How Tri Šišky Family Centre Optimized Administrative Tasks and Focused on Courses with Zooza

Client Background:

• Company Name: Tri Šišky Family Centre
• Industry: Family and Children Development
• Location: Trnava, Slovakia
• Company Size: Up to 1000 clients. Provides a variety of developmental activities for families with children
• Mission: To offer a welcoming and enriching environment for families, promoting child development and family bonding.

Challenge

Problem Statement: Tri Šišky Family Centre faced challenges in managing administrative tasks, which took time away from focusing on courses, new projects, and customer engagement. The manual processes were time-consuming and inefficient.

Solution

Implementation of Zooza: Zooza was implemented to streamline administrative tasks and provide comprehensive management of Tri Šišky Family Centre’s activities. Key features utilized include:

• Online registration form and calendar for activities
• Client database with filtering
• Attendance tracking with replacement lessons
• Client profile with payment overview
• One-off and hourly payments
• Email and SMS communication
• Scheduling of venues and activities
• Detailed reporting

Unique Features:

• Automates daily client communication, significantly reducing emails, SMS, and phone calls
• Simplifies course organization and lesson opt-outs
• Provides comprehensive insights into client activities and course offerings

Basic Flow

1. Client Registration: Parents register their children for activities via an online registration form on the Tri Šišky website.
2. Scheduling: The administrator schedules activities using Zooza’s calendar tool.
3. Automated Communication: Zooza sends confirmation emails and SMS notifications to clients with activity details.
4. Attendance Tracking: Instructors 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 instructor 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 an activity 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 and customer engagement.
• Enhanced Efficiency: Automated systems improved the management of registrations, payments, and attendance.
• Improved Communication: Easier and faster communication with clients and instructors.

Client Testimonials: Michal Šiška shared, “Zooza saves us a lot of time on administrative tasks, allowing us to focus more on developing courses and engaging with our customers. The reduction in emails, SMS messages, and phone calls is significant, and the system’s ease of use has made a big difference in our daily operations.”

Conclusion

Summary and Future Outlook: The integration of Zooza has significantly optimized the operations of Tri Šišky Family Centre, allowing the team to focus on enhancing their developmental activities. The streamlined processes and improved administrative efficiency have contributed to the project’s ongoing success and growth.