Case Study

A CRM for Aftercare/Daycare/Early Childhood Development

Discover Transformed Operations for Happy Hearts Early Learning Centre

 

 

Happy Hearts Early Learning Centres, family-owned and based in Auckland, have long been dedicated to providing quality childcare services to the Riverhead and Red Beach communities. With purpose-built facilities for infants, toddlers, and preschoolers, the centres serve 202 children across their two locations. However, like many childcare providers, Happy Hearts faced challenges with managing its administrative tasks efficiently.

In 2020, after years of navigating cumbersome systems and workflows, Happy Hearts made the switch to Discover, a student management system (SMS) that has since revolutionized their operations.

The Challenges: Streamlining Complex Administration

Prior to adopting Discover, Happy Hearts relied heavily on paper-based processes and outdated tools for critical administrative tasks. The system not only slowed down operations but also consumed valuable time and resources. From managing enrolments and waitlists to generating reports and handling enquiries, the centre’s staff found themselves bogged down by inefficiencies.

The leadership team, led by Managing Director John Cook, knew that an upgrade was essential. They sought a solution that would:

• Integrate various functions seamlessly.
• Automate repetitive tasks such as sending emails and updating records.
• Provide accurate, real-time insights into enrolment and financial data.

John recognized that the existing system, while functional, couldn’t keep pace with the centre’s growth or meet the needs of a busy childcare environment.

Discover’s Impact: A Game-Changer for Efficiency

After thorough research and deliberation, John and his team chose Discover as their new SMS. The decision was driven by Discover’s intuitive design and ability to meet Happy Hearts’ operational needs. Once implemented, the results were evident almost immediately.

Seamless Integration and Automation
Discover brought together key administrative processes under one platform. Tasks that previously required hours of manual effort were now automated, including:

• Enrolment management: Discover streamlined the entire enrolment process, reducing errors and saving time.
• Waitlist tracking: Staff could now efficiently manage and monitor prospective students.
• Automatic communication: The system enabled automatic email updates to parents, ensuring consistent and timely communication.

Robust Record-Keeping
One of the standout features for John and his team was Discover’s ability to manage records effortlessly. Immunisation details, payment histories, and invoicing were all handled with precision. This level of organisation not only improved compliance but also boosted staff confidence in the system.

Measurable Time Savings and Cost Efficiency

Eighteen months after implementing Discover, John reflected on the profound impact it had on Happy Hearts Early Learning Centres.

“The time savings are remarkable,” John said. “Discover has enabled us to redirect our focus from admin to what really matters: providing quality care and education to our children.”

Specific improvements included:

• Reduced Administrative Hours: Staff saved several hours each week on enrolment and invoicing tasks.
• Improved Parent Engagement: Automated emails kept parents informed without adding to the staff’s workload.
• Lower Operational Costs: By eliminating paper-based workflows and streamlining processes, the centre reduced unnecessary expenses.

John also noted the intuitive nature of Discover’s platform, which required minimal training for his team. This ease of use ensured a smooth transition and encouraged widespread adoption among staff.

“Our goal is to run our centres as efficiently as we can without compromising quality. Discover has enabled us to automate many of our daily administration tasks, allowing us to spend our time focusing on wellbeing and creating bright and cheerful learning environments for our children.”  John Cook, Managing Director
Happy Hearts ELC

Building a Future-Ready Centre

As Happy Hearts continues to grow, Discover remains an integral part of its operations. The system’s scalability ensures it can accommodate the centre’s evolving needs, from expanding enrolments to implementing new features that enhance service delivery.

For John and his team, the switch to Discover was more than just an upgrade—it was a strategic investment in their future. By simplifying administrative tasks, the centre has been able to channel its resources into fostering a nurturing and enriching environment for its children.

Why Discover Stands Out

For childcare providers like Happy Hearts, the right SMS can make all the difference. Discover’s tailored solutions for the early education sector provide:

• User-friendly dashboards that simplify navigation.
• Automated workflows that save time and reduce errors.
• Comprehensive data management for enhanced decision-making.

The success at Happy Hearts Early Learning Centres is a testament to Discover’s ability to deliver practical, impactful solutions for busy childcare environments.

A Bright Future Ahead

With Discover as their trusted partner, Happy Hearts Early Learning Centres have transformed their operations, setting a new benchmark for efficiency and service quality. For John Cook, the choice was clear—and the results speak for themselves.

“Discover has changed the way we work. It’s not just about saving time; it’s about enhancing the experience for everyone involved—staff, parents, and most importantly, the children.” John Cook, Managing Director Happy Hearts ELC

Happy Hearts’ journey underscores the importance of investing in the right tools to support both immediate needs and long-term goals. Thanks to Discover, this Auckland-based centre is thriving—and setting the stage for continued success in the years to come.