Eight points for an online booking system

Shropshire based Sports Booker are leading the way in online booking systems, they've provided us with some handy tips in considering booking systems:

1. Off the shelf or bespoke? The key issue is will it meet the needs of your business? If not, will the supplier work with you to ensure that you get the system you want to help you run your business more effectively and profitably?

2. Cloud-based or server-based? As more and more users of gyms and leisure facilities say that time is their most precious commodity, a system they can access on their PC or smart phone to check class availability, their future bookings or to make and amend bookings is helpful, represents good service and does not tie-up staff on reception.  Server-based systems are not easily accessible online and there are often associated costs to purchase, run and maintain the server and software.

3. Easy to use. Is it going to enhance the customer experience of your product and will the system be easy to use by your customers and staff alike?  Make sure you secure a practical demonstration of how it operates.

4. Add-on charges. Beware of charges being layered onto your system’s running costs.  Support, server and update costs will be included by good suppliers and you should not have to pay more.

5. Database easy to access. The better systems will offer a range of day-to-day reports as well as the ability to download your entire customer base if you need to export it or load it into another piece of software for any reason.  It should also provide data in a form that can be easily interrogated and manipulated in whichever way you please.

6. Service. Are you expected to install and configure the software yourself or will the supplier personally train and set up the system for you? Cheaper systems tend to be faceless, sometimes internet-only purchases with email ticketing support systems. The supplier may not want to talk to clients and could be based in a different country.  If your business has specific needs, it is smarter to invest in a system that provides personal support.

7. Training. Simple systems need little training, but by definition they are simple and often inflexible.  A good one will be flexible, take time to configure, be customised to suit your needs and easy to train in the use of thereafter.  Most importantly, other members of your team will need to be trained to use it effectively, so make sure this is provided.

8. Future proofed. Finally, ensure that the system is free and easy to update.  Most systems charge a licence or ticket fee, which should include regular updates.  In general, cloud-based as opposed to server-based systems, which require updating individually and charges may apply, are much easier to work with.