What are the Advantages and Disadvantages of Using an Online Booking System?

It is not new that several Sports and Recreational Clubs are being modernized so that the clients can schedule their classes online, without having to make a phone call. The technology, although it has been around for a long time, has only started to become popular after businesses realized that this tool can be used to avoid repetitive mistakes, maximize profitability, and reduce the amount of time spent on administrative work.

Recent unfortunate events such as the development of the virus Covid-19 worldwide have forced businesses and clients to adapt old habits and implement new ways to cope with preventive measurements like social distancing to avoid the spread of the virus. A good option is to implement a Sports Club Management System that includes not only an online booking system but also a myriad of tools and services that can ultimately help your business thrive where others might struggle. Several businesses have already joined this trend, and the future points out that this is a technology that came not only to revolutionize the way businesses are managed, but also to make clients, professionals, and businesses life easier.

However, before deciding to implement such a system, it is best to question whether this system is the right one for you, and how will it impacts your business after its implementation. The article How to choose the right club management system for your company can help you discover what type of software is most suitable for your business needs. Let’s see then what are the main advantages and disadvantages of scheduling classes through phone calls, emails, messages, and via Online Booking System.

TELEPHONE SCHEDULING

The traditional method, which has been in force for decades, is the telephone class(es) scheduling: the customer picks up their phone, calls, is attended by the club’s call center or receptionist, asks when the club or professional has an available time slot, and then schedule the lesson. Simple enough right? It is if you can have a dedicated trained staff that can promptly answer phone calls when a client contacts your business.

The main advantage of this type of scheduling is the possibility for the client to take the call to clarify doubts and ask for guidance. On the other hand, it is common for the client to find the telephone line busy and, sometimes, have to insist throughout the day until they are answered. In these cases, it is still common for the employee to ask to wait “a minute” until they answer. With that, it can take up to 15 minutes or more for the client to schedule their lesson or book a court, generating dissatisfaction with the service.

Another disadvantage of this method is that the client does not have access to the business’ schedule, with all the available times. With that, the receptionist might end up contacting coaches and professionals multiple times to enquire about their availability, and that process can be slow and full of inaccurate information.

HOW DOES ONLINE BOOKING SYSTEM WORK?

The online booking option allows clients to make their reservation directly on the club’s website or app, without intermediaries, such as a call center or an attendant. This service is usually part of broader club management software, which, in addition to scheduling, provides other activities, such as financial and administrative management, reporting, clients’ records, etc. The system is paid and the price varies according to the chosen program. If you have specific requirements for your business, consider implementing a customized club management software.

With the software, the information will no longer be recorded on your business computer but will be stored in the cloud, which facilitates shared access between the business and other employees, whether from the office, from the street, or at home. To ensure security, only people with a login and password have access to the system.

POSITIVE AND NEGATIVE ASPECTS OF ONLINE SCHEDULING

An online booking system has numerous advantages. To start, it works 24 hours a day and seven days a week. Thinking about the clientele who work all day, have a busy life, and often just remember that they need to make a reservation after business hours, the system makes this possibility feasible. Allowing the client to schedule their class(es) or court(s) at night or even on weekends and holidays is a huge convenience.

Another positive point is that the system shows all selected classes available hours at the club, and the user acquires greater decision power. Besides, for the client to make a reservation, they can use either their smartphone, tablet, or computer, which is very practical.

The rate of non-attendance to reservations tends to drop significantly with the use of the online system, and the chances of scheduling errors due to communication failure also decrease. The time for the member to book a slot is also reduced, because if using the telephone it is necessary to have an idle line and an attendant available, over the internet within seconds the client can make a reservation.

Finally, by allowing the clients to make a reservation over the app, employees, who until then shared their activities with the scheduling staff, will have more time for other functions. In the case of larger clubs and businesses, which have a call center structure, spending on this sector can be reduced from the payroll.

It is fair to say that an online booking system offers more advantages than disadvantages. However, depending on the profile of the business, some disadvantages need to be taken into consideration. Apps and website bookings tend to appeal mainly to younger generations, familiar with the use of the internet and applications. Therefore, if the club’s target audience is elderly, for example, it may be that telephone contact has better acceptability, so make sure that the system to be implemented allows your business to serve both younger and elderly generation, and offer multiple channels of communication.

Second, a good system is usually paid, and “cheap” or cost-free options might cost you and your business a lot more than just a monthly subscription, so take your time and get all your questions answered before committing to a new system.

A solution to maintain competitiveness in the market without being left behind in technological terms is to allow clients to make their reservations by phone calls, messaging, emails, and over the internet, offering a combination of both methods. Over time, it is possible to assess which one most pleases the clientele.

If you are interested in implementing an online booking system for your business, drop us a message at contact@jogaapp.com, and schedule a free consultation session with our team of experts from JogaApp.