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30 June 2019 / by Gareth Hill

Course Registers: Eliminating the Time Drain

The problem with compiling registers for courses, camps or tours is that, while crucial documents in the managing of your bookings and delegates, they are also invariably a major drain on your time.

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So, what would a register be needed for?

Registers play an important role within many booking journeys; typically used by organisations who run:

  • Training courses
  • Activity or sports camps
  • Tours (think, stadium, guided historic, or distillery tours, for example)

The Old-fashioned Way

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.  

The Time Drain

This type of manual process has some obvious inherent drawbacks, that can have a negative impact on user 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 registers 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.

Admin saving with thinkBooker

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 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 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, compliance 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. Or to be downloaded as a CSV file and printed off in hard copy should that be required.

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.

Interested in learning more about how your booking system can help you save time and make money? Why not sign up to receive a copy of our white paper: 5 Steps to a Better Booking System, here

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