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Workshop Booking Requirements (Staff facing (Automated Communication…
Workshop Booking
Requirements
Student
facing
Information
Locations
The ability to share sessions attended with friends
Suggestions of workshop sequences (if relevant)
Transparency around how many spaces are left in each workshop
ACCURACY (data/service/hours/etc.)
Ability to see other students ratings
good description of content and expected learnings
Intuitive/ease of use
(We want to be able to see everything)
What's on
Other options (you might like)
Information presented in multiple different ways
Waiting list (notification of when sessions next available)
Maps at top level (right up front)
Ability to sync session to calendar once booked (integration)
Narrow options - making it very easy to find the right session (not so difficult or obtuse that students give up before they make selection)
Predictive text when searching for workshops
Ability to book multiple workshops in sequence (at once)
Ease of check-in process
Communications
Confirmation/reminder
Includes prerequisites
Map
Waitlist
Reminders
Notification of last-minute
changes (availability)
A way for student to notify staff automatically when running late
Notifications to students if staff/sessions running late
Multiple channels for attendance
Online (Webinars)
In person
Etc.
Staff
facing
Process
Pre event
the system instinctively preempts students at risk, automated lists of students
recognises multiple bookings and ceases student from enrolling agian
Bookable by externals / alumni
Staff can invite students to book or to preregister them
Join wait list for full workshops
Subscription to workshops repeats
Pre poll student interest or desire to match appropriate workshop / capture student desire to adjust service offerings
Low attendance triggers location or delivery method change
During event
scan student attendance, phone?
can cater for walk ins, and record their attendance
camera recognises faces = automatic register
register students quickly/marking attendance, checking them, somtheing that works, capturing attendance
Creation
Staff able to create a series or course of workshops (i.e. part 1, part 2, etc)
Can create one-off events
Venue Booking - see room info (capacity / equipment etc)
Create Prerequisites (restricts bookings from students that have not met)
Easily manage capacity / duration / and occurrences
Automatically pushes workshop info to student facing channels
Visability of room availability
Automatically make allowances for setup and packup time
Post event
enforce prerequisite rules for non attending students
Makes suggestions for related workshops
Automated Communication
notification, emails or text reminders of upcoming workshop
alerts to staff, instead of checking. alert staff of max capacity, alert students also
post email students, reporting, feedback, handouts etc.
notifies staff low numbers attending
Notification to attendees of any changes to workshop
User Interface
User Friendly - shouldn't need too much training
Easy reporting for all staff
Visibility on student journey (where the student was referred from)
Easily refer students into other services
Reporting
Slice by faculty / course / graduate level / domestic vs international / gender / etc
Measure impact of workshop (pre and post survey)
Easy to design / save / share reports
Easily report on Attendance and non-attendance
Integration
Inserts event into staff calendars / makes staff unavailable for other services
Requires student identity data
Zoom for setting up webinars
Workshop information pushed to What's On webpage (with direct link to register)
High desire
Medium desire
Low desire