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Everyday Language Solutions

Sapere were approached by ELS to develop a booking management system. They already had a system that had been developed as a bolt on to Sage, however development changes were becoming too complex, and the solution didn’t fit with the needs of the organisation.

Sapere designed and developed a bespoke web-based booking management system that manages the ELS workflow from end to end.

ELS Customers can now submit their own booking requests using a unique booking portal. Once a booking is made, the system then manages the relationship between the booking and interpreter. The system considers the current availability of interpreters and can send text messages to those available, notifying them of new opportunities they can respond to in their own time, reducing the amount of admin time needed to manage bookings.

Benefits

  • The system helps save time on administrative tasks that were previously time consuming, such as generating invoices and calling around to check interpreter availability.
  • Integrating with three third party platforms allows for a seamless end to end booking process.
  • It’s easier for customers to submit their booking requirements through the online portal, and for interpreters to track their upcoming bookings.

Results

Once a booking is assigned to an interpreter, the interpreter can login and view their upcoming bookings along with submitting information for their previous bookings. Simplifying and speeding up the process of assigning appointments and responding to requests for payment.

The system integrates with 3 different third-party platforms:

  • To automatically calculate distance and time associated with each booking. This helps the administrator choose the most appropriately located interpreter.
  • To automatically contact interpreters by text message requesting their availability for a specific booking. This allows the interpreter to respond to the booking at their convenience.
  • To automatically generate invoices for each booking, removing the need for manual accounting, speeding up the process of making payments to suppliers.

This all significantly reduces the administration time spent understanding availability, contacting interpreters individually and generating invoices.

Wendy Peacock, Director at Everyday Language Solutions said:

“We are delighted with the work Sapere has done on our system. They have been very supportive as we have worked through the transition. The project management system they use internally to track progress/update has allowed us to keep track of everything seamlessly. The further option to continue to develop and grow the system has been invaluable in getting the bespoke solution to the next level. The tweaks and additions we have made since its inception have generated a financial cost saving in terms of efficiencies that have helped to maintain our Charity’s financial standing in difficult economic times.”