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Case study 


Class Booking System
for Sports Coach Company

The Challenge

  • Fragmented Tracking
    Class bookings, cancellations, and reschedules were recorded manually across multiple tools, making it difficult to maintain an accurate, centralised record.

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  • Error-Prone Data Entry
    Manual text input often led to typos, inconsistent naming, and inaccurate reporting.

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  • Limited Visibility of Operations
    Summarising how many classes each coach delivered, or tracking client activity, was time-consuming and often incomplete.

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  • Cumbersome Filtering & Searching
    Finding specific class, coach, or client information required navigating through multiple records.

  • Lack of Visual Insights
    Data was presented only in raw text format, making it hard to spot trends or status changes.

The Solution

  • Centralised Booking System
    A single, customised platform to add, edit, and manage all classes, with integrated tools for tracking bookings, cancellations, and reschedules in real time.

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  • Error-Proof Input
    Dropdown lists for schools, teachers, and class types minimise typing errors and maintain data consistency.

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  • Automated Summaries & Reports
    Instant overviews of key metrics, including coach workload, class frequency, and client statistics, available at the click of a button.

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  • Visual & Customisable Dashboards
    Colour coding to indicate booking status (booked, cancelled, pending) and integrated charts for data visualisation, with options for further customisation.    ​

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The Impact

  • Streamlined operations with all booking and class data managed in one system

  • Reduced administrative errors through controlled input fields and dropdown menus

  • Improved decision-making thanks to instant, accurate summaries and visual reports

  • Time savings from faster searches, filtering, and automated reporting

Bespoke Class Booking & Tracking System

for a UK Coach Hire Business

 

The Challenge

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Senacea was approached by a UK-based hire-a-coach business that provides temporary coaching and physical education services to schools nationwide.

The client’s main challenge was managing a high volume of class bookings, cancellations, and reschedules across multiple locations and coaches. With no centralised system in place, tracking this information was slow, prone to error, and offered limited visibility of overall performance.

In particular, they struggled to:

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  • Maintain an accurate, up-to-date record of scheduled, rescheduled, and cancelled classes

  • Summarise performance data for multiple coaches, clients, and class types

  • Quickly retrieve specific booking or client information

  • Reduce the risk of errors caused by manual data entry

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They needed an efficient, reliable, and customisable system that could track all classes, summarise key statistics, and provide an at-a-glance view of business operations.

 

The Solution

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After analysing the client’s workflows and understanding the data they wanted to monitor, Senacea designed a customised class booking and tracking system tailored to their needs.

Key features included:

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  • Class Addition: Easily add and record new classes directly in the system.

  • Reference List Update: Quickly add new schools, teachers, and sports classes, automatically making them available in dropdown menus.

  • Data Filtering: Search and filter by specific classes, clients, or coaches for instant results.

  • Data Summaries: Automated overviews showing the number of classes each coach delivers, the most frequent class types, and client activity statistics.

  • Customisation & Visualisation: Colour-coded booking statuses (booked, cancelled, pending), chart-based data visualisation, and the option to tailor displays to user preferences.

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To improve data accuracy, the system replaced manual typing with controlled dropdown fields, reducing typos and ensuring consistent data formatting.

In addition, the framework was designed for scalability, allowing future integration of:

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  • Pricing schedules

  • Grouped classes and learning cycle numbering

  • Automated email notifications

  • Data export capabilities for reporting and analysis

 

The Impact

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The new system transformed the client’s operations by:

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  • Centralising all booking data in one easy-to-use platform

  • Reducing administrative errors with dropdown-driven inputs

  • Providing instant performance insights through automated summaries and charts

  • Saving time in searching, filtering, and generating reports

  • Laying the groundwork for further automation and feature expansion

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