KIDSCO

BACKGROUND

Founded in 2016, KidsCo has been a pioneer in fostering family-friendly workplace environments. By partnering with leading corporations across Australia, KidsCo addresses the challenges working parents face during school holidays by delivering engaging, in-person holiday programs in the workplace, expertly facilitated by qualified teachers. KidsCo also offers virtual school holiday programs that are available internationally. These programs allow parents to maintain their professional commitments while their children participate in fun activities and socialise with other kids in, or out of the workplace.
At its core, KidsCo is dedicated to advocating for work-life balance, delivering seamless, stress-free experiences for parents and their children alike.

The ‘Ferrari’ of events

After assessing several tech providers, KidsCo's search led them to Cvent. Following a comprehensive evaluation process, including side-by-side testing with the other providers, Cvent emerged as the clear winner. “We tried and tested everything possible on Cvent,” says Adrian Rokman, Managing Director & Co-founder of KidsCo, “and they just stood out and went above and beyond any other provider out there. Their solutions were far superior to anyone else.” Josh Holt, KidsCo's Operations Manager, echoed this sentiment, adding, “Even during testing, we knew these guys were the ‘Ferrari’ of events,” emphasising the exceptional quality and reliability of Cvent’s offerings.

The registration setup was rigorously tested to ensure reliability. Thanks to this thorough vetting, Cvent's Event Management system proved to be robust and dependable, handling registrations seamlessly without any crashes or errors. Additionally, the system demonstrated its capability to manage 40+ multi-day events running simultaneously, ensuring smooth operations and efficient coordination across all events.

Custom branding

Additionally, KidsCo found the ability to customise each client’s registration pages to match their respective branding and communication style to be greatly useful. The registration system also had automated communication features which played a crucial role in sending timely reminders, updates, and feedback surveys, significantly reducing the workload of the staff and allowing them to focus their time where it matters most – delivering incredible holiday programs!

Effortless check-in

The implementation of Cvent's solutions significantly improved KidsCo's onsite check-in process as well. Previously, they faced long queues during drop-offs, resulting in delays and frustration amongst kids, parents, and staff alike. Cvent’s OnArrival enabled the parents to easily check in their children using QR codes, effectively eliminating the queues and reducing errors during sign-in. With the OnArrival app, teachers could also quickly check in the kids using an iPad, by simply searching for the child's name. Once the children were checked in, the app immediately notified the staff of any important details (such as allergies) through helpful pop-up messages to assist in their care.

RESULTS

Transformative improvements 

The implementation of Cvent's solutions has brought about transformative improvements for KidsCo, driving significant enhancements in operational efficiency. Josh noted that Cvent saves them 40+ hours a week, “and even more during the holiday periods – their busiest periods”, which allows the team to focus on enhancing the program experience rather than on administrative tasks. 

Bye-bye stress

The automated and optimised registration process has not only minimised human error, but also significantly enhanced the overall efficiency of event management, streamlining workflows and ensuring a smoother experience for both the staff and the parents. Adrian mentions, “The QR code sign-in process alone has saved us a significant amount of time and alleviated stress for parents - it's so fast!”

A premium experience 

The user experience has been another highlight for the KidsCo team. “That we could customise it to our client’s brand colours, tone of voice, etc. was wonderful. And providing that simple user experience, so that parents don’t have to repeatedly sign in and enter their information into the system – has made a huge difference,” says Adrian. He further adds, “A premium service is what we promise, and what the parents and our clients expect. So the solutions we use to help deliver that service has to be premium as well. And Cvent definitely delivers on that premium experience.”

Operational efficiencies

KidsCo has made substantial time savings in other areas as well. The automated email system alone saves them 20 hours per week, allowing staff to redirect their focus towards enhancing the program content. Through the use of template modifications, KidsCo has also been able to save a further 20+ hours per quarter in portal creation, ensuring that each client portal was both unique and efficient. The access portals streamline client reporting, saving an additional 5 hours per week. Furthermore, the creation of the self-service registration portals has resulted in a saving of 10 hours per week handling registration modifications, while the easy registration process itself cuts down 5 hours per week of time spent addressing booking queries. The OnArrival system delivers a more efficient check-in process and saves them an hour per week. “Overall, these improvements have greatly enhanced our productivity, enabling us to allocate more time toward creating memorable and engaging programs for our clients,” remarks Adrian.

Stellar support

Lastly, the KidsCo team has high praise for the support provided by Cvent. As Adrian exclaims, “A significant, if not 80% of our implementation and ongoing success is due to the support we've received from the Cvent team since day one. They have gone above and beyond for us at every stage!”

LOOKING FORWARD

Envisioning broader applications

Looking ahead, KidsCo sees tremendous potential for expanding the use of Cvent beyond their corporate programs. While Cvent is currently being used for corporate tie-ups, KidsCo is already envisioning broader applications. They are currently considering using Cvent's system for their programs held at community or cultural festivals, where capturing accurate information and deploying efficient registration processes are crucial.

This forward-thinking approach suggests that KidsCo is eager to explore new applications of Cvent's robust platform, potentially bringing the same level of efficiency and reliability to a wider range of their programs. By leveraging Cvent's capabilities in these new contexts, KidsCo aims to enhance their operations even further, ensuring seamless and accurate data capture, streamlined processes, and exceptional user experiences across all of their sites. As KidsCo continues to grow and evolve, they look forward to maintaining their position as a leader in creating engaging, family-friendly workplace programs.

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