Less admin, more growth: 400 children managed without the overload
ActiWOOWo
- Children's physical training and dance
- Multi-location
- Slovakia
“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.”
The challenge
ActiWOOWo experienced significant challenges in managing client registrations, payments, and attendance. The growing number of clients and expanding activities across multiple cities led to administrative overload, limiting their ability to focus on enhancing their services and building client relationships.
The solution
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
In practice, parents register their children through an online form on the ActiWOOWo website, the administrator schedules continuous-group sessions in Zooza’s calendar, and the system sends confirmation emails and SMS notifications with session details. Trainers use the Zooza app to mark attendance and manage make-up lessons, while the administrator works from a single client database with payment status and attendance records. Payment schedules and matching are automated, and detailed reports cover attendance, payments, and trainer hours.
Results
- 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.
As Lenka Považanová 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.” The integration has significantly optimized ActiWOOWo’s operations, contributing to the project’s ongoing success and growth.
