We operate an outdoor educational facility, specialising in providing a diverse range of courses and holiday clubs tailored for children. As our organisation continues to grow, we've encountered challenges in managing the increasing administrative workload associated with bookings, order tracking, and processing. Our goal is to streamline these processes to ensure a more efficient, error-free operation that allows our team to focus more on delivering high-quality educational experiences.
To address these challenges, we are seeking to develop a self-service portal. This portal will serve two primary functions:
1. Order Tracking: It should enable easy tracking of orders, from the initial booking to completion. This includes registration for courses, payment processing, and any other order-related details.
2. Child Information Management: The portal must allow parents or guardians to create and update records for their child or children. This record should include crucial information such as emergency contacts, allergies, and medical details. It's essential that this information is securely stored, easily accessible, and can be updated by parents as needed. This form should also be integrated into our ordering process – e,g. new clients will be promoted to complete the blank record information, existing clients with repeat orders should be presented with the data already held for verification.
A key feature of this system is the integration between the order tracking and child information management. Each booking should be linked to the child's record, creating a comprehensive register. This register will be instrumental in our operational processes, particularly in preparing for sessions in our outdoor settings. It should be designed to be portable and easily accessible in the field, ensuring that our staff have all the necessary information at their fingertips, such as participant lists, emergency contacts, and health-related precautions.
We currently use a booking plugin called Amelia – which manages our orders and as such the developments created should integrate with this system.
This integration aims to enhance our preparation and response capabilities during our outdoor activities, ensuring a safer and more responsive environment for the children we cater to.
We are looking for a solution that is user-friendly, secure, and flexible, capable of adapting to our growing needs. The system should also comply with data protection regulations to safeguard the sensitive information of our participants.
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