How ActiWOOWo Streamlined Administration and Focused on Growth with Zooza
Client Background:
- Company Name: ActiWOOWo
- Industry: Children’s Physical Training and Dance
- Location: Slovakia
- Company Size: Up to 400 clients. Provides general movement training and dance courses for children across multiple cities
- Mission: To foster physical development and joy in children through quality courses and passionate teaching.
Challenge
Problem Statement: ActiWOOWo experienced significant challenges in managing client registrations, payments, and attendance. The growing number of clients and expanding activities led to administrative overload, limiting their ability to focus on enhancing their services and building client relationships.
Solution
Implementation of Zooza: Zooza was implemented to streamline administrative tasks and provide comprehensive management of ActiWOOWo’s diverse activities. Key features utilized include:
- Online registration form and continuous groups
- Attendance tracking with replacement lessons
- Client profile with payment overview
- One-off and hourly payments
- Email and SMS communication
- Scheduling of venues and lecturers
- Detailed reporting
Unique Features:
- Automates manual processes previously managed manually
- Provides insights into client and session dynamics through detailed statistics
- Facilitates effective communication between administrators and clients
Basic Flow
- Client Registration: Parents register their children for courses via an online registration form on the ActiWOOWo website.
- Scheduling: The administrator schedules training sessions using Zooza’s calendar tool, accommodating continuous groups.
- Automated Communication: Zooza sends confirmation emails and SMS notifications to clients with session details. Also available in their profile on the website, where it is possible to manage make-up lessons.
- Attendance Tracking: Trainers use the Zooza app to mark attendance and manage make-up lessons.
- Client Management: The administrator accesses the client database to view detailed profiles, including payment status and attendance records.
- Payment Processing: Zooza automates payment schedules and matches received payments, updating client profiles accordingly.
- Reporting: The administrator generates detailed reports on attendance, payments, and trainer hours to monitor operational efficiency and performance.
Alternative Flows
- Registration Errors: If a client inputs incorrect information during registration, Zooza notifies the administrator to correct the data.
- Session Changes: If a session needs to be rescheduled, Zooza sends automated notifications to all affected clients.
- Payment Issues: If a payment fails, Zooza alerts the administrator and the client to resolve the issue.
Results
Quantifiable Success:
- Time Savings: Significant reduction in time spent on administrative tasks, allowing more focus on course development.
- Enhanced Efficiency: Automated systems improved the management of registrations, payments, and attendance.
- Improved Communication: Easier and faster communication with clients and trainers.
Client Testimonials: Lenka Považanová from ActiWOOWo shared, “Zooza helps us the most with an overview of the registered clients. It is always up-to-date for all parties at any given moment. It is practical that the information for each training session can be traced back, we can refer to it reliably, or edit it as necessary before, during or after the end of the training session.”
She further added, “Thanks to Zooza, we no longer have to communicate with clients individually 24 hours a day, 7 days a week. The system provides basic operation and frees my hands for other activities.”
Conclusion
Summary and Future Outlook: The integration of Zooza has significantly optimized the operations of ActiWOOWo, allowing the team to focus on enhancing their physical training courses. The streamlined processes and improved administrative efficiency have contributed to the project’s ongoing success and growth.
