Proposal No: XEN-20260602
Aqual Lagoon Smart Venue Management Platform
A phased digital platform for online bookings, QR entry, POS, student management, payments, WhatsApp communication, and venue operations.
Phase 1 Core Operating Spine
The proposal is structured so Aqual Lagoon can launch essential digital venue operations first while maintaining a seamless path to optional future portals, memberships, and advanced retention tools.
Recommended current package
Aqual Lagoon requires a connected venue management platform that can simplify daily operations, reduce manual tracking, improve customer booking experience, and give the owner clear visibility over revenue, students, memberships, and staff activity.
Instead of implementing the entire platform at once, Xenora recommends a modular phased approach. This allows Aqual Lagoon to begin with the essential operating system now and add advanced modules later based on priority and budget.
Why this package is recommended
It covers both sides of Aqual Lagoon’s operations: public pool bookings and swim academy/student management. Student management, online booking, POS, and admin dashboard remain the operational spine.
Build the foundation first
The platform is designed as a connected system. Some modules can be added later, but a few modules must be implemented first because other features depend on them.
Phase 1: Essential Launch
- Platform foundation and master admin
- Website, online booking, QR validation
- POS, WhatsApp, waitlist, student management
- Hardware setup and training
Phase 2: Parent Experience
- Credit-based membership cards
- Family, coach, and parent progress portal
Phase 3: Retention & Growth
- Loyalty campaigns
- Referral offers
- Walk-in conversion campaigns
Important note: Some modules cannot be selected independently because they rely on the same customer database, QR validation system, payment records, POS workflow, and admin dashboard.
Three practical buying paths
Starter Operations Package
Best for launching website, booking, counter operations, and QR entry.
- Platform foundation
- Premium venue website
- Online slot booking
- Razorpay payment flow
- Single-use QR entry
- POS and walk-in handling
- WhatsApp automation essentials
Swim Academy Launch Package
Best for current operational needs, including public bookings and student/batch management.
- Everything in Starter Operations
- Student profiles
- QR attendance
- Session balance tracking
- Batch/school entries
- Guardian and emergency records
Complete Smart Venue Platform
Best for implementing the complete platform from day one.
- Everything in Swim Academy Launch
- Credit-based membership cards
- Family, coach and parent portal
- Loyalty and retention campaigns
Module-wise total: ₹3,90,000
Bundled price: ₹3,65,000
Swim Academy Launch Package
Xenora recommends this as the most practical launch package because it gives Aqual Lagoon a working operating platform from day one.
| Module | Scope | Amount |
|---|---|---|
| Platform Foundation & Master Admin | Core database, admin login, staff access, customer records, settings, audit logs, dashboard base | ₹50,000 |
| Premium Venue Website | Mobile-first website for facilities, gallery, contact, booking entry point, and venue positioning | ₹30,000 |
| Online Slot Booking + Razorpay + Single-Use QR | Slot booking, payment flow, QR entry pass, QR invalidation after first scan, booking records | ₹55,000 |
| POS + Cash/UPI Reconciliation | Walk-in billing, cash/UPI entry, partial payments, add-ons, staff logs, day-end report | ₹50,000 |
| Hardware Setup & Staff Training | Kiosk/tablet setup, QR scanner setup, cash drawer setup, deployment, handover, staff training | ₹30,000 |
| WhatsApp Automation Essentials | Booking confirmation, QR delivery, reminders, receipts, session/payment alerts | ₹25,000 |
| Waitlist, Cancellation & No-Show Rules | Waitlist handling, cancellation window, no-show tracking, slot opening alerts | ₹20,000 |
| Student & Batch Management Core | Student profiles, QR attendance, session balance, batch entries, guardian and emergency records | ₹45,000 |
Complete essential operating system for launch.
Individual module pricing
The following table shows individual module pricing. Modules can be activated in phases, subject to dependency rules.
| No. | Module | Price | Dependency |
|---|---|---|---|
| 0 | Platform Foundation + Master Admin | ₹50,000 | Mandatory |
| 1 | Premium Venue Website | ₹30,000 | Foundation recommended |
| 2 | Online Slot Booking + Razorpay + Single-Use QR | ₹55,000 | Foundation + Website |
| 3 | POS + Cash/UPI Reconciliation | ₹50,000 | Foundation |
| 4 | Hardware Setup & Staff Training | ₹30,000 | Required for POS/QR workflow |
| 5 | WhatsApp Automation Essentials | ₹25,000 | Booking/POS/Student triggers |
| 6 | Student & Batch Management Core | ₹45,000 | Foundation + QR/POS recommended |
| 7 | Family, Coach & Parent Progress Portal | ₹30,000 | Student Management Core |
| 8 | Credit-Based Membership Cards | ₹35,000 | Foundation + POS + QR scanner |
| 9 | Waitlist + Cancellation + No-Show Rules | ₹20,000 | Online Booking + WhatsApp recommended |
| 10 | Loyalty & Retention Campaigns | ₹20,000 | Booking/POS customer history + WhatsApp |
₹3,90,000
₹3,65,000
Dependency rules
Some modules are not useful on their own because they depend on shared customer records, payment records, QR validation, or POS workflows.
| Module | Can be selected alone? | Reason |
|---|---|---|
| Platform Foundation | Required | Every other module depends on the database, admin, users, and settings |
| Website | Yes | Can work as a standalone showcase website |
| Online Booking | No | Requires foundation and website |
| POS | No | Requires foundation and payment/customer records |
| Hardware Setup | Depends | Needed when POS, QR scanning, or counter workflow goes live |
| WhatsApp Automation | Partially | Needs booking, student, membership, or POS triggers |
| Student Management | No | Requires foundation; QR attendance works best with scanner/POS |
| Parent/Coach Portal | No | Requires student management |
| Membership Cards | No | Requires foundation, POS, and QR scanner |
| Waitlist/Cancellation | No | Requires online booking |
| Loyalty Campaigns | No | Requires booking/POS customer history |
Recommended Phase 1 modules
1Platform Foundation
- Admin login and user management
- Customer and student records
- Staff activity logs
- Basic reporting dashboard
- System settings
2Premium Venue Website
- Facility showcase
- Pool, mini hall, wellness, and service sections
- Gallery and location details
- Booking entry point
- Mobile-first responsive design
3Online Booking + QR
- Slot selection and guest count
- Booking disclaimer
- Razorpay payment
- QR entry pass
- QR invalidation after first scan
4POS + Reconciliation
- Walk-in entry
- Cash and UPI entries
- Partial payments
- Add-on sales
- Staff-wise transaction logs
5WhatsApp Essentials
- Booking confirmation
- QR delivery
- Slot reminders
- Payment receipt
- Session balance alerts
6Student & Batch Management
- Student profile creation
- QR attendance
- Session balance tracking
- Batch/school entries
- Guardian and emergency contacts
The recommended scope keeps student management, online booking, POS, QR entry, WhatsApp communication, and the admin dashboard connected as one operating system.
Modules for later phases
| Future module | Price | Dependency | Recommended phase |
|---|---|---|---|
| Credit-Based Membership Cards | ₹35,000 | Foundation + POS + QR scanner | Phase 2 |
| Family, Coach & Parent Progress Portal | ₹30,000 | Student Management Core | Phase 2 |
| Loyalty & Retention Campaigns | ₹20,000 | Booking/POS customer history + WhatsApp | Phase 3 |
Credit-Based Membership Cards
Issue cards loaded with prepaid credits. Credits are deducted on scan and balances are visible in the admin/POS system.
Family, Coach & Parent Portal
Adds parent-facing student visibility, family accounts, coach progress tracking, and student-wise progress updates.
Loyalty & Retention Campaigns
Adds repeat visit rewards, birthday offers, referral credits, and walk-in conversion offers.
Payment linked to progress
Payments will be collected based on progress milestones to ensure transparency and alignment with delivery stages.
| Phase | Scope | Payment % | Amount |
|---|---|---|---|
| Phase 1 | Scope Lock & Kickoff | 25% | ₹76,250 |
| Phase 2 | Core Platform Build | 35% | ₹1,06,750 |
| Phase 3 | Website, Hardware Setup & UAT | 25% | ₹76,250 |
| Phase 4 | Launch, Training & Handover | 15% | ₹45,750 |
Requirement confirmation, workflow finalization, UI direction, and module scope lock.
Admin dashboard, booking, POS, student database, payment records, and QR logic.
Website, booking flow, scanner setup, kiosk setup, testing, and client verification.
Production launch, staff training, credentials handover, operating guide, and support activation.
Commercial clarity
Inclusions
- Website design and development
- Booking workflow and Razorpay integration
- Single-use QR validation
- POS and cash/UPI reconciliation
- WhatsApp automation essentials
- Student and batch management
- Hardware setup and staff training
- First-year maintenance support
Third-Party Charges
- Razorpay/payment gateway transaction charges
- WhatsApp Business API/BSP subscription and message charges
- SMS charges, if used
- Hosting upgrades, if required beyond agreed scope
- Domain renewal after the first year
- External software or API subscription fees
Support Scope Note
First-year maintenance support is included for bug fixes and support related to the agreed scope. New feature requests, major workflow changes, third-party subscription charges, and additional integrations are excluded and will be quoted separately.
Next steps
This commercial proposal is valid for 15 days from the date of issue.
Project work will begin after
- Written approval of the selected package
- Advance payment as per milestone schedule
- Final scope confirmation
- Required client inputs, branding assets, payment gateway details, and operational rules
This document is electronically generated and verified by Xenora Solutions LLP. Since it is a computer-generated file, physical signatures are not mandatory and will not be present.