Sold Out in 11 Hours: Inside AI Cubed Academy’s Easy Enrollment Flow

I would highly recommend YouCanBookMe. One, it’s easy to set up for first timers. The second thing is that the integration with Stripe is making my life much easier.”  - Charlie Cheng, Founder of AI Cubed Academy

In Sydney, AI Cubed Academy is preparing the next generation to thrive in a world driven by innovation. Founded by Charlie Cheng, the academy helps students aged seven to seventeen build real-world skills across disciplines—from technology and robotics to business, marketing, and entrepreneurship. The goal is simple: to teach young people not only how to code, but how to think, create, and lead.

What began in Charlie’s living room has grown into a thriving community of over 200 students, with teams proudly representing Australia in international innovation competitions.

But behind the scenes, growth brought new complexity. Manually managing parent interviews, event registrations, and multiple school holiday programs was slowing everything down. Google Forms, once sufficient, led to double bookings and hours of tedious follow-up—time Charlie wanted to spend teaching, not troubleshooting.

That’s when he discovered YouCanBookMe—education scheduling software that now powers AI Cubed Academy’s entire enrollment process, automating sign-ups, simplifying payments, and filling programs faster than ever before.

Why YouCanBookMe: Charlie's story

The challenge

As AI Cubed Academy grew, so did the complexity of managing its programs. Between parent consultations, innovation workshops, and the popular Helix Inspire school holiday programs, Charlie was juggling dozens of moving parts.

The team’s old setup using Google Forms quickly started to show its limits. Forms didn’t sync with calendars, parents occasionally booked overlapping slots, and payments had to be handled separately.

For Charlie, that meant hours spent manually cross-checking bookings and managing last-minute changes. If a parent cancelled or rescheduled too late, it often meant a lost opportunity—and lost revenue. The system worked, but it wasn’t sustainable as demand grew.

Charlie needed a better way to handle bookings and payments—something that could prevent double bookings, reduce no-shows, and make scheduling effortless for both parents and staff.

The solution

When Charlie found YouCanBookMe, it immediately solved several challenges at once—handling payments, automating scheduling, and reducing the risk of cancellations. The platform became central to how AI Cubed Academy manages both parent consultations and its Helix Inspire programs.

Connecting YouCanBookMe with Stripe made it simple for parents to pay upfront and secure their place. That change alone eliminated the last-minute cancellations that used to cost the business money.

I love the SMS reminders too because it means we don’t lose money from no-shows for our high paid program.”

With automation managing reminders, capacity limits, and scheduling, Charlie and his team can now focus on what matters most—running great programs and delivering exceptional experiences for students.

When AI Cubed Academy launched the Helix Inspire program through YouCanBookMe, the response was instant. The first batch sold out in 48 hours, and the second in just 11 hours—proof that when booking is seamless, parents act fast.

🚀 Let your programs fill themselves

Give parents a smooth, professional way to book and pay in minutes. With YouCanBookMe handling sign-ups, reminders, and payments, you can focus on delivering the high-impact learning your academy is known for.

The outcome

For Charlie, YouCanBookMe has become an integral part of the academy’s success. Payments are processed securely, schedules stay organized, and parents enjoy a booking process that’s as polished as the programs themselves.

Over time, Charlie has come to value YouCanBookMe not only for its reliability but for its simplicity.

I would highly recommend it. One, it’s easy to set up for first timers. The second thing is that the integration with Stripe is making my life much easier. We can give discounts to people and it’s not a complicated setup, which is very nice.”

Today, AI Cubed Academy continues to grow with the confidence that every session runs smoothly and every booking counts—powered by a system that keeps the focus exactly where it belongs: on teaching, creativity, and innovation.

Deep dive into Charlie's booking page

Charlie's booking page

Every detail of AI Cubed Academy’s booking page is designed with care. From the custom background image to the academy’s logo and clear on-page description, it immediately gives parents confidence that they’re in the right place.

The process itself is simple and efficient. Parents answer a few tailored questions—like whether their child has joined before—so Charlie’s team has the context they need before the session.

Once the form is complete, payment is processed instantly through Stripe, confirming each booking without delay or extra coordination.

And at the bottom of the page, a custom footer offers extra support with a simple message: “Need help or have questions?” followed by contact details, making it easy for parents to reach out.

It’s a clean, reassuring experience from start to finish—simple for families to use and reliable for the team behind it.

A simpler system, a stronger business

Running a growing education business means wearing a lot of hats—but scheduling doesn’t have to be one of them. For Charlie Cheng, YouCanBookMe turned a once-time-consuming task into a background process that simply works.

From upfront payments to timely reminders, every part of the booking flow now supports a professional, stress-free experience for parents and the AI Cubed team alike. The result? Fewer missed sessions, smoother operations, and more energy for what truly matters—helping students learn, explore, and thrive.

If you’re ready to simplify your own scheduling, start today with YouCanBookMe—free to try and built to grow with you.