Online Childcare Booking System   

Executive Summary

XYZ is an organization in UK which provides sports and activity childcare during every school holiday at venues throughout the Midlands and offers you and your child a safe, fun, flexible and affordable childcare solution. The primary focus of this organization is to provide childcare to their parents in a much more active way where children’s can get involve in physical activities like cricket, dance, football etc. types of activities. So, this organization take bookings from the parents for their children during school holiday time so the children could spend the holidays much actively than sitting idle at home or just watching Television.   

In addition to the above there were a number of employees in this organization who were involve in a manual booking process of children’s sports activities at their different venues offices as XYZ has many venues throughout the Midlands.    

So, this was quite hectic at the holiday time for XYZ employees when many parents come to them for their child’s booking for different sports activities it was very difficult for the employees to cater all the parents during the working hours of their organization. And also, many offers were given to the parents while booking like discounts, free days, vouchers, 10 % off on sibling booking etc. this was quite challenging for employees to manage all these things manually while taking booking from the parents. Sometimes discrepancies take place in booking process and later XYZ need to answer the parents when they come and question and get the booking correct. This was really embarrassing for XYZ.    

Problems faced by XYZ Company

The main issue faced by the XYZ organization was due to the manual booking process sometime due to rush amount issue, date issue, or discount issue occurred. The booking data was also not available to all the different venues as there was no centralized system working, so for high level managers it was also difficult to see the consolidated reports for booking amount, booking details per venue wise, date wise, etc.   

Another major issue XYZ faced that sometime more children were booked for a particular activity than the allocated seats in it. Later on, XYZ needs to cancel the booking and re-booked the child in another available activity.   

As the manually booking process takes time so, when the parents came in huge volume to get their child booked in different sports activities before school holidays. Booking for all parents could not be taken in working hours of this organization.   

The work load on employees was more as they needed to prepare all the details in excel sheets and present to the high-level managers. So, the XYZ organization needed a much better way for the booking process of the sports activities for venues.   

Our Solution

Our client wanted a solution to overcome this booking sports activity process efficiently so all booking along with discount and other details can be handle robustly. Here Xrm Labs suggested XYZ to automate the booking process.   

We provided a solution as online web portal for taking booking from parents for their children’s linking it to the MS CRM. For all sports activity Centre across the Midlands.   

• A Parents login’s is being given after login parent lands to the home page of online web portal and selects a sports activity with the respective dates or weeks to book for their children’s.  
• Each booking process has set of functionality that allows user to apply discounts, coupons and at end the select the payment type.  
• As the booking is done the system send a mail to the parent’s email id with the detail of the booking details and receipt of the booking.  
• As the parents successfully booked sports activity for their child it is being saved in MS CRM with complete details as the activities performed on web portal it is been saved in MS CRM.  

It maintains an updated list of contacts on the CRM system based on the list of customers/parents XYZ Company registers on the XYZ online booking portal. The MS Crm holds the booking information for all the venues of XYZ sports activity Centre throughout the Midlands. As of now our online booking web portal is been used to take booking from the parents for all the sports activity Centre across the Midlands.   

Technologies Used

Our client wanted a solution to overcome this booking sports activity process efficiently so all booking along with discount and other details can be handle robustly. Here Xrm Labs suggested XYZ to automate the booking process.   

• DotNetNuke 9.10.02
• HTML, CSS, Java Script
• D365

Client Benefits

After implementing the Online Childcare Booking System, XYZ experienced the following benefits:

• Better Customer Satisfaction.
• New booking process is much more user friendly and also reduced the booking time.
• Reduced booking time process by 80% .