CRM and accounting for gaming clubs: bookings, events and every shift's till under control.
A club loses two things: guests and money. Bookings, birthdays and tournaments get lost in chats, and the shift till is reconciled by hand. A CRM gathers requests into one pipeline and brings guests back via WhatsApp, while 1Work shows revenue, bar, discrepancies and salaries for every shift.
Everyday play runs through the hall management system — SmartShell, Senet or similar: accounts, balances and sessions live there. But everything around it does not: booking a VIP room for a group, a birthday for 15 people, a school group, a corporate event, team registration for a tournament. These requests come via Instagram, WhatsApp and phone, and some get lost. A CRM for gaming clubs gathers them into one pipeline with an owner and a response deadline.
The second job is bringing guests back. The hall system's database shows who hasn't come in 2–4 weeks; the CRM sends them a message with a daytime package or a tournament announcement via the WhatsApp Business API or Telegram.
The third is management accounting. For shifts, the till, the bar and administrator salaries we have our own product, 1Work: it connects to the hall system and the till and shows the club's net profit by shift and day.
What we set up for a club.
Request → quote → prepayment → event → review. For birthdays, corporate events, school and student groups.
Team registration, entry fees, match reminders, brackets and results; a participant base for future tournaments.
Instagram Direct, WhatsApp, Telegram, calls and website forms — in one feed with the source and ad campaign.
Segments from the hall system: away 14 and 30 days, nights only, weekends only. Automatic messages with an off-peak offer.
Opening and closing a shift, revenue from the hall system, bar, cash and Kaspi, till discrepancies — per administrator.
Shift rates, commission on bar and packages, bonuses and fines; calculated automatically, and staff see their earnings in Telegram.
After an event or tournament — a request to rate; happy guests go to 2GIS and Google, unhappy ones to the manager.
Occupancy by hour and zone, revenue by shift and club, bar, events, net profit — on your phone every day.
Pipelines, accounting and automations.
- «Events» pipeline: request → quote → prepayment → event
- «Tournaments» pipeline: registration → fee → participation → result
- «VIP and bootcamp bookings» pipeline
- Reactivation: away 14 and 30 days
- Shift and till tracking in 1Work
- Administrator payroll calculation
- Task for the manager on a till discrepancy
- Occupancy and revenue report across the network
Till, bar and payroll without Excel.
In a club, money comes in three streams: gaming time through the hall management system, the bar and snacks, and cash and Kaspi QR at the desk. Reconciled by hand, shift discrepancies surface weeks later, and salaries become a source of disputes.
1Work is our product for this job. It works on top of the till and the hall system, not instead of them:
- revenue and sessions for each shift come from the hall system (ready integration with Senet; SmartShell and others connected on request);
- bar, expenses and snack stock in one report;
- salary from rates, commissions, bonuses and fines is calculated automatically;
- administrators see their earnings and payouts in a Telegram wallet;
- the owner sees net profit by club in a phone app.
Why CRM doesn't take root in clubs.
- Trying to log every gaming session in the CRM — that's the hall system's job; the CRM is for requests, events and guest reactivation.
- The CRM isn't linked to the hall system's guest base — reactivation segments are built by hand, or not at all.
- Messages go out from an administrator's personal WhatsApp — the number gets blocked and the base leaves with the employee.
- No one owns event requests — whoever is on shift handles them, and big orders get lost.
- Till accounting is separate from the CRM and ads — the owner can't see which campaigns produced revenue, not just chats.
What affects the implementation price.
A basic amoCRM or Bitrix24 implementation for a club — event and tournament pipelines, channels, WhatsApp messages, training — costs ₸350,000–600,000, 2–3 weeks. With guest base integration from the hall management system, reactivation, telephony and network reports — ₸250,000–1,000,000, 4–6 weeks. A custom system for a club network starts at ₸1,500,000. CRM and WhatsApp API licences are paid to vendors separately.
Shift, till and payroll tracking in 1Work is a per-venue subscription, first week free. «Off-the-shelf or custom CRM» options are on the CRM and automation page.
The short version.
How much does a CRM for a gaming club cost?
A basic implementation costs ₸350,000–600,000; with hall system integration, reactivation and network reports ₸600,000–1,000,000. amoCRM or Bitrix24 licences and the WhatsApp API are extra.
Why a CRM if we have SmartShell or Senet?
The hall system tracks sessions and balances but not event requests, tournaments or guest reactivation. A CRM closes that gap and takes guest data from the hall system rather than duplicating it.
What is 1Work and how much does it cost?
1Work is our product for tracking shifts, the till, the bar and payroll in gaming clubs and venues. It works on top of the hall system and the till; the first week is free, then a subscription; current plans are on 1work.one.
Does 1Work work with SmartShell?
There is a ready integration with Senet. SmartShell and other hall management systems are connected on request: we have an adapter layer for tills and accounting systems, and we estimate timing after studying the API.
Can we message guests on WhatsApp?
Yes, via the official WhatsApp Business API and with the guest's consent to messages, collected at registration. Templates go through Meta moderation; promotional messages to underage guests are best avoided.
Same service for other industries
Losing requests or the till doesn't add up? Describe how your accounting works now — we'll propose a setup.
Tell us how many clubs and administrators you have, which hall system you use and how you calculate shifts and salaries. We'll reply with a CRM and 1Work implementation plan within 1–2 business days.