Case study: Learn to Swim Victoria

Challenge

• Staff were overwhelmed with administration work
• Customers had to queue up to renew enrolments before the start of term
• Records were not kept reliably
• Classes were occasionally overbooked
• Communication with clients was slow and difficult
• Records were difficult to access and were only available in the office
• As the business grew, additional staff were required and the cost of administration increased
Solution

• One system is now used to manage the customer database, enrolments, accounts and payroll
• Key processes such as rolling over enrolments are now streamlined
• Enrolment notices with instructions are automatically sent
• The large majority of enrolments and payments are self-managed online by customers
• Key reports such as enrolments or vacancies are all easily available with current information
• Communication between staff is managed within the system, without the need for email
• The system manages make up lessons, with customers making their own bookings online
Benefit

• The administration effort has been significantly reduced, even as the business has grown
• Communication with customers is quick, easy and clear, done by email and SMS
• There is a fair process for offering customers on a wait list their choice of class times
• Payments are being made earlier and more quickly
• Student comments and assessments are recorded and shared with parents from the pool deck
• School management have access to the system wherever they travel