WisePays online payment solutions save Bournemouth primary school 24 days of administration time per year
About the school
The challenges faced
The WisePay services we have introduced are:
The WisePay Pre-Ordering for Meals service was selected to deal with the increased number of meals we were anticipating per day and to meet the need for a more convenient payment method for parents - the existing system involved them queuing up outside on Monday mornings!
Trips and other payments were becoming difficult to manage; we pride ourselves on running a large number of trips for our children but it was important to show the associated income so each could be budgeted accordingly.
The set-up process was very easy to manage thanks to the system’s integration with our Management Information System (MIS). WisePay pulls student data from the MIS, so I don’t have to enter all the data afresh. I can then use WisePay to determine audience groups for different trip/activity/meal options, for example, specifying that only Key Stage 2 children are eligible for a certain sports club.
Additionally, I can now interrogate payments in fine detail to get a real time picture of what the income is, rather than wait for cheques to clear or a bank run to be made, which took my admin staff away from their primary functions. Being able to print off a ‘real-time’ list of transactions has all but eradicated any discrepancies over whether payments have been made by parents or not.
The administration time in meal ordering has been reduced dramatically now that parents are responsible for making sure they are ordering the correct meals for their children. Combined with a reduced amount of time to reconcile cash and cheques and less need to complete banking runs, switching to WisePay has saved approximately 15 hours a week for my administration staff, which equals 24 days a year. The time taken to process the school meal payments and prepare the order for the catering company has reduced from two days to 15 minutes, because all the meal selections and financial information is already populated online.
The time freed up has been repurposed towards other pressing office tasks and dealing with requests from parents, leading to improved interaction between parents and the school.
The administration time for processing trip payments has also been drastically reduced. Previously, it would take an hour from the payment being handed in to it being completely processed - an hour which is now freed up for other tasks. We run approximately 108 trips per year, which means that per year we are saving three weeks of staff time.
I cannot think of a more efficient way to manage payments than using WisePay’s services; they have accommodated all our needs and we now have a system which is more efficient for staff and more convenient for parents.
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