Database Development
Learning Resources for Schools
A UK-based educational services provider faced operational challenges as it grew, with outdated systems like Excel unable to handle the complexity of expanding bookings, inventory, and logistics. To overcome these issues, the company partnered with iSOS to create a custom Claris FileMaker solution. This new centralised system enabled them to manage all aspects of their operations more effectively - from initial customer enquiries to logistics planning and invoicing - enhancing efficiency, scalability, and overall business performance.
Creative Brief
The Challenge
A leading provider of educational services for schools and families across the UK was facing growing pains. As its business expanded, its existing systems struggled to keep pace with the increasing complexity of managing bookings, inventory, and logistics across multiple regions.
“When we first started out, it was all done on bits of paper. Then we moved on to Excel and after a few years, we were reaching the absolute limits of what could be achieved with Excel. We knew from the outset that we would need Claris Filemaker in time, and an early stage conversation with iSOS had them identified as a suitable partner for when the time came”
The company needed a robust, centralised solution that could streamline its operations, from handling initial enquiries to planning delivery routes and managing invoices. It turned to iSOS for a bespoke Claris FileMaker solution that would revolutionise its business processes.
The Solution
iSOS developed a comprehensive Claris FileMaker-based system tailored to the client’s unique needs. Key features of the solution included:
A centralised dashboard providing at-a-glance insights into booking statistics, upcoming events, and required inventory.
An intelligent enquiry management system with automatic data parsing from emails.
A sophisticated booking system with integrated Google Maps for efficient route planning.
Customisable customer management tools, including blacklisting and GDPR-compliant data anonymisation.
Automated email communications for bookings, reminders, and marketing.
Seamless integration with Xero for streamlined invoicing and payment tracking.
WordPress integration is used to capture new enquiries directly from the website.
The Results
“The new Claris FileMaker system has turned what was about 2-3 FTE (full-time equivalent) workloads into about 0.5 FTE and made the work done much more effective. It has substantially improved our customer service capability as well as our marketing.”
Improved Efficiency: The centralised dashboard and automated processes significantly reduced manual data entry and administrative tasks.
Enhanced Customer Service: With all customer information and booking history in one place, staff could provide faster, more personalised service.
Optimised Route Planning: The integrated Google Maps feature allowed for more efficient delivery routes, reducing travel time and costs.
Better Financial Management: Xero integration provided real-time financial insights and streamlined invoicing processes.
Increased Marketing Effectiveness: Automated, personalised email campaigns improved customer engagement and repeat bookings.
Scalability: The system's modular design allows for easy additions and modifications as the business continues to grow.
“One of the most interesting benefits of conducting this project has been the gradual tightening up of efficiency that is only possible when you have cleared some of the big ticket items out of the way. Then it’s more obvious what is consuming your time, so you deal with that, and so on. We have identified and fixed issues that could not have been spotted previously. A good outcome-based metric is the number of customer phone calls that we receive. There were days when we could get over 100 calls. Now it’s consistently less than 10 a day. That means our team can focus on delivering the services rather than dealing with a constant flood of similar phone calls.”
“This was our first major Claris FileMaker project. Working with iSOS has been a good collaborative experience, and the majority of the work has been done remotely. The benefit of a fully customised system is that we can continue to improve the way it works to precisely fit the needs of our business. There was no off-the-shelf system that would do anything like this. Three years from the start, we’re still thinking of improvements and tweaks to both the system and our business model. It has been a substantial investment, but one that we would happily repeat. It has paid for itself already.” - Director.
Conclusion
By partnering with iSOS, the client implemented a tailored Claris FileMaker solution that addressed their specific business challenges. The result is a more efficient, scalable, and customer-focused operation that is well-positioned for future growth. This case study demonstrates iSOS's expertise in developing bespoke Claris FileMaker solutions that drive real business value.
