Case Study 1: From Double Bookings to Effortless Scheduling
Client Background
Our client, a fast-growing hair salon in Lethbridge, was struggling to manage daily bookings efficiently. Their scheduling system treated every appointment the same way – whether it was a 15-minute trim or a 3-hour style. This led to overlaps, double bookings, and frustrated clients.
The Challenge
- The booking system treated all appointments the same, creating frequent scheduling conflicts.
- Double bookings and long wait times frustrated clients and staff.
- A lack of automated reminders led to no-shows and last-minute cancellations.
Our client needed a smarter system that could adapt to real-world workflow and free them from constant manual coordination.
Our Approach
DYTO Solutions designed a custom automated booking system that adapts to the salon’s specific service durations.
1. Service-Based Scheduling Setup
Each hairstyle and service type was assigned accurate time slots within a new custom booking system, eliminating overlaps and balancing workloads.
2. Automation & Reminders
Automated SMS and email reminders were added to minimize no-shows and improve client communication.
3. Seamless Integration
The booking system was integrated directly with the salon’s website and social media pages, allowing clients to schedule appointments effortlessly from any platform.
4. Streamlined Management Dashboard
A simplified admin dashboard gave the salon owner full visibility into daily appointments, stylist availability, and client trends — all in one place.
The Results
- Wait times dropped by 40%.
- Repeat bookings increased significantly.
- The owner gained full visibility and control over daily operations.
With DYTO Solutions’ automation in place, the salon’s scheduling conflicts disappeared almost overnight. And the result? A salon that runs smoother, serves more clients, and delivers a better experience automatically.
Case Study 2: From Manual Chaos to Seamless Automation
Client Background
Our client runs a growing service business with a lean team. Most of her client data was spread across spreadsheets, emails, and manual intake processes. As the business grew, it became harder to keep track of client requests, project status, and follow-ups.
The Challenge
- Fragmented systems: Client information lived in email threads, spreadsheets, and text messages.
- Manual processes: Intake forms were filled, but data had to be re-entered into different tools.
- No single source of truth: Important project updates slipped through the cracks, creating delays and rework.
Our client wanted to scale her business, but every new client added to the stress of managing all the moving pieces.
Our Approach
DYTO Solutions introduced a simple but powerful framework using SmartSuite + Fillout forms as the backbone:
- Client Intake Automation
- A custom Fillout form replaced scattered onboarding emails.
- Submissions fed directly into SmartSuite, eliminating data entry.
- Centralized CRM in SmartSuite
- Client information, tasks, and communications were connected in one platform.
- Automations triggered next steps such as project assignments and reminders.
- Workflow Automation
- Notifications were routed to the right team members instantly.
- Depending on who fills the form internally, calendar invites are automatically created for contractors scheduled to work on-site.
- SmartSuite automations ensure that deadlines and client updates don’t fall through the cracks.
- Scalability for the Future
- The setup was designed to grow with our client’s business: from invoicing triggers to reporting dashboards.
The Results
- 50% less manual admin time — no more copying data between tools.
- Single source of truth for all client activity.
- Streamlined onboarding — new clients now experience a smooth, professional process.
- Peace of mind — Our client’s team can focus on delivery, not chasing data.
FAQ
Frequently Asked Questions
Where is DYTO Solutions located?
DYTO Solutions is headquartered in Lethbridge, Alberta, serving businesses across Canada. Our location-independent approach allows us to integrate seamlessly with your team, wherever you are, to deliver powerful ops automation.
How can DYTO Solutions help my organization?
We eliminate the manual work that slows your team down.
Specifically, we automate the repetitive tasks like copying data from forms into spreadsheets or updating project boards. These drain hours from your week. By making your tools talk to each other, we free up your team to focus on the work that actually grows your business.
How does DYTO Solutions approach projects?
We start by diagnosing, then we build.
Our process begins with a deep dive into your most time-consuming manual workflow. We map out every step, identify the bottlenecks, and then build a custom automation that connects your apps. This way we ensure information flows from forms to databases and then to your team automatically.
The result? A hands-off system that does the work for you.
Proud to work with:
We’ve had the privilege of working with a diverse range of organizations. Here are just a few of them.