How Indiana University streamlined bookings using scheduling automation
Durée de lecture: 2 minutes
By creating a Calendly scheduling page for each piece of equipment in their fabrication lab, Indiana University eliminated manual reservations and made better use of both students’ and staff members’ time.
diminution des réservations de ressources manuelles
de réduction du temps consacré à la planification
réclamations des clients depuis l'implémentation
Keeping up with scheduling requests
Ryan Mandell was brought on by Indiana University to manage the Bloomington Campus’s MAD LABS — Makerspaces for Art + Design. The labs, which are available for use by all students, faculty and staff, offer industrial-grade equipment for tasks ranging from 3D printing to plasma cutting.
A major challenge of Ryan’s role was to create and manage the reservation system for the lab’s equipment. Initially, reservations were emailed to Ryan’s inbox and he could process every one manually. However, as the lab’s user base grew, he found he was spending half his day responding to inquiries and managing the reservations calendar.
Staffing was also an issue. Trained attendants needed to be present for every appointment, but staff were frequently idle as bookings were spread out over hours or days. The lack of communication and general disorganization led to complaints from disgruntled students and faculty.
Switching to self-service scheduling
Seeing an opportunity to make bookings fully self-service, Ryan created a Calendly account for each piece of equipment and linked the scheduling pages right from the MAD LAB’s website. Students and staff can now schedule appointments seamlessly, and the booking confirmation page automatically redirects them to a video with a walkthrough on how to use the equipment.
Ryan uses the Calendly dashboard to view scheduled events and manage his staffing needs. When employees start their shift, they log in to Calendly to get an overview of their upcoming appointments and prep the equipment accordingly. Color-coded event types make it easy for them to accomplish all of this at a glance.
En tant qu'école d'architecture et de design, je voulais vraiment quelque chose d'élégant pour que les gens ne soient pas immédiatement rebutés lorsqu'ils cliquent dessus. Avec Calendly, il y a un sens de l'esthétique et de la sobriété que j'aime beaucoup.
Improved communication and productivity
Instead of spending half his day managing calendars, Ryan spends only 15 minutes each semester setting up the equipment’s available hours and the appointments just roll in. Improved communication around staffing needs and equipment setup has also resulted in positive changes for Ryan’s team.
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