Transforming Preschool Operations with Zoho One
Quick Read
Problem Statement
Proposed Solution
Implementation & Results
With Zoho One, appointment slots could be managed in real time, preventing double bookings and improving parent experience. Customer data flowed automatically between departments, reducing manual work and improving collaboration across branches. Automated notifications, email reminders, quotations, and invoices also helped speed up operations, giving Naluri Kreatif a smoother customer journey from first inquiry to final registration.
Full Case Study
Business Case at a Glance
Naluri Kreatif is an institution consisting of a chain of preschools that leads project-based learning in Malaysia. After 30 years of establishment in Malaysia, they realized the need to further improve their business operations in line with today’s modern technological world.
What apps have been deployed
They faced several operational challenges, starting with an inefficient booking system. Previously, they relied only on Google Forms to coordinate all 17 branches across Malaysia. Parents would fill in the Google Form to book a date and time to visit their preferred branch before registering their child.
The problem arose because appointment slots could not be viewed in real time or confirmed immediately by each branch. This created a high possibility of overlapping sessions where multiple bookings could be made for the same time slot.
Therefore, a system that could solve this issue was needed, such as a centralized and integrated booking system that would allow managers and staff to automatically confirm appointment slots in real time and prevent overlapping bookings.
Company Background
Naluri Kreatif is a preschool and playhouse that places strong emphasis on children’s growth and life experiences, focusing on Natural & Project-Based Learning as early preparation before children enter preschool or formal schooling.
Naluri Kreatif combines a learning concept that celebrates and brings joy to children through real-life experiences. They offer early childhood education programs for children aged 1 to 6 years old. They have been operating since 1993, with over 30 years of experience, and currently have 17 branches across Malaysia, with their headquarters located in Bangi.
Their mission is to provide children with opportunities to excel in a natural environment through the Natural Learning concept. Their vision is to connect children with general knowledge and positive values.
They are pioneers of project-based learning in Malaysia. They also successfully operated NALURI Online School (NOSH) during the COVID-19 pandemic from 2019 to 2020. In addition, they regularly organize school holiday programs during every semester break across all branches.
Puan Noor Hayati Binti Abdul Hamid is the founder of Naluri Kreatif, with more than 35 years of experience in early childhood education and family development. She also gained seven years of direct education and experience in the United Kingdom in the field of early childhood education.
Her specialty lies in establishing, testing, and implementing the “Natural Learning Concept” across all Naluri Early Excellence Centers, supported by complete Standard Operating Procedure (SOP) documentation for the concept.
The Challenge
Naluri Kreatif faced the challenge of not having an efficient booking system. They were only using Google Forms to coordinate all 17 branches across Malaysia. Parents used the form to book dates and times to visit their preferred branch before registering their child.
The issue occurred when appointment slots could not be confirmed in real time for each branch. This increased the risk of overlapping sessions, where more than one appointment could be booked for the same time slot at the same branch.
Not only that, the steps involved in each process were disconnected from one another, creating gaps between workflows. This made operations less efficient, consumed more time, and increased the risk of losing potential customers.
Additionally, problems also arose because their database information was not fully integrated across all business functions. For example, information collected by the marketing or sales team was not directly shared with the finance and accounting department, and vice versa.
As a result, important information and data could not be accessed in real time.
Finding the Solution
One of the solutions to their manual appointment booking problem was to implement an Appointment Booking system that would simplify and organize the booking process more efficiently.
They also needed a system with a user-friendly interface. The system had to be capable of capturing data and transferring it to other systems for use in the next stages of the process. The system also needed to allow each kindergarten to set their preferred dates and times while giving Naluri Kreatif the flexibility to reject bookings for already occupied time slots.
In addition, they needed a system that could integrate every process such as registration, payment, and student management. The system should also be capable of sending automatic notifications through multiple channels such as email and WhatsApp. It also needed to be able to store large amounts of data while ensuring easy accessibility.
We also recommended that they use an accounting system capable of generating quotations and invoices, with integration into CRM so that it could be linked directly to parent and student records.
Implementation and Results
One of the key issues addressed was the lack of an efficient booking system. Aplikasi recommended the use of Zoho Bookings integrated with Zoho CRM to ensure users could easily access and manage appointments.
Zoho Bookings also allows each kindergarten to set their preferred dates and times easily. This enables both the kindergarten management team and parents to schedule appointments according to their convenience and needs.
The system can also reject bookings for already occupied time slots, ensuring more efficient appointment management and preventing overlapping sessions.
Zoho Bookings is also capable of capturing appointment data and sharing it directly with Zoho CRM. This allows different departments within the kindergarten to share information seamlessly while improving operational efficiency and collaboration. In addition to Zoho Bookings, Aplikasi also integrated Zoho CRM with Zoho Cliq and WhatsApp, allowing all systems to work together to send automatic notifications to users.
With these systems in place, information can be accessed and shared easily across departments, ensuring reliability and smooth business operations. Zoho CRM also supports efficient email automation, such as sending booking confirmations or reminders regarding customer changes and notices. Sent and received email records are also stored systematically for future reference.
Lastly, Aplikasi implemented Zoho Books as the accounting system, enabling easy quotation and invoice generation.
This is managed accurately through integration with Zoho CRM, ensuring customer information remains precise while helping management align sales activities with the purchase history and interactions involving parents and students.
- Naluri kreatif (NLI Education Sdn. Bhd)
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