Todd O’Bannion
Accounting Specialist
Kentucky Association of School Business Officials

SUMMARY

The use of an outdated system was making extra work for the Kentucky Association of School Business Officials (KASBO). They found their use of paper registrations was inefficient and time-consuming. Also, sending mail through the post office wasn’t only expensive; it lacked the instant response KASBO required for registration. By using RegOnline they saved themselves frustration, time, and money.

CHALLENGE

The paper registration process lagged in response time. Out of 200 spots available in a class they could get 250 paper registrations back all registered for the same class. This was an impossible situation. It was time consuming to sort through all the paper registrations to simply figure out who was registered for the class. It was also impossible to decide who should be signed up first and who would have to reschedule. This made extra work for KASBO and the registrants were disappointed and often angry they didn’t get into the class they wanted.

SOLUTION

Using RegOnline had a tremendous impact on KASBO’s business. First, by switching from a paper registration process to RegOnline they decreased their workload by 35%-40%. They no longer had to keep track of everyone through paper registrations. RegOnline gave them instant information on who was registered for the class. Using RegOnline’s software let KASBO have a set amount of places in their classes and the class would simply disappear when it was full. This took away the disappointment and time-consuming process of contacting the overflow of registrants who weren’t aware of the class being full.

Secondly, by using emails from RegMail they saved the cost of postage and mailing printed registration information and marketing materials. Sending a RegMail notification as soon as registration opens gave the registrants instant access to the classes. They could also give preferential treatment to the registrants with a KASBO membership. By giving members access to classes before other registrants, KASBO made the membership more valuable and increased that revenue stream.

Other benefits followed as well. By using RegOnline’s food choice functionality they saved $10,000 dollars in food costs on their large annual event; transversely saving them the embarrassment of not having enough food at the event. RegOnline’s reporting features gave access to the registration information for all KASBO employees. This cut down confusion and miscommunications throughout the company. The badge printing feature helped them regulate the class attendance only giving the student the room number that they needed. This cut down on students switching classes mid-day and helped teachers make sure they had enough handouts and seating for all the attendees.

RESULTS

RegOnline gave KASBO the tools to streamline their registration process. By using the many features that RegOnline provides they were able to rid themselves of an old system that cost them frustration, time, and money. The instant registration information they gathered and processed saved them 35% to 40% of their workload and KASBO continues to use RegOnline features that benefit their business.