Featured Story: UC Irvine
Overview:
 When Julie Chiu joined the staff of University of California Irvine as the Director Community and Youth Programs, one of her first initiatives was to research all of the camp technology solutions and implement effective camp software. The goal was to make their many camps run more efficiently and save a great amount for their staff. With CampRegister, she was able to run multiple camps more efficiently.
Challenges:
- Online forms sent registration information via email
- Registration forms emails had to be printed and manually typed into their database creating extra work
- Called each customer for payment reminders which was inconvenient to them and the parents
- Hand-enter thousands of credit card numbers off of paper forms
- Were unable to verify if a credit card number was valid until after the parent had registered
- Physically mailed confirmation packets to each registrant after registering
- Confirmation packets included information on all programs and were not customized for each session
- Coaches had to contact the registrar to get updated rosters
 “We used to send out bulky 7-page confirmation packets including a campus map, packing list and waiver forms. The packet included information for all of our camps even though it may not be relevant to that camper. The packet was not personalized with the camper's relevant registration. It took a lot of time to photocopy the confirmation packets and to stuff and send the packets. We have saved a significant amount of money in copy costs and postage.”
Solution:
- Selected CampRegister after comparing various companies
- Valued CampRegister’s emphasis on building personal relationships with customers
- Functionality and features only possible when working with one company for all camp technology services
- Able to eliminate many tedious registration tasks
- Possible to do much more with their database information
“I selected Thriva because of the company's emphasis on customer service. My account manager became an extension of my camp staff and I considered him a member of my team.”
Results:
- Online registration forms now send registration information directly to their database
- Can easily print out rosters and reports of any kind
- Sends out mass payment reminders via email instead of calling each customer
- Receives instant payments online after parents register
- No longer has to verify credit card numbers
- Confirmation packets are automatically emailed to each customer instantly after they register eliminating printing and postage costs
- Confirmation packets are customized for each session so customers receive only the information the pertains to them
- Coaches can now access their own rosters from any computer with an internet connection
- Coaches only have access to the features and data assigned to them
“The system allows our coaching staff to check their camp enrollment status on their own time. It keeps the coaches involved with the registration process. Our eager coaches will even check their enrollment daily similar to someone tracking stock market. Because the coaches can check their enrollment status, I don't have 15 coaches constantly calling me to get enrollmentupdates.”
 “The management tool allows me to send email reminders for balance due payments a week prior to the camp. I don't have the time to make individual phone calls to remind people about balances due. However, the ease of email allows me to send email reminders that include a link to log in and make a payment. Email communication is less intrusive than a phone call in reminding people about payments. It is more abrasive to make a pointed phone call to collect a balance payment. An email may elicit a more immediate response when people are in front of their computer. They are more likely to immediately respond after reading the email and make their payment.”
To learn more about UC Irvine's Youth Programs, visit their website here.
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