A no-code operational backbone for a Berlin art & science school

Clavis Schule für Kunst und Wissenschaft, based in Prenzlauer Berg, Berlin, runs creative and science programs for children — drawing, fashion design, animation, photo, manga, theatre and a science lab — in small, multilingual groups (German, English, Russian). It sells two product types: year-round courses on a subscription model and seasonal holiday camps offered four times a year. Behind the storefront sits a real operation — parents, children, teachers, schedules, attendance and payments — that all has to stay in sync.

Clavis was growing across year-round courses and four camp seasons a year, but the operation behind it was held together by hand. Every booking had to be turned into operational data manually, across tools that didn't talk to each other — a pain point the school flagged repeatedly — and that approach doesn't scale, especially when minors' personal and medical data is involved.

• Everything ran on manual data transfer. Each course or camp purchase meant re-keying parent, child and payment details into separate places. There was no single source of truth, and the manual cycle was slow and error-prone — the team's biggest day-to-day frustration.
• Sales and operations were disconnected. The existing e-commerce system, payments, CRM leads and student records weren't linked. There was no automated path from "a parent books a course" to "the child appears in a teacher's schedule and the payment is recorded."
• Sensitive data, subscriptions and a lead funnel. Handling minors' personal and medical data (names, dates of birth, allergies) called for careful, isolated data handling — alongside recurring subscription billing for courses and a trial-lesson lead funnel that all had to run correctly.

Encomage designed and built a no-code/low-code ecosystem that connects six platforms through n8n, turning a manual workflow into an automated enrollment-to-classroom pipeline.