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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