Customer storyCustomer story60+
Hours saved weekly
10x
Increase in studio launches
5 min
Per migration (down from 2.5 hrs)
See why teams at high growth companies use Rubie.
Arketa is a fitness and wellness studio management platform that helps boutique fitness studios streamline their operations, from scheduling and payments to customer management and data migrations.
“From the beginning, Rubie has been just as responsive, excited, and collaborative as they are today. I've done probably over 2,500 manual migrations myself—if only Rubie were around earlier.”
CHALLENGE
Before Rubie, Arketa's data migration workflow was manual and disjointed. A single data engineer maintained scripts for bulk data imports through Firebase, but the entire burden fell on customers. They had to source, clean, and format their own data via spreadsheets.
This approach created multiple critical problems. Messy, incorrect, and wrongly formatted data was the norm. Onboarding stretched to 60+ days, double their 30-day KPI target. Many businesses wouldn't even consider switching platforms if they had to handle migrations themselves.
The human cost was equally severe. Onboarders spent 2-4 hours daily on manual data cleaning, reducing their capacity for customer calls. Data engineers regularly worked late nights processing migrations. Most critically, botched migrations drove high churn rates. Customers would abandon Arketa entirely rather than fix data issues.
“Data migration is their biggest enemy. These businesses don't understand it, they're fearful of it, and there's zero peace of mind when they have to do it themselves.”
SOLUTION
Jordan Chiolis leads data migrations at Arketa. Having personally executed over 2,500 manual migrations across 17 years in tech, Jordan immediately recognized Rubie's potential to transform their operations.
Rubie now fully automates Arketa's migrations through a dual-playbook system. “Initial” playbooks pull smaller report sets for live customer discussions, while “full run” playbooks handle complete migrations in the background. This flexibility allows onboarders to run Rubie while simultaneously handling other tasks, unlocking a massive productivity gain.
Currently, Arketa uses 8 playbooks covering their most common migration platforms out of 30-50 total sources they migrate from.
Key capabilities that proved most valuable include the platform's intuitive UI, AI-powered data analysis that makes agents smarter at identifying patterns, easy admin oversight of the migration queue, and the ability for Jordan to view and modify playbooks in real-time without engineering support. Arketa positions Rubie to customers as an in-house solution that automates migrations, not a third-party API or offshore service.
“The UI is easy to navigate, helpful, and straightforward. I can open up the playbooks in real-time, see what's happening, and make changes without relying on engineers. That's been a key element for sure.”
OUTCOME
The impact on Arketa's operations has been transformative. Studio launches increased from 1-2 per week to 30-40 weekly, more than a 10x improvement. The company is now targeting 60-70 launches per week based on Jordan's experience scaling similar operations at previous companies.
The time savings are dramatic. On a typical week with 25 migrations, manual processing would require approximately 62.5 hours (2.5 hours per migration). With Rubie, the same volume takes roughly 125 minutes total (4-10 minutes per migration). That translates to roughly 60 hours saved weekly—equivalent to six additional customer calls per person across a team of 10 onboarders.
Beyond efficiency metrics, Rubie eliminated critical pain points. Support tickets and churn related to botched migrations have “massively decreased.” Data engineers no longer work late nights processing manual migrations. Onboarding timelines dropped from 60+ days back toward the 30-day KPI target.
Looking ahead, Arketa plans to expand their playbook library to cover all major migration types, including platforms they see only a few times monthly. They're also exploring using Rubie agents to extract non-migration data like services and pricing, enabling them to pre-populate customer dashboards before onboarding even begins.
“Don't be dumb. Get Rubie. People churn off platforms because they're not feeling heard, not feeling respected, and not getting answers quick enough. I've never had that be the case with you guys. Ultimately, you want to work with people who are there to support you in real time.”
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