Automating course registers in your online booking system reduces manual admin and saves your team hours
We all know that registers are really important when it comes to managing delegates and bookings onto courses, classes and events. But compiling them and ensuring they’re up-to-date can be something of a pain.
And certainly a task that can eat into huge rafts of your working week.
But it doesn’t need to be that way.
The old-fashioned way of making course registers
As the definitive record and log of all those delegates or attendees booked onto the course or similar event, the register needs to be accurate and up-to-date. It is, after all, the document that course leaders (or tour guide or similar) will refer to when checking that those who have booked have attended.
It’s also the sheet that will inform leaders and admin staff alike that all relevant information has been taken to satisfy any customer service or compliance requirements (such as dietary or medical information, or signatures of consent).
The traditional method of compiling these registers is, quite simply, a manual input from a booking manager, or administrator.
This will mean someone meticulously taking the information gleaned at the booking phase and manually adding this into a spreadsheet.
Manually updating registers for your courses is an inefficient use of your staff’s time
This will have an impact on sales, performance and customer experience
- It’s slow and laborious – registers might be vital, but their compilation can be a very slow process that saps time away from a staff member whose time could be much better utilised.
- It requires continuous updates – bookings don’t all come in at the same time, meaning that you either have to wait until the last minute and upload everything – which is pretty impractical, and even then, something might be missed or changed. Or, you keep returning the document to amend, edit, add new delegates, update information or delete cancelled bookings. Again, very labour-intensive and an impact on productivity.
Consider an organisation offering multiple sports camps for kids. The registration management could very easily need to include:
- Name
- Age
- Age Group
- Parent / Guardian name
- Emergency Contact
- Dietary Requirements
- Medical Conditions
- Consent to be Photographed
- Consent for Certain Activities
Then consider that a parent might not provide ALL of this information at the same time, meaning you need to return to update when it does arrive.
Then consider that there might be 20, 30, 40, maybe 100 kids on the course, all of whom need this information added.
Then consider that you might have to compile registers for 10, 20, 30 or more courses per month.
What should be a simple data entry process can quickly absorb huge swathes of time that could be put to much more productive purpose.
The Solution
When we talk about thinkBooker saving time and improving business development opportunities, this is a classic example of how we can help achieve this.
Every time a new booking is made, paid and confirmed in the booking system, the details are automatically added to the class register; without need of any manual input.
If the booker doesn’t provide all the information at the point of booking, thinkBooker provides the opportunity for them to simply login to their My Booking area at a later time to add the information, all of which is instantly and automatically added to the register.
This means that the course register is always up-to-date, providing real-time accuracy of delegates and all relevant data.
A task that could have taken hours, possibly days to stay on top of is now compiled in a matter of seconds.
Say Goodbye to Spreadsheet Writing
We know that some of the admin that’s inherent to a booking management process is vital for record-keeping, safeguarding and ensuring that the event is carried out effectively.
What thinkBooker helps you to do is stay on top of this admin, without it being a burden on time.
The days of writing endless spreadsheets can be a thing of the past, as the system pulls it all together for you; allowing you to view on your desktop, laptop, tablet or phone. And allowing your course leaders and instructors to have an accurate expectation of who should be attending, with a digital check-in and check-out feature to ensure accurate records of attendance are maintained.
Time is a precious commodity and to grow your business and deliver the customer experiences that are expected of a successful company, you need to choose the most productive ways to spend it.
Which is why letting a system like thinkBooker take the strain and remove the time-drain of laborious admin processes can allow your team the time to focus more on business development, engagement and service.
You know, all the good stuff.
At thinkBooker, we specialise in online booking systems for training courses, classes, activities and events – optimised for efficiency, growth and ongoing client satisfaction.
Browse the site to learn more about course booking systems, camps booking systems, event booking systems and more, or get in touch directly to find out how we can help you.
