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From click to classroom: School event booking redefined

Client

B.A. Academy

Location
Sussex, UK
Main Service
Web Development
Client

B.A. Academy

Location
Sussex, UK
Main Service
Web Development

Overview

A digital leap for extracurricular excellence

In an era where digital convenience is not just appreciated but expected, BA Academy came to us with a vision to redefine how extracurricular activities are accessed and managed in schools across the United Kingdom. Renowned for their extensive range of after-school events, they aimed to streamline the booking process for parents and bolster the overall management system for schools and coaches. The mission was ambitious: to completely revamp their existing digital infrastructure to align with the modern demands for convenience, efficiency, and user engagement.

We were entrusted with this comprehensive project, leveraging our expertise in eCommerce and advanced web development to meet and exceed the project’s broad objectives. Our task was not only to redesign BA Academy’s public-facing website but also to engineer a bespoke, intuitive booking system. This system was meticulously developed to ensure a frictionless user experience, from account creation to event selection, integrating dynamic logic to accommodate various user roles and preferences. Emphasizing a user-centric design, we introduced a range of innovative features, including a dynamic event booking form, a personalised account management area, and a sophisticated backend event management system. Through these enhancements, we have redefined the standard for discovering, booking, and managing extracurricular activities, positioning BA Academy at the pinnacle of digital innovation in education.

Redefining the booking process

At the heart of our project with BA Academy was a significant challenge: to completely redefine and streamline their event booking system. The existing process was cumbersome for both parents and administrators, marked by inefficiencies that hindered the overall experience and operational flow. Our goal was ambitious yet clear – to transform this critical aspect of BA Academy’s service into a model of digital efficiency and user-friendliness. This meant not only enhancing the speed and simplicity of booking events for parents but also drastically improving the backend administration process. By integrating the booking system directly into the website and creating a seamless account management interface, we aimed to create a solution that was both intuitive for users and powerful for administrators. The challenge was not just about upgrading technology but about creating a more connected, efficient, and enjoyable experience for every user involved.

Speed Up Bookings

The time it took for parents to place a booking for an event had to be cut in half.

Improve Admin Efficiency

The time required by admins to administer events and bookings had to be cut in half.

Account Integration

Integrate the ability to book an event into a frontend account area.

Website Integration

Replace their external booking system with one that was integrated into the website.

Speed Up Bookings

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Improve Admin Efficiency

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Account Integration

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Website Integration

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What We Did

Innovative features of our booking system overhaul

In the heart of our transformative project for BA Academy lies a suite of key features designed to redefine the event booking landscape. Each element was carefully engineered to enhance user interaction, streamline administrative tasks, and ensure a seamless flow from initial interest to event participation. Here’s a glimpse into the innovative features that set this project apart:

Revolutionising bookings with our live form technology

We’ve transformed the event booking experience with our dynamic, real-time booking form. Tailored to simplify the process for parents, our interface ensures securing a spot at upcoming events is more efficient and hassle-free than ever, reflecting our commitment to user-centric design.

Crafting personalised dashboards for enhanced user management

Our bespoke customer area redefines personalisation in event management. We designed this dashboard to offer users unparalleled ease in managing bookings, viewing event details, and updating personal information, all from one streamlined location. This dashboard was tailor-built to ensure critical features could be easily powered.

Elevating event management with advanced backend solutions

At BANKS, we’ve developed an advanced, intuitive backend system tailored for WordPress. This solution empowers administrators with efficient management tools for events, bookings, and user data, ensuring enhanced precision and control in every operation.

Introducing real-time attendance tracking for seamless event execution

Our live event registers feature brings real-time attendance tracking to the forefront of event management. Designed to facilitate smooth event execution and school safety compliance, this feature allows immediate updates and access to attendee lists, simplifying management tasks for coaches and schools.

Unifying the entire digital experience under one roof

We launched a new website on WordPress, integrating all new features into a single domain to eliminate the need for separate booking systems. This strategic integration allows for effortless publishing of event information and dynamic page template creation, ensuring customers access information faster and enjoy a seamless digital experience.

PAUL BANKS

Co-Owner

Through the BA Academy project, we’ve once again proven that innovation and personal touch can transform even the most complex challenges into remarkable successes. This wasn’t just about enhancing a booking system; it was about creating an experience that resonates with every user, mirroring the dedication and passion we, as twins, have poured into BANKS from day one. The outcome is a testament to our belief that when you blend technical expertise with genuine care, the possibilities are endless. All of this was achieved through our bespoke WordPress solutions, encapsulating comprehensive eCommerce and web development services, showcasing our ability to deliver tailored, impactful results.

ALEX BANKS

Co-Owner

Through the BA Academy project, we’ve once again proven that innovation and personal touch can transform even the most complex challenges into remarkable successes. This wasn’t just about enhancing a booking system; it was about creating an experience that resonates with every user, mirroring the dedication and passion we, as twins, have poured into BANKS from day one. The outcome is a testament to our belief that when you blend technical expertise with genuine care, the possibilities are endless. All of this was achieved through our bespoke WordPress solutions, encapsulating comprehensive eCommerce and web development services, showcasing our ability to deliver tailored, impactful results.

Paul Banks

Co-Owner

Alex Banks

Co-Owner

Results

A new chapter for BA Academy

+3
School Partnerships

Right from the launch weekend, the new website and booking system garnered attention, leading to three schools within their operational areas reaching out with interest in BA Academy’s services. This early sign of success underscores the platform’s potential to attract and engage key stakeholders.

100%
Customer Feedback

The feedback from parents and administrators was unanimous—usability and satisfaction with the website have seen a dramatic improvement. The intuitive interface and simplified booking process have significantly reduced the effort and time users spend on the site, elevating the standard for educational event management online.

50%
Admin Reduction

The custom backend management system has proven its worth by cutting administrative tasks in half. This leap in operational efficiency not only boosts staff productivity but also redirects focus towards enhancing event quality, marking a shift towards more strategic resource allocation.

“Wow, what a journey with BANKS! From day one, they got what we were about and the challenges we faced. The new site and booking system are just fantastic – it’s like they breathed new life into our operations. Seeing schools reach out so quickly was beyond our expectations. And the feedback? Parents and our team love the new setup. It’s made everything so much easier and efficient. Huge thanks to the BANKS team for making this happen.”

Bem Asare
Founder & CEO

Project Breakdown

Project Scope

Services Required

  • eCommerce
  • Web Development

Areas Covered

  • Site Redesign
  • Frontend “My Account” Area
    • Bespoke Build
    • Guided Account Creation
      • Dynamic Logic
      • User Roles
      • Progress Information
    • Account Management
      • Add Personal Details
      • Create Attendee Records
      • Manage Bookings
      • Update Password
    • Event Booking Form
      • Choose Venue & Event
      • Add Saved Attendees
      • Select Ticket Options
      • Coupon Code Function
      • Event Guidance Information
      • Stripe Payment Function
      • Hidden Fields for Site Functions
      • Advanced Fields
        • Calculation Fields
        • Nested Form Fields
        • Dynamically Populated Choices
  • Backend Event Management
    • Custom Post Type
    • Custom Taxonomies
      • Venues
      • Locations
      • Activities
    • Custom Admin Fields
    • Integration into Event Booking Form & Website
      • Automatically output venues with name and logo to key web pages
      • Automatically populate event booking form fields such as venue, events, ticket options, prices, inventory, event information
  • Manage Event Bookings
    • Search and manage bookings
    • Email attendees for specific events
  • Event Registers
    • Private Area for coaches and schools
    • Live attendees register for each event
    • Restricted access for each coach and school
    • Create and submit a register

Timeline

  • 16 weeks

Platform

  • WordPress