Academy Engages Rock Applications to Automate Manual Processes and Transform Key Areas of their Operations
The academy is always looking at ways of providing first rate services to their parents and children, whether it’s through teaching or providing childcare for busy parents. They run a busy club providing before and after school childcare for their 420 pupils and a holiday club which is open to the whole community.
The Challenge
With multiple clubs and over 400 children, taking bookings and payments were challenging to say the least. The club manager and other staff were finding the logistics of running the clubs very time consuming; staying on top of bookings, working out how many places are available at any time, creating staff rotas and daily registers and parents having to contact the school during school hours to reserve places.
The challenge? To find the right partner who could deliver exactly what the academy needed. There were specific demands and additional requirements that off the shelf solutions could not provide. As a registered charity they had a limited budget so flexibility, customisation and price were key.
The Solution
Rock Applications implemented a cloud based booking system accessible by both the academy and the parents via a desktop web browser and mobile devices. Parents are able to create and log in to their accounts, review available club dates, make new bookings and view their order history. Online payments were enabled by integrating with a payment provider eliminating the need to handle cash and chase payments. Other key processes were also automated saving time and creating efficiencies.
The Results
With the Rock Applications booking system, the Club Manager has saved one day per week which is now used to improve and promote the clubs.
The club manager commented “The administration headache has now gone as we do not have any manual booking forms to process or cheques and cash to take to the bank. Parents don’t need to visit the school to enquire if there are any places available as they can do that via their online account at any time and from any location. And best of all I don’t have to spend hours putting together registers and staff rotas and preparing and sending out invoices and chasing payments”.
“Online registers enable us to check children in as they arrive at the clubs and we have all the essential information regarding the children to hand for example, allergies, medication and passwords, and this helps us to provide better and safer care”.
Core booking functionality was initially built and tested and then online registers, waiting lists, child care vouchers and time sheet functions were added. Workflow was also built into the system to allow for status updates and approvals. A full suite of dynamic real time reports were created so senior Academy staff can see exactly how the various clubs are performing.
Parent feedback has been very positive as they are now able to log in to their own account and view and manage their bookings without restrictions.
And the bottom line? More efficient and profitable clubs using a flexible, dynamic platform that has the ability to grow with the academy.
The Future
The academy has added and continues to add functionality to the system to enhance the experience for both the parents and staff. There are other areas that are being looked at with a view to automating and maximising the efficiency and productvity of the academy.
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The academy is always looking at ways of providing first rate services to their parents and children, whether it’s through teaching or providing childcare for busy parents. They run a busy club providing before and after school childcare for their 420 pupils and a holiday club which is open to the whole community.
The Challenge
With multiple clubs and over 400 children, taking bookings and payments were challenging to say the least. The club manager and other staff were finding the logistics of running the clubs very time consuming; staying on top of bookings, working out how many places are available at any time, creating staff rotas and daily registers and parents having to contact the school during school hours to reserve places.
The challenge? To find the right partner who could deliver exactly what the academy needed. There were specific demands and additional requirements that off the shelf solutions could not provide. As a registered charity they had a limited budget so flexibility, customisation and price were key.
The Solution
Rock Applications implemented a cloud based booking system accessible by both the academy and the parents via a desktop web browser and mobile devices. Parents are able to create and log in to their accounts, review available club dates, make new bookings and view their order history. Online payments were enabled by integrating with a payment provider eliminating the need to handle cash and chase payments. Other key processes were also automated saving time and creating efficiencies.
The Results
With the Rock Applications booking system, the Club Manager has saved one day per week which is now used to improve and promote the clubs.
The club manager commented “The administration headache has now gone as we do not have any manual booking forms to process or cheques and cash to take to the bank. Parents don’t need to visit the school to enquire if there are any places available as they can do that via their online account at any time and from any location. And best of all I don’t have to spend hours putting together registers and staff rotas and preparing and sending out invoices and chasing payments”.
“Online registers enable us to check children in as they arrive at the clubs and we have all the essential information regarding the children to hand for example, allergies, medication and passwords, and this helps us to provide better and safer care”.
Core booking functionality was initially built and tested and then online registers, waiting lists, child care vouchers and time sheet functions were added. Workflow was also built into the system to allow for status updates and approvals. A full suite of dynamic real time reports were created so senior Academy staff can see exactly how the various clubs are performing.
Parent feedback has been very positive as they are now able to log in to their own account and view and manage their bookings without restrictions.
And the bottom line? More efficient and profitable clubs using a flexible, dynamic platform that has the ability to grow with the academy.
The Future
The academy has added and continues to add functionality to the system to enhance the experience for both the parents and staff. There are other areas that are being looked at with a view to automating and maximising the efficiency and productvity of the academy.
READ MORE SUCCESS STORIES ›
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