Kakadu Karaoke. A custom booking system that works like a lifestyle app
Why did Kakadu choose to build their own booking platform?
The Kakadu team knew one thing: their customers’ experience begins long before they walk through the door. This meant that standard booking systems – external, rigid, and lacking character – simply wouldn’t be enough.
Together with the Client, we identified the key needs:
- Abzility to manage dynamic scenarios (e.g. New Year’s Eve, Halloween, long weekends)
- A system adapted to seasonality, time zones, and customers from outside Poland
- Full control over offers, promotions, payments, and customer communication
- Integration with internal order and booking management
Our task was to create a complete system that would meet all these requirements – with no compromises.
Project foundations
We began with a functional workshop with the Kakadu team. Our goal was not only to understand the booking process itself but also the context: who the customers are, how promotions work, and what makes the bar stand out from its competitors. Based on these insights, we prepared 4 main steps.
A detailed technical specification (back and front office) oraz a view map with interaction descriptions for each stage.
Proposed scenarios for occasional events (e.g. long weekends, holiday season).
Database structure for managing rooms, orders, and online pay methodes.
We set up a sprint rhythm and started the project in a full technology ownership model:
Iteratively implementing new modules and features
Weekly review sessions with the client’s team
Deploying updates to a staging environment, where Kakadu had full visibility of progress
Project execution
UX/UI – a brand experience that starts with a click
Our UX Designer – Oliwia Putyra – created an interface that combined lightness, an entertainment vibe, and speed. We made sure the user – whether booking from a phone or a desktop – felt a sense of smoothness and control.This was not just a form – it was a fully branded booking experience.
Implementation
From a technical perspective, we built a booking system that handles:
Dynamic time windows – flexible pricing depending on the day of the week, hour, and season
Room, order, and add-on management
All in one place, with a clear overview. International customer support – non-Polish phone numbers, multilingual forms and messages.
Hourly room calendar view
Easy real-time editing and updates. And Email & SMS notifications (confirmations, reminders, transactional messages)
Stability and scalability
Key results:
intuitive, streamlined, and available 24/7
guests from the USA, India, or the Middle East can book a room, pay online, and receive confirmations in their language
customers can add food, drinks, and decorations directly during the booking process
no need for manual confirmation or contacting customers for standard bookings
manage the calendar and promotions without involving the IT team
Long-term collaboration
From the start, the Kakadu booking platform was designed for scaling. Today, we are already working on the next steps to bring the success of the Warsaw venue to new cities and international markets.
Planned and ongoing improvements:
- RTL language support (e.g. Arabic) – adapting layout and typography for right-to-left scripts
- Custom API for external partners – e.g. travel agencies, benefits platforms, or loyalty systems
- Integration with corporate benefits programs and promo codes – for companies booking rooms for their teams.
This is not just about bookings. It’s the foundation for growing an entertainment brand – with its own system, style, and full independence.
Project team
“When designing Kakadu’s visual layer, I wanted to ensure that the user – whether booking from a phone or computer – experiences lightness and speed. Thanks to simple interactions, responsiveness, and refined UX, customers can book a room in just a few clicks – without frustration or unnecessary steps.”
“The biggest challenge – but also the greatest strength of this project – was the full integration: from Stripe payments, through dynamic time windows, to the internal panel for the Kakadu team. This allows the on-site staff to manage bookings and orders in real time, greatly improving their daily workflow.”