Setting up for Success: Unlocking Events

Editor's Notes

• #2: -During the webinar if you have specific questions, feel free to ask via chat feature. Niki answer. -CLICK
• #3: -Today we are going to cover: Challenges that our clients are facing when it comes to scheduling What’s at stake for you if you don’t take action now Provide you with some Best Practices to have for your school Explain Key Performance Indicators and what they mean for you I will have a little show and tell for you We will take any questions that you might have along with sharing other client’s questions And of course provide you with resources and take aways for you to be successful!
• #4: From what we’ve heard working with our clients, some of your top challenges are: Productivity – It’s hard managing schedules and preventing conflicts throughout an entire district or campus, especially larger ones Communication – Making sure everyone is aware of what is going on and when can be very difficult Budget – Managing the invoices and fees is essential to a strong cost recovery program Reporting and Documentation – District’s need a way to help departments analyze their performance
• #5: -By NOT taking action now? What could be at stake for your school -CLICK
• #6: When you’re truly maximizing your facility scheduling tools, your school can: Improve your team’s efficiency by $5 per student each year. So, for a school of 3000 students, that’s $15,000 you could be saving You can recover $18 per student with a strong cost recovery program And you can save 45 minutes per invoice, which adds up quick – if you host just 150 events, that’s more than 112 hours! Talk about saving time and money! 
• #7: So, Where do we start? The challenges I mentioned earlier: Productivity, Communication, Budget and Reporting – our facility scheduling tool has a solution for ALL of those. First, let’s talk about Productivity.
• #8: Productivity Facility Scheduling increases productivity by streamlining communication between requesters and schedulers and automatically routing those requests. Outside organizations can utilize CommunityUse to submit their schedule requests in a centralized location. All requests come into facility scheduling and follow the automatic routing that you setup. These users must agree to terms and conditions that you set forth, they have to associate themselves with an organization and provide proof of insurance. For your internal requests, there is the MSB page. While they don’t need to give insurance or agree to terms and conditions, the request process is the same. On the screen, you will see what it looks like for your outside organizations requesting your facility. You will notice that it is a very straight forward form for them to fill out. We can provide you with CYU and MSB documents to walk your users through the process to take the questions off of you.
• #9: Another important part of productivity and communication is Routing The first picture you see is an example of Schedule routing You can route based on your current approval process – but it’s all online! No more sticky notes and piles of papers to go through! This makes approving or declining schedules quick and easy for everyone The second picture you see is an example of Maintenance and IT routing When your requesters need certain Event Setup crafts for their event, they are able to pick exactly what they need. You can then have these crafts specifically routed to your Service Providers.
• #10: Once a task is created from a schedule, emails can be sent out to your service providers. A work order or incident can be created from the task with the click of a button. The picture you see is what it would look like for an administrator or a service provider on their home page. Notice for this particular schedule, certain things need to be done. (Talk about three things)
• #11: When it comes to Budget, Invoicing will be a huge help Schools can recover costs by charging for community use of their public school facilities. Schooldude facility solutions enable staff to automatically produce professional invoices for community organizations, including initial and past due notices. If your school or district already has a fee schedule – it can be entered into the system and be automatically pulled into an invoice based on the booking organization and the location of the event. You can also manually add in line items so the invoice accurately reflects the necessary charges. While you can recoup costs by charging for facility usage, you can also decrease energy costs by utilitizing FSAutomation – a product that works directly with your facility scheduling tools to manage the lighting and HVAC services in your school or district. Some of our districts have reported energy costs reduced by 15% by automating their HVAC and lighting through FSAutomation. We also have Online Payments The new online payment functionality of the Event Essentials Pro platform allows you to complete the billing and collection process online. Everything for your facility scheduling process – from receiving requests to processing usage fees is all in one place. (If you want to learn more about FSAutomation or about online payments and the Pro platform, we’ll put up a poll towards the end of the webcast with an option for you do so.)
• #12: While you can recoup costs by charging for facility usage, you can also decrease energy costs by utilitizing FSAutomation – a product that works directly with your facility scheduling tools to manage the lighting and HVAC services in your school or district. Some of our districts have reported energy costs reduced by 3-5% by automating their HVAC and lighting through FSAutomation. That’s a savings of $15 per student We also have Online Payments The new online payment functionality of the Event Essentials Pro platform allows you to complete the billing and collection process online. Everything for your facility scheduling process – from receiving requests to processing usage fees is all in one place. (If you want to learn more about FSAutomation or about online payments and the Pro platform, we’ll put up a poll towards the end of the webcast with an option for you do so.)
• #13: Facility scheduling has great reporting capabilities You are able to track your facility usage costs with billing, payment, and usage summaries Notice the report on the screen, you are able to get invoice summaries and easily keep track of it all You can run reports to see how often your facilities are being used and by who If you have certain reports that you always need to run, we have an easy way for you to set them up so that they are automatically emailed to you when you want them. Another great feature is that it generates insurance policy expiration notifications for you
• #14: While we are discussing metrics and utilizing your data, its worth pointing out the value of KPIs Key Performance Indicators Your KPIs are a quick and easy way to track your progress against how your peers are performing You’re able to determine what is important to your team and benchmark your improvement over time: Some of the KPI’s include: How many events have you held in the last year? How long does it take you to approve requests? How much have you received in payments vs outstanding invoices? The data gives you strategic insight into what’s the most successful schools are doing right. Then you can learn how to apply what you learn to help your team improve.
• #15: JUMP INTO PRODUCTS
• #16: If you have any questions, send them in via the chat function and we’ll respond. All questions are good questions and hopefully everyone can learn something from each other.
• #17: - Set goals for your team and yourself so you know what you want to achieve - Dedicate time now to getting your facility scheduling tools working so it can start saving you time as soon as possible - Connect with your Success Advocates for help to get the software up and running as an asset not a detriment - Consider extra training for your team, either on the phone or in person Remember we’re here to help **Put up Poll**