A language school of 1,000 clients with the admin load finally under control

The challenge

BrainyJAM Trnava faced significant challenges managing registrations, timetables, and lecturer lists for a school of up to 1,000 clients offering courses, translations, and tutoring. Manual processes were time-consuming and inefficient, hindering oversight and growth focus.

The solution

Zooza was implemented to automate previously manual processes and provide insights into client and session dynamics. 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

Students register via an online form, the administrator schedules lessons in Zooza’s calendar, and the system sends confirmation emails and SMS automatically. Lecturers mark attendance and manage replacement lessons, while the administrator works from detailed client profiles with payment and attendance status. Payment schedules update automatically, and reports cover attendance, payments, and lecturer hours.

Results

• Significant reduction in administrative task time
• Improved management of registrations, payments, and attendance
• Faster, easier communication with clients and lecturers

As Erika Rapavá added, “Thanks to Zooza, clients and lecturers no longer call us directly with basic questions. The flow of inquiries gradually moved to Zooza, allowing us to focus on meaningful interactions.” The integration significantly optimized BrainyJAM Trnava’s operations, allowing the team to focus on enhancing language courses.