How Marine Swim Academy Optimized Administrative Tasks and Focused on Quality with Zooza

Client Background:

• Company Name: Marine Swim Academy
• Industry: Children’s Swimming Courses
• Location: Slovakia
• Company Size: Up to 400 clients. Offers swimming courses for children of various age groups
• Mission: To provide professional and accessible swimming education that enhances the movement development of children.

Challenge

Problem Statement: Marine Swim Academy faced challenges in managing client communication, course organization, and lesson opt-outs. Manual processes were time-consuming and inefficient, impacting the quality of lesson preparation and personal time for the founder.

Solution

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

• Online registration form and registration calendar
• Continuous groups
• 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 lecturers
• 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 swimming courses via an online registration form on the Marine Swim Academy website.
2. Scheduling: The administrator schedules lessons using Zooza’s calendar tool, accommodating continuous groups.
3. Automated Communication: Zooza sends confirmation emails and SMS notifications to clients with lesson 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 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 lesson preparation.
• Enhanced Efficiency: Automated systems improved the management of registrations, payments, and attendance.
• Improved Communication: Easier and faster communication with clients and instructors.

Client Testimonials: Denisa Pavelka shared, “Zooza helps me and makes it easier to organize courses. The number of emails, SMS messages, and phone calls has rapidly decreased because Zooza communicates for me. Thanks to Zooza, I can spend the time I have saved on better preparation for lessons, family, and relaxation.”

Conclusion

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