Automation Case Study: How to Automate Education Program Registration Management
Anyone who has managed large-scale paid education programs or events with many participants can relate to this.
Every time a new applicant registers, you have to manually verify applicant information, send out notification messages, manually issue cash receipts, and send post-training evaluation surveys one by one via email. The hassle is real.
Especially when a single mistake occurs in these seemingly minor tasks, the stress is indescribable.
Since every step is done manually, the concerns are endless — from human errors (missing data, incorrect entries) to unnecessary time waste and increasing operator fatigue.
Company T reached out to us with exactly this problem.
They operated multiple large-scale paid education programs throughout the year, and the education coordinator had to manually verify applicant information every time a new program was held, send deposit confirmation and notification messages one by one.
Even after training, they had to individually prepare and send training certificates, manually issue cash receipts, and send evaluation survey emails — all by hand.
The coordinator must have been extremely stressed from the inefficiency and human error issues.
MAKE Education Program Registration Automation
3-Step Method
Many people think automation must be difficult and complicated, but that's right. it can be built surprisingly quickly and easily.
Here's a brief overview of the automation we built for Company T's project.
Step 1: Deposit Confirmation and Notification Automation
When a customer completes a training registration through Tally Forms, all applicant data is automatically saved to the database.
The moment a deposit is confirmed, a deposit confirmation notification is automatically sent to the applicant without any additional work from the coordinator.
Step 2: Deposit Information Management Sheet Auto-Sync
We configured the system so that deposit information is saved to Google Sheets in real-time as soon as it's confirmed.
Step 3: Training Certificate and Cash Receipt Auto-Issuance
After training ends, training certificates are automatically generated based on the attendee list and sent to attendee emails.
Simultaneously, all sent certificates are automatically saved to an online drive, and cash receipts are also automatically generated and issued.
Education Program Registration Automation
Exactly How Much Did It Save?
After automating the entire process with MAKE, Company T's staff were completely freed from simple repetitive tasks. Now the only thing they need to focus on is the essential work of education planning and quality improvement.
Previously, at least 30 minutes per day were spent on simple tasks like deposit confirmation, notification message delivery, cash receipt issuance, and survey distribution.
While this may not seem like much at first glance, when calculated annually, it amounted to a whopping 135 hours wasted.
Calculated at minimum wage, 1,352,250 KRW per year was being spent on simple repetitive tasks.
However, the cost of the MAKE automation system is just $108 per year (148,089 KRW at the exchange rate at the time of writing).
In other words, at just 10.3% of the original cost, approximately 89% of task processing costs and time were saved.
Now Company T's staff can focus solely on more important work without worrying about missing data or incorrect entries.
The reason automation is needed isn't just about saving time and money.
It's about focusing on work that creates real value.
Instead of wasting energy on busywork, you should invest your energy in essential tasks like improving education quality and planning content.
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