moving your history across without losing it. A quick build on the wrong map just moves the tangle into a new tool. If you’d rather build it yourself, start with the map. It’s yours to use either way.

What if I'm not sure what the problem is?

That's normal, and it's why there's no questionnaire about problems. You show how one real case moves through your week. Delays, double entry and things that live in someone's memory show up on their own, and the map points them out.

Do we have to talk on calls?

Most projects are async-first. Screen recordings, voice notes and written questions are usually enough to map one process. If speaking to a team member is the quickest way to resolve something important, we can use a focused call.

Who owns the system and the data?

You do. The system runs in your own accounts, and the data is yours. You're not tied to me to keep using it.

All 9 questions
Why not just buy a ready-made tool?

Sometimes you should. Skein isn't built around selling you custom software. The blueprint may show that your existing tools are enough, that a ready-made product fits, or that a small custom layer is the simpler option.

How much of my team's time will this take?

About half an hour to walk through one real case on screen, whenever it suits you. If part of the process lives in a spreadsheet, share it too, and a few written lines from the person who runs it day to day help. Then a few minutes to confirm the map and answer a handful of follow-up questions. After that, feedback on what you see working.

What if you're not around later?

The system comes with documentation and is built on a widely used stack, so another developer can pick it up. I also offer ongoing support if you'd like it.

Can you move our existing data?

Often, yes. What can be migrated depends on the systems and data you already have. I review that during the blueprint stage before promising a migration.

Both case studies are projects I'm part of. Why should I trust that?

Because I had to live with both systems every day, they solve real operational problems, not demo problems. Ask for hands-on access to the demo in the form below.

Which process eats your week?

Two minutes. No call needed. I reply within 1 working day.

every tangle has a thread
Get a Blueprint — €390