The Xare Case
Scaling Language Education Through Smart Automation
The Challenge
Xare is a one-person Business focused on teaching Dutch to individuals and small groups using personalized methods. Each day, student receive tailored assignments, audio exercises, and feedback that are delivered through messaging platforms. As the student base expanded, manually tracking each learner’s course day and sending materials became a serious bottleneck, consuming over an hour per day just in administrative work.
Our Solution
We built a fully automated backend workflow to take over the daily distribution of assignments and feedback. Using a modular no-code logic system, the workflow:
Pulls student data and their course day from a central database.
Sends the correct assignment and matching standard feedback for that day.
Automatically increments the student’s course day upon successful delivery.
Detects if a student has completed the final day and places them into a ‘backlog’ queue, preventing further message delivery without manual intervention.
Behind the scenes, the automation utilizes condition nodes, data merges, and conditional branching to handle edge cases such as students starting late, being on the last day, or requiring feedback formatting. The result is a robust, resilient system that mimics the attention of manual follow-up without human input.
The Outcome
Daily administration dropped from over 60 minutes to about 5. Xare now runs the entire course delivery in the background while focusing solely on what matters: teaching and supporting students.
Scalable: Ready to handle dozens or even hunders of students without extra work.
Consistent: Eliminates human error and ensures timely delivery, every single day.
Modular: Built to support future epansions such as new course or content formats.
Note: The workflow image shown here is a portion of the full system we built. It reflects just one part of a larger end-to-end solution.
Why This Matters
One-person businesses often face a trade-off between quality and scale. Managing a growing client base typically means more admin, more repetitive tasks, and less time for meaningful work. But with the right automation strategy, it’s possible to scale operations while maintaining a high level of personal attention.
This case demonstrates that even complex, personalized workflows can be automated without sacrificing control or flexibility. By designing systems that think ahead, like excluding completed students or dynamically matching feedback, businesses can grow with confidence, without increasing operational strain.
At Rievo Solutions, we build automation that adapts to you, not the other way around.