Helping schools maximise their lettings potential

Transcription

1 Helping schools maximise their lettings potential BookingsPlus is a complete administration system, accessed via the internet. It includes a website for marketing your facilities, a bookings system, online accounts for your hirers and a simple online payments solution. It is designed to be ipad and smartphone friendly.

2 Key features & benefits Marketing Website: Market rooms and hirer s classes Display rooms for hire and party packages Online enquiry form Display hirer s classes Populate class dates & times automatically from booking system Link to your hirers websites Link to facebook / twitter accounts Unlimited number of pictures Customise with your own pictures / wording Display terms & conditions, and code of conducts on your rooms Increase enquiries, increase sales Capture information, reduce admin Increase customer loyalty, engage with local community Reduce admin time Optimise your website in search engines Drive people to your social media sites Look professional, advertise special offers Flexible tool allowing you to be in control Clear communication of terms

3 Venue Management: Set-up your rooms, your website and other key info Create rooms, input prices, add room characteristics and scrolling pictures easily Add in holidays and closures Forms to feed your website Set-up GoCardless to enable online payments in 5 minutes (just need your bank account details) Set-up default billing details including address, logo, payment terms etc Edit your automated templates Display messages in the hirers accounts and set up default codes of conduct that appear on each booking Easily quote prices and see what equipment is in a room etc Know when it is a school holiday and book termtime only. Close the school so there can be no bookings on that date Flexible tool allowing you to be in control of your website including wording, adding pictures, logo s, adverts, linking to other websites etc. Cheaper processing and encourages hirers to pay quicker Clear and consistent billing Clear communication of your procedures, code of conducts, billing etc Clear and concise communication with hirer Automated s: Pre-populated templates triggered by the administrator Flexible automated ing to hirers triggered by the administrator templates provided: Welcome ; Thank-you for your enquiry ; Booking confirmation ; New bill ; Bill reminder ; School booking confirmation Administrator is prompted as to whether they want to send an Reduce admin. Clear and consistent communication to hirers Flexible templates allowing the administrator to be in full control Flexible and user controlled

4 Management Dashboard: Drive sales, reduce debt & focus the team Highlights new enquiries Highlights new bookings Highlights invoices due to be paid Send reminders to hirer Highlights provisional bookings Highlights bookings due for renewal Displays the value of your bookings Encourages enquiry conversion, increase sales Keep abreast of new bookings & hirers Encourages chasing of debts Easy to remind hirers to pay and reduce debt Encourages to convert to confirmed booking, increase sales Encourages to get rebooked, customer loyalty Understand sales & your forecast

5 Enquiries: Capture and convert quickly Online enquiry form on your website New enquiries highlighted on dashboard Record enquiries received via phone or , capturing their contact details, what they want to book, when, where they heard about you, price quoted and notes Status of enquiries displayed eg, quote sent, show-round booked, follow up required Convert to booking with the click of a button Excel enquiry reports Capture hirer information quickly Encourages to turn into booking, increase sales Complete record of enquiries & understanding as to what marketing is working for you Easily manage enquiries and convert to bookings Easily convert enquiries in the system to bookings in the calendar quickly Understand your enquiries

6 Clients: Add new clients, and view current and archived hirers Record hirer contact details including notes Set VAT rate for a hirer which will automatically populate their bookings (can edit) Create new users who can login to their own account and pay the bills on behalf of a hirer View bookings for each hirer quickly and easily with a search facility Easily view audit trail of invoices, credit notes, payments and refunds Quickly generate an invoice for a customer, cancel bookings, create credit notes, record manual payments (eg, cash) and refunds Excel reports of hirers contact details Upload hirers documents or view documents the hirer has uploaded See the date that the terms & conditions were accepted Know your hirer inside out, and communicate to other administrators key info about them Remember which hirers have which rates easily! And get their bookings right Ideal for football teams and adult learning classes who have a central finance person separate from the hirer Reduce admin and easy to obtain info Reduce mistakes, understand account easily Easily administer hirers accounts, reduce admin time Ideal for marketing campaigns Ideal for keeping insurance documents, child protection policies, PAT certificates, training etc all in one place, reduce admin time Automated & clear Hirer Account: Account for hirer to login, view bookings and pay online Hirers can view their bookings, invoices and credit notes in one place Online payment with GoCardless Realtime information linked to booking system Invoices paid via GoCardless are marked as paid automatically Hirers have to sign up to your terms and conditions Code of conduct highlighted on every booking Hirer or admin can upload insurance documents / PAT tests / Training quals etc Special promotions & notices can be posted onto the hirers dashboards School staff and FM staff can have their own account where they can view their bookings eg, school productions, parents evenings, hall maintenance etc. Clear communication of booking, prices, payments received etc Encourages quick payment Timely & accurate information Reduced admin Clear communication of terms and date signed up no ambiguity! Clear communication Quick for hirer to do, all documents in one place Quick & easy communication Clear communication of school bookings

7 Bookings: Forms to create new and edit existing bookings Pre-populated with your code of conduct Ability to book several spaces over many weeks at a particular time Summarised costings shown on each booking Add sundries such as tea/coffee or equipment Record any instructions and set-ups for the FM team Record any specific instructions for the hirer that appears on their bookings Reduce admin time and clear communication of codes on every booking Reduce admin time Easily quote for a big booking Clearly stated sundries that appear on a report for the site staff so they know any additional items that have been booked Clear communication. Automated reports for FM / site staff Clear communication to hirers Calendar: Display bookings in each room by day Drag across the calendar on a room and across a time span to create a booking pre-populated with the date, time and room Click on a room to view pictures, prices and key information School bookings and maintenance bookings can be input and are highlighted in red Colour coded for school, provisional and confirmed bookings Display rooms by category eg, dance, sports School daytime bookings highlighted Colour coded sign on each booking to indicate payment status of the booking Quick, easy and intuitive booking Clear communication for admin staff and makes training new staff easier Easily block areas out as unavailable and create bookings that cannot be invoiced Quickly decipher between the different types of bookings Minimise the rooms viewed making it easier to see what is and isn t booked Free for the school to use to record their daytime bookings if required Easily see the customers that have not paid their bills for the days bookings, reduce debt!

8 Invoicing: Quick & Easy less than a minute!! One click to generate draft invoices for all clients for a time period of your choice One click to convert draft invoices to actual invoices and to hirers letting them know they have a new bill One click to bulk send reminder s for unpaid invoices Default payment terms on all invoices Printable VAT invoice that appears in hirer s account as soon as created Automated credit note creation when cancelling bookings Payments, refunds and credit notes can be matched to an invoice Excel reporting on sales, unpaid invoices, payments received etc Minimal time spent on creating and sending invoices Reduce admin & clear communication Reduce time spent chasing debtors Clear communication of payment terms, fewer debts No paper invoicing, no printing costs, no costs of envelopes & postage Minimise VAT calculation mistakes & reduce admin time Clear communication as to what is outstanding for payment on each bill Easily understand your sales and debtor position

9 Payments: Online and manual payments Hirers can view their bills in their account, and click a button on the bill to pay it instantly Payments are automatically matched to the invoice and the invoice is marked as Paid Cheque/cash & BACS payments can be added manually and matched to an invoice. Refunds can also be recorded GoCardless fee s are 1% with a maximum charge of 2 per transaction The administrator can mark the payment as reconciled when they see it come through the bank account Encourages hirers to pay it as soon as they see their bill, rather than forget about it Hirer can see they have paid, and so can the administrator. Reduced admin! Flexibility to take all types of payments and record them Cheap processing! Keep track of what has and hasn t come through your bank account Reports: To analyse and understand your school lettings Excel reports run between a start and end date Activity reports and attendance registers aimed at site staff, detailing: bookings, notes, sundries and with space to sign that a room has been checked at start and end of shift etc. Bookings Value reports detailing your bookings with the associated value Invoice related reports detailing all invoices and credit notes, unpaid invoices and any payments received VAT shown too Client reports with contact details Enquiries report with names, dates, rooms, quotes etc Credit note report Easy to pull out and manipulate as required Improved communication with site staff Ideal to understand what bookings you have generated and to help with forecasts of up and coming bookings Easily know your sales, debtor situation and calculate your vat liability Ideal for marketing campaigns Helps you know how many enquiries you are receiving and the status you are at with each one Know what credit notes are being raised and keep track of them We would welcome the opportunity to demo BookingsPlus to you. To arrange a convenient time, please call or bookingsplus@kajima.co.uk.