How SWEAT sold out its retreat on autopilot
A hot yoga studio in Albuquerque runs a week long retreat in Puerto Vallarta every year. It always made money. It also ate the owner's inbox alive. We turned it into a booking funnel that picks the room, takes the deposit, signs the waiver and confirms every guest, without anyone at the studio touching it.
- Pick the week
- Hold your spot
- Choose the room
- Solo or shared
- Deposit or pay in full
- Sign and reserve
- Client
- SWEAT Yoga StudioHot yoga studio, Albuquerque, New Mexico
- The offer
- 7 night all inclusive retreatXinalani eco resort, Puerto Vallarta. 5th year running.
- The problem
- Every seat sold by handEmail, phone, payment links and a spreadsheet
- What we built
- Retreat booking funnelRoom picker, deposits, waivers, roommates and a back office that tracks itself
Profitable, and a pain to sell
The retreat filled every year. The problem was what it took to fill it. Seven room types, single and double pricing, deposits, balances and a waiver for every guest, all of it handled by hand.
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The retreat page ended in "email us to reserve"
Every guest started as an email thread. Every question about rooms, prices and availability got answered one at a time.
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Guests picked their own payment link
One link per room, and people clicked the wrong one. Every payment had to be checked against what they actually booked.
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Waivers and roommates were chased after the fact
Paid guests still owed a signed policy, and couples had to sort out who paid for whom over more email.
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Interested people fell through the cracks
Nobody could see who had asked about a room and never paid, so warm leads went cold without a single follow up.
From an inbox to a checkout
Same retreat, same price, same guests. The only thing that changed is what happens between "I want to go" and "I'm booked."
Before
- Sees the retreat on InstagramLink goes to a static page
- Emails the studioWaits for a reply
- Asks about rooms and pricesThree or four emails back and forth
- Gets sent a payment linkPicks the wrong room sometimes
- Gets chased for the waiverAfter they already paid
- Added to a spreadsheetBalances tracked from memory
After
- Sees the retreat anywhereInstagram, email, a friend's text
- Picks the week and the roomLive availability, sold out rooms locked
- Holds their spotCaptured as a lead right here
- Deposit or pay in fullPayment plan runs itself
- Signs the agreementInside the same flow
- Booked and confirmedStudio's list updates on its own
The whole booking desk, on a phone
These are the real screens guests use. Most of them book from Instagram on their phone, so it was designed there first.
A guest list that keeps itself
Every person who starts a booking shows up on one list the second they enter their name. When their payment clears, they move to booked on their own. The studio opens one page and knows exactly where every seat stands.
Illustration. Real guest names stay private.
70 guests. Every room gone.
The retreat sold out, and the studio ran it from a single list instead of an inbox.
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Sold out, top tier to bottom
Beach casitas, suites, deluxe rooms and the group palapas, all gone.
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$175K+ booked through one link
Deposits, balances and roommates all collected without an invoice.
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Hours back every single week
No more answering the same five questions. No more chasing waivers.
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Cloned for the next retreat in days
Their women's retreat in Sayulita, two weeks in March 2027, launched on the same system. New dates, new rooms, same machine.
Built for any retreat, in any destination
Nothing here is specific to yoga or to Mexico. If you sell a multi day experience with rooms, deposits and a date on the calendar, this is the same build.
One funnel per destination
Costa Rica in the fall, Bali in the spring. Each retreat gets its own page and checkout, cloned from the first one.
Deposits that collect themselves
Pay in full or put down a deposit. The balance plan runs on its own, so you never send an invoice.
Pricing people actually trust
Early bird prices with a real deadline, rooms that count down, and sold out states. Every number on the page is live.
Every half finished booking is a lead
Someone who picked a room and stopped is the warmest person you'll ever follow up with. Now you know exactly who they are.
The human part stays yours
The system handles the admin. The real conversations, the welcome calls and the community are still you.
Your brand, your domain
Built into your own site in your look. Guests never feel like they left you to book.
Stripe
n8n
Airtable
Vercel- Custom booking flow
Want This For Your Retreats?
Grab a time and we'll walk through your next retreat, what's selling it today, and what this would look like built for you.
- Built in weeks
- Yours to keep
- No paid ads needed