How BrainyJAM Trnava Improved Operational Efficiency with Zooza

Client Background:

• Company Name: BrainyJAM Trnava
• Industry: Language School
• Location: Trnava, Slovakia
• Company Size: Up to 1000 clients. Serves a diverse community of students, offering courses, translations, and tutoring
• Mission: To provide high-quality language education, fostering a professional and pleasant learning atmosphere.

Challenge

Problem Statement: BrainyJAM Trnava faced significant challenges in managing registrations, timetables, and lecturer lists. The manual processes were time-consuming and inefficient, hindering their ability to maintain an overview and focus on growth.

Solution

Implementation of Zooza: Zooza was implemented to streamline administrative tasks and provide comprehensive management of BrainyJAM Trnava’s activities. Key features utilized include:

• Online registration form and continuous groups
• Collection baskets for individual and group lessons
• Attendance tracking with replacement lessons
• Automatic scheduling of individual lessons
• Client profile with payment overview
• 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, lecturers, and clients

Basic Flow

1. Client Registration: Parents and students register for language courses via an online registration form on the BrainyJAM Trnava website.
2. Scheduling: The administrator schedules lessons using Zooza’s calendar tool, accommodating both individual and group lessons.
3. Automated Communication: Zooza sends confirmation emails and SMS notifications to clients with lesson details.
4. Attendance Tracking: Lecturers use the Zooza app to mark attendance and manage replacement lessons.
5. Client Management: The administrator accesses the client database to view detailed profiles, including payment status and attendance records.
6. Payment Processing: Zooza automates payment schedules and matches received payments, updating client profiles accordingly.
7. Reporting: The administrator generates detailed reports on attendance, payments, and lecturer 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 lesson 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 lecturers.

Client Testimonials: PaedDr. Erika Rapavá shared, “Zooza improved our overview of students, courses, and lecturers. It has been a gradual transition, but the system has significantly reduced our administrative load and allowed us to focus more on our clients and course quality.”

She further added, “Thanks to Zooza, clients and lecturers no longer call us directly with basic questions. The flow of inquiries is gradually moving to Zooza, allowing us to focus on more meaningful interactions.”

Conclusion

Summary and Future Outlook: The integration of Zooza has significantly optimized the operations of BrainyJAM Trnava, allowing the team to focus on enhancing their language courses. The streamlined processes and improved administrative efficiency have contributed to the project’s ongoing success and growth.