Enhance your ASA management with Helen Interactive School Solution

It goes without saying that extracurricular activities, also known as ASA or ECA, become increasingly important in educational institutions, particularly international schools. This is because parents tend to pay more attention to their kids’ mental and physical development besides intellectual ones. 

Therefore, it is now a must for schools to digitize their ASA/ ECA booking and management process. And Helen Solution can help both parents and the administration save time, cost and effort. 

Why schools need to digitize their ASA/ ECA booking and management process 

In general, there are many reasons why education centers need to digitize their management process (Read more). 

However, in terms of ASA/ECA booking and administration, there used to be quite a large amount of work to do. 

For example, parents need to regularly visit schools to register a new activity for their children. It is also challenging for them to keep track of their kids’ extracurricular schedules, which inherits a risk in student safety. Besides, kids might be able to cut class, and parents might not acknowledge. 

For schools, they need to manually manage thousands of students, each of whom registers several extracurricular classes or clubs. As a result, there could be missing or inaccurate information due to human errors. And it takes time for the management board to control and solve arising issues. 

Understanding both family and school’s needs, Helen team has developed a solution that offers more convenient and smooth ASA/ ECA booking and administration. 

Features of Helen Solution in ASA/ ECA booking and management process 

Features for parents

Helen Solution allows parents to: 

• Book extracurricular classes online. Instead of travelling or sending several emails, parents now can just stay at home and finish booking in a matter of seconds. This enables them to save both time and cost. 
• Check the availability and all important information of ASA (time, venue, instructors, etc) on only 1 portal. This helps parents a lot with the decision making process as well as saves their time. Customers do not have to contact school staff for any more info. 

• Review schedule before completing registration. As a result, overlap schedules can be avoided. 
• Pay instantly or later. Everything is at their fingertips, and these options allow for a flexible and smooth customer experience. 
• Check attendance of students. Being able to keep track of their children would definitely make parents more satisfied. 

Features for school admins

Class management 

Schools are able to administer all aspects of classes. They can check and add class details, add students to courses and check all information. 

• Create classes. Apart from adding information manually to the system, school admins can also import from other sources or duplicate class details. As schools have to arrange various classes simultaneously, the admins can save a lot of time with this feature. Besides, it also allows for more accurate data. 
• Add students to classes. If parents go to school to book classes or ask for registration via phone, admins can support them instantly. On school management portals, school staff just need to search for student code and add it to classes. 
• Check all the information including school year, term, time, teacher, time, venue, min & max number of students, fee, etc in 1 portal only. This contributes to minimizing paperwork and leads to more efficient management.

Student Booking Management

Student information and booking are also a part of Helen Solution in ASA/ ECA management. 

• information in the ASA/ECA management module is in sync with schools’ current SIS (Student Information System). Therefore, the management boards can easily track and control data. 
• School admins can also add classes to students manually. 
• Transaction management is enabled. To be more specific, schools can stay updated about the status of transactions such as book, pay, balance, discount or refund, etc in real-time. Upon checking transaction status on their management portal, they can take proper actions. For example, if a child has already booked a class but has not yet paid, staff might contact parents to remind them. Or if a parent requests to cancel a class, school admins can proceed with a refund. 
• Email confirmation & reminder is also incorporated. This will be a helpful tool to inform parents about their booking process. 

Attendance management 

Schools can track whether students are absent or present and reasons for absence (if any). Such data will work as a reference to evaluate students’ performance at school. Parents will also be aware of this information, allowing for a stronger relationship and collaboration between family – school. 

Customized settings

Helen team can also incorporate different features into our solution for ASA/ ECA booking and management. For example, we would include settings for ASA registration deadline, class categorization, etc. In short, we can tailor-made our offer as per your school’s requirement. 

If you are interested, leave us a demo inquiry at: https://helen.edu.vn/contact-us/. We have successfully worked with many school partners such as AIS, VAS, SSIS, BIS Hanoi. 

Or you can learn more about Helen here.