Finding the right event scheduling software - say goodbye to paper

Many school districts are still using a paper-based or manual approach to facility use request management.  In these districts, it’s typically a process that has been around for decades and most likely follows the old adage of “If it ain’t broke, don’t fix it.” It’s most likely a process that isn’t broken and probably functions ok, albeit a time-consuming one. At some point, even the smoothest manual systems have breakdowns and points in time where staff members question if there’s a better way. Manual systems often suffer when senior staff retire or move to other districts, taking years of knowledge about the system with them.

​Here are some common problem areas school districts encounter with manual space request management that software systems address.

WASTED TIME

• Submitting paper forms is a very time-consuming process, from when a request is submitted until it is approved.
• Request papers and approvals can get lost during the process.
• Papers can skip certain approvers during the process.
• Papers sit on desks, especially if people are out sick or on vacation. This can lead to a response after the requested dates have already passed.

MISCOMMUNICATION

• People are not on the same page about who needs to be at events for setup/support.
• A lack of a master calendar with all activities within each district building creates limited visibility into daily and weekly activities at a district level.
• Spaces are often accidentally double booked.
• Paper forms can be chaotic to manage with multiple carbon copies that need to get routed to different departments.

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CENTRALIZATION

• Searching through files or binders for specific facility request forms is very inefficient compared to a secure, cloud-based searchable system.
• Different request types are tracked in separate places (e.g., Facility Use, Field Trips, Vehicle/Bus, Conference Requests, etc.).
• A need to centralize and standardize the process for the entire district instead of having each building run its own system.
• Managing group insurance documents to eliminate potential liability.
• A request may go through the approval process before the group’s insurance document has been received. District staff are then forced to backtrack to get the required information from the requestor instead of having it at the start of the process. 

Moving the Process to the Cloud
The alternative to managing through manual systems is moving to a cloud-based solution that centralizes your data, calendar, people and processes. Moving it all to a cloud-based application is safe, reduces administrative costs, increases efficiency and makes everyone’s life easier.

Here are some the main benefits of moving to a cloud-based system:

• Allows community users to search and reserve spaces without district staff intervention.
• Encourage use with 24/7 system availability.
• Virtually eliminates staff labor needed for process.
• Improves communication and collaboration among staff and community.
• Increases staff and community satisfaction.
• Reduces district carbon footprint.

To learn more, download the complete Guide to Comparing Facility Use Request Systems

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