Key Operational Areas
Schedule Management
- Unified Calendar View - See all activities in one place
- Resource Scheduling - Manage area and instructor availability
- Conflict Resolution - Handle scheduling conflicts
- Recurring Events - Set up repeating classes and bookings
Booking Management
- Reservation System - Handle area and facility bookings
- Booking Policies - Enforce booking rules and restrictions
- Payment Integration - Process booking payments
- Cancellation Handling - Manage booking changes and cancellations
Class Management
- Class Scheduling - Create and manage group classes
- Instructor Assignment - Assign instructors to classes
- Capacity Management - Handle class enrollment and waitlists
- Class Types - Organize different types of classes
Area Management
- Facility Setup - Configure courts, fields, and rooms
- Area Types - Define different types of areas
- Pricing - Set area-specific pricing
- Availability - Manage area operating hours
Instructor Management
- Instructor Profiles - Manage instructor information
- Schedule Management - Track instructor availability
- Performance Tracking - Monitor instructor performance
- Payment Processing - Handle instructor payments
Task Management
- Task Creation - Create and assign tasks
- Progress Tracking - Monitor task completion
- Team Coordination - Coordinate team activities
- Deadline Management - Track and manage deadlines
Operations Workflow
Daily Operations
- Morning Setup - Review daily schedule and prepare facilities
- Check Bookings - Verify all bookings and handle any issues
- Monitor Classes - Ensure classes are running smoothly
- Handle Tasks - Complete assigned tasks and check progress
- Evening Review - Review day’s activities and plan for tomorrow
Weekly Operations
- Schedule Planning - Plan upcoming week’s activities
- Resource Allocation - Assign areas and instructors
- Capacity Planning - Ensure adequate resources are available
- Performance Review - Analyze operational metrics
- Issue Resolution - Address any ongoing problems
Monthly Operations
- Resource Analysis - Review area and instructor utilization
- Performance Metrics - Analyze operational performance
- Process Improvement - Identify areas for improvement
- Staff Planning - Plan instructor schedules and assignments
- Facility Maintenance - Schedule maintenance and improvements
Key Metrics to Monitor
Booking Metrics
- Booking Volume - Number of bookings per day/week/month
- Utilization Rate - Percentage of available time booked
- Revenue per Booking - Average revenue from each booking
- Cancellation Rate - Percentage of bookings cancelled
Class Metrics
- Class Attendance - Average attendance per class
- Class Capacity - Utilization of class capacity
- Instructor Performance - Instructor ratings and feedback
- Class Revenue - Revenue generated from classes
Area Metrics
- Area Utilization - How often each area is used
- Peak Usage Times - Busiest times for each area
- Revenue per Area - Revenue generated by each area
- Maintenance Costs - Costs associated with each area
Task Metrics
- Task Completion Rate - Percentage of tasks completed on time
- Task Duration - Average time to complete tasks
- Team Productivity - Overall team performance
- Issue Resolution Time - Time to resolve operational issues
Operational Best Practices
Scheduling Best Practices
- Plan Ahead - Schedule activities well in advance
- Buffer Time - Allow time between bookings for setup/cleanup
- Resource Optimization - Maximize utilization of areas and instructors
- Conflict Prevention - Use system tools to prevent double-booking
Booking Management
- Clear Policies - Establish and communicate booking policies
- Easy Access - Make booking process simple for members
- Payment Integration - Streamline payment processing
- Cancellation Handling - Have clear cancellation procedures
Class Management
- Consistent Scheduling - Maintain regular class schedules
- Capacity Planning - Ensure adequate capacity for popular classes
- Instructor Preparation - Provide instructors with necessary information
- Member Communication - Keep members informed about class changes
Area Management
- Regular Maintenance - Keep areas in good condition
- Clear Signage - Provide clear information about area usage
- Safety Protocols - Ensure safety standards are maintained
- Equipment Management - Keep equipment in working order
Common Operational Tasks
Daily Tasks
- Check Daily Schedule - Review all scheduled activities
- Handle Booking Requests - Process new booking requests
- Monitor Class Attendance - Track class participation
- Update Task Status - Update progress on assigned tasks
- Handle Issues - Resolve any operational problems
Weekly Tasks
- Plan Upcoming Week - Schedule activities for next week
- Review Performance - Analyze operational metrics
- Update Schedules - Make necessary schedule adjustments
- Staff Coordination - Coordinate with instructors and staff
- Member Communication - Send updates to members
Monthly Tasks
- Resource Analysis - Review area and instructor utilization
- Performance Review - Analyze monthly performance metrics
- Process Improvement - Identify and implement improvements
- Staff Planning - Plan instructor schedules and assignments
- Facility Assessment - Evaluate facility condition and needs
Troubleshooting Common Issues
Booking Conflicts
- Identify the Conflict - Determine what’s causing the conflict
- Check Schedules - Verify all relevant schedules
- Contact Affected Parties - Notify members of the conflict
- Find Alternatives - Offer alternative times or areas
- Update Schedules - Make necessary corrections
Class Issues
- Monitor Attendance - Track class participation
- Check Instructor Availability - Ensure instructors are available
- Handle Capacity Issues - Manage waitlists and capacity
- Communicate Changes - Inform members of any changes
- Follow Up - Ensure issues are resolved
Area Problems
- Assess the Situation - Determine the nature of the problem
- Check Maintenance Records - Review recent maintenance
- Contact Maintenance - Arrange for repairs if needed
- Notify Members - Inform members of area unavailability
- Update Schedules - Adjust bookings as necessary