Learn to Swim Vic runs one of Victoria's leading learn to swim programs from Heidelberg. Before Intrac, staff were overwhelmed with administration, families queued to renew enrolments before every term, and records lived only in the office.
Today one system manages the customer database, enrolments, accounts and payroll. The large majority of enrolments and payments are self-managed online by families, and the administration effort has been significantly reduced, even as the business has grown.
Less admin, even as the school grew
Learn to Swim Vic in Heidelberg, Victoria, manages its customer database, enrolments, accounts and payroll in one Intrac system.
Online self-service
The large majority of enrolments and payments are self-managed online by customers.
Make-up lessons online
The system manages make-up lessons, with customers making their own bookings online.
One system
Customer database, enrolments, accounts and payroll are managed in one system.
Learn to Swim Vic needed a way to stop administration growing faster than the school itself. Staff were overwhelmed with paperwork, classes were occasionally overbooked, communication with families was slow, and every extra term of growth meant more staff and a higher cost of administration.
With Intrac, key processes such as rolling over enrolments are streamlined, enrolment notices with instructions are sent automatically, and reports such as enrolments and vacancies are always current. Communication between staff happens inside the system, make-up lessons are booked by families online, and school management can access everything wherever they travel.
The administration effort has been significantly reduced, even as the business has grown.
Challenges
Learn to Swim Vic’s administration was growing faster than the school itself. Switch between the two views to see what changed once enrolments, communication and records moved into Intrac.
Solutions
Learn to Swim Vic replaced office-bound paperwork with one Intrac system that families, teachers and management all work from.
One system for the whole school
The customer database, enrolments, accounts and payroll are all managed in one place.
Streamlined term rollover
Rolling over enrolments is now a streamlined process, and enrolment notices with instructions are sent automatically.
Online self-service
The large majority of enrolments and payments are self-managed online by customers.
Reports that are always current
Key reports such as enrolments or vacancies are easily available with up-to-date information.
Staff communication inside the system
Communication between staff is managed within the system, without the need for email.
Make-up lessons booked by families
The system manages make-up lessons, with customers making their own bookings online.
Term rollover and online enrolments
Learn to Swim Vic rolls enrolments into the next term in Intrac and sends enrolment notices automatically, so the large majority of enrolments and payments are self-managed online by families.
Enrolments roll over with automatic notices to families
Families enrol and pay online instead of queueing
Enrolment and vacancy reports are always current
Benefits
With enrolments, communication and payments handled in Intrac, Learn to Swim Vic reduced its administration effort even as the business grew.
Quick, clear communication
Communication with customers is quick, easy and clear, done by email and SMS.
Payments made earlier
Payments are being made earlier and more quickly.
A fair wait list
There is a fair process for offering customers on a wait list their choice of class times.
Assessments from the pool deck
Student comments and assessments are recorded and shared with parents from the pool deck.
Access anywhere
School management have access to the system wherever they travel.
A proud history of delivering
Intrac has been building class & facility management software for sports facilities, schools and academies since 2000.
