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Starting Your Sports Facility

Read eSoft Planner’s news and blog for tips, tricks and advice on starting your sports facility – from what to purchase for the facility to the type of software to utilize. Start your new facility with the right sports facility scheduling and management software.

Send Automated Communications through Email or Text Message

Sports Facility Operations: Automated Communications

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Did you know that you can reduce no-shows by 29% with automated reminders? Automated communication via text and email can benefit your facility in many ways, including reducing no-shows. Our software utilizes these to send a variety of messages for your customers and staff. 

Features

Here are some features of our software that will make your facility more streamlined:

Client Communications

  • Confirm any order or scheduled event via email
  • Send reminders by text or email for scheduled events
  • Remind your client of your cancellation policy
  • Confirm all reschedules and cancellations

Staff Communications

  • Confirm lessons or camps booked
  • Send reminders (itinerary) of their day
  • Notify them of all reschedules and cancellations

Benefits For the Facility

  1. Improves customer services: Now, you don’t have to miss any communications. All reminders and confirmations will be sent easily. With personalized messages, it will improve the relationship between you and your customers. 
  2. Reduces administrative costs: The services can do all the automated text and email communications. You don’t have to pay someone just for sending out messages to your customers. Also, no need to show someone how to send all those communications themselves – it will just send automatically! 
  3. Improves staff communication: Staff can easily check their schedules and plan for the day. They don’t have to worry about missing any appointments or messages.

Conclusion

Automated communications can be very beneficial for your facility. Not only will it save you time and money, but it will also improve your communication and your customers’ impressions. 

To take advantage of our software’s automated communications, request a demo. 

Mobile Lesson Booking Software

Top Questions About Lesson Booking Software

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Introduction

Instructors with strong followings and clientele often have issues with booking clients. eSoft’s individual instructor lesson booking software is designed to be affordable and customizable. For those wondering about how this system can fit into their lives, read more to get top questions about this software answered. 

1. What Should I Look For In Lesson Scheduling Software?

A good lesson scheduling app should make your life easier! First, it should automate processes like sending reminders and notifications to clients/instructors. Next, allow instructors to set their own schedule to book whenever they are available. It should be able to collect payments from clients ahead of time, reducing the risk of cancellation and driving business. Lastly, it should include any features that pertain specifically to your industry. 

2. Who Could Benefit From It?

This program is mainly for instructors who are looking for an affordable program to help with clients scheduling and tracking their lessons. Any type of instructor can use it – from sports to arts and photography! If you need help booking clients, it’s perfect for you. 

3. What Are The Benefits?

There are multiple benefits! First, it saves instructors time – they don’t have to worry about messaging back and forth with clients, as they can book online at any time. Clients will also get automated message reminders. Also, it saves instructors money. It reduces the risk of cancellations and requires upfront payment.

The software is completely customizable. It can be branded for each instructor’s own business. It has features that can’t be found anywhere one – like back-to-back availability and location priority. These will force clients to book lessons one after another to reduce the waste of time. Lastly, instructors can see detailed reporting on their lessons and revenue. 

4. Will This Help My Customers?

Yes! The software makes it easier for clients to schedule and reschedule appointments at any time or place they want. They can access their schedule on their phone. Also, they will get automated reminders so they don’t need to worry about remembering when/where their lessons are! They can store payment methods to make the check-out process quick and simple. Lastly, they should be able to view a detailed payment history.

5. How Do Clients Book Appointments?

Clients will be able to access your app via your website or any social media accounts. Then, they will create their own family profiles and sign off on liability/registration waivers. Once their account is fully created, they can book and pay for lessons on their own time 24/7. 

6. Can I Schedule Group Lessons With This Software?

Absolutely! Instructors can choose to offer group and/or individual appointments for clients to book. This allows your clients to do the booking themselves, reducing time spent booking clients yourself. 

7. What Do I Do If I Have Multiple Instructors, Locations, or Types of Appointments?

The software is customizable, making it easy for someone to put in all of the above! It includes categories that you can change for each type of appointment. Also, it’s easy to add instructors and locations. There are options for instructors to add location priority, so they don’t have to worry about going back and forth to different locations for multiple appointments. They can also choose to book appointments back-to-back, so there aren’t any long breaks between appointments. 

8. How Long Will It Take to Set Up?

The set of processes is up to you. It can take as little as a week. Once set up, you will have hyper care/close support from an Implementation Specialist for the first six weeks of use. The Implementation Specialist will be the go-to person to train you and set up the software using video meetings. 

Conclusion

If you’re an instructor looking for a new and affordable way to book clients that you don’t have to do yourself, look no further than eSoft Planner’s customizable instructor scheduling software. 

If you are on the lookout for a web-based lesson scheduling app that fits all of your needs, learn more about eSoft Planner.

eSoft Planner is flexible, affordable, simple, and perfect for small businesses and instructors. Request your free demo today. See how we can help you consolidate effort, save time, and increase revenue.

Pickleball Courts Reserved with Pickleball Club Management Software

Start Growing with Pickleball Club Management Software

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Introduction

Pickleball is exploding both as a sport and as a business. Pickleball is currently the fastest growing sport in the United States, with participation nearly doubling just last year. Facilities with courts will miss out on large amounts of revenue if they haven’t considered running their own pickleball leagues. Take advantage of this growth and start adding pickleball to your facility today.

Improve Efficiency and Seasonal Revenue

Businesses centered around pickleball need to ensure they are efficiently scheduling their court time. With outdoor courts, that court time and demand will be seasonal. It is especially important to manage efficiency, as facilities geared towards specific sports are almost always seasonal. With eSoft Planner’s software, you can offer peak and non-peak pricing based on the time of day or year. That way, you can earn more money when filling spots with higher demand. 

Streamline Your Pickleball Facility with eSoft Planner

With eSoft Planner’s pickleball club management software, you can: 

  • Lower admin costs by allowing clients to book their own rentals and lessons
  • Offer 24/7 registration for summer camps/beginner classes and even leagues
  • Become more efficient while spending less time managing the facility’s schedule
  • Improve communication and reduce cancellations with automated email/text reminders 

Conclusion

With the massive growth of pickleball as a sport within the last few years, it would be a great benefit to your business to add it to your facility. It will help your facility grow, especially with the community pickleball currently has. Finally, with the help of eSoft Planner, it will lower admin costs and improve efficiency, even in the off-seasons. 

Want to learn more about how adding pickleball club management software can benefit your facility? Talk with eSoft experts today. Also, if you would like to consult with experts on how to improve your sports facility, visit Sports Facility Expert now. 

PreSelling Memberships Online Are a Good Promotion for New Business

Promotion for New Business – Start Preselling Your Memberships

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Introduction

Are you an existing facility looking to add new products or services? Are you a new facility wanting to add memberships? Do you need to add a promotion for new business? eSoft Planner’s new feature for preselling memberships is perfect for both types of facilities. 

A facility’s membership will have the option to be sold before the start date. The fees will be paid approximately a month before the membership’s start date. It provides opportunities for supportive customers to get it first, and at a discount. 

Features

A new feature in preselling memberships is that you can set a specific date for the membership to start. That way, you get to choose which day (usually the 1st or the 15th) works best for your facility. Also, staff will be able to buy these memberships for any customers, in case they run into any issues with purchasing the membership themselves. 

Benefits

One of the main benefits of memberships is that it brings in consistent revenue. With preselling memberships, we can improve cash flow before offering products or services. This extra cash flow allows you to potentially save or invest in expanding the product or service. It is also a good tool for improving customer awareness, especially for newer facilities. 

One of the powers of preselling memberships is the ability to offer special promotions. Oftentimes, facilities will discount a standard membership in order to create the fear of missing out in their new possible customers. This allows them to sell more memberships in advance, which, in return, increases cash flow and improves confidence in your business model. 

Conclusion

eSoft Planner’s new feature for preselling memberships is a great promotion for new businesses. Not only will it increase revenue, but it will also be easy and accessible for your staff and customers to utilize.  

Want to learn more about how preselling memberships can work as a good promotion for your business? Talk to eSoft experts today. If you’re looking for some other ideas on how to improve your business, learn more about our new access control features here or our event tickets options here. Finally, if you want to consult with experts on how to improve your sports facility, visit here. 

24/7 Access Management Program with Access Control Membership Via Your Online Devices

Access Control Membership Programs

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Introduction to Access Control

Small business sports facilities are investing in new technology to streamline and automate their operations. One of the newer and more popular business strategies is offering 24-hour access to the space for athletes to train.

The benefits are simple – Lower Admin Costs and more time available for your customers to book.

Not only can you offer codes to customers for each individual rental they reserve, but you can also offer them Priority and Status by combining the use of an access control system with a simple membership program. There are 2 simple Membership models that you can adopt when using access control as the selling point. 

1. Priority and Status Memberships

This is the simple idea of allowing customers to purchase a membership that gives them special priority/status/pricing, etc. Think about the standard Silver and Gold memberships: A silver member may be able to schedule up to 6 hours a month and only able to schedule 7 days in advance. The benefits that these are giving them include access to the facility and the ability to schedule a week in advance, whereas a non-member would have to pay for each booking and only be able to book 3 days in advance.

Then, you offer the premium/gold membership and allow them unlimited access to the facility and the ability to book 2 weeks in advance. The possibilities for this type of program are endless.

2. Open Access Memberships

Another membership Model to think about especially if you are limited by the population and community around you would be the open-access membership. Charge a set price each month. Also, allow each customer to have their own key fob or code to gain access to the facility

Conclusion

Both of these membership models are best when setting them up as auto-renewing memberships. The subscription business model is still considered one of the best models out there. Consumers are now aware of this and often balk at subscription services, as they know the value depends on their usage. So, you may want to price these memberships low enough to increase their perceived value so that you would be able to sell enough memberships to be profitable. 

For additional consulting about possible membership options and to learn about all the possibilities, go here. If you want to learn more about how eSoft and access management can help your facility, request a demo or read more about access control here. 

esoft planner : #1 in sports planning and athletic businesses

Best Practices in Sports Scheduling Software: How to Grow Your Business Effectively

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Introduction

Sports agencies, teams and other organizations use sports scheduling software to manage their business. It helps them automate tasks like scheduling games on fields, sending text alerts and emails, tracking player statistics, and much more.

To grow your business effectively, use eSoft Planner to automate sports scheduling, streamline business processes, eliminate admin work, create reports automatically, organize maps and reservation programs, and send marketing emails for increased player retention.

The benefits of using a sports scheduling software are numerous. For example:

  • Sports Scheduling Software Automates Sports Scheduling

  • Business Processes Streamlined Automatically

  • Admin Work Eliminated

  • Reports Created Automatically

Sports Scheduling Software Can Help You Manage All Your Games And Practices Easily!

1. Automate your scheduling process with eSoft Planner

eSoft Planner is the best online sports management software of 2023, and it’s easy to see why. It’s the most advanced, easy-to-use, and affordable sports scheduling software on the market. Also, eSoft Planner is an app for sports and facility management. It allows you to allocate resources effectively while saving time in the process!

2. Avoid scheduling conflicts, double-bookings and overbooking

eSoft Planner helps you avoid scheduling conflicts by allowing you to set a maximum number of teams that can be hosted at any given time. For example, say your facility has 20 ice sheets available for use and it’s already booked up with 17 teams on different days (and no cancellations). Then, eSoft Planner won’t allow another team to schedule a game until one of those other 17 teams cancels their game or gets moved due to weather conditions. This feature prevents double-bookings and ensures everyone gets enough ice time at your facility!

Additionally, eSoft Planner allows users to set preferences based on specific criteria such as age level (youth vs adult), gender (male vs female), or skill level (beginner vs advanced). This helps ensure that leagues are matched appropriately. So, they won’t end up playing against each other when one team may not be ready for competition yet while another might have been waiting months just for an opportunity like this one!

3. Streamline paperwork and avoid errors with standardized reporting.

Sports scheduling software can help you to organize your team’s games, track attendance, and even generate revenue. However, if you’re not using a robust system for reporting on these activities, it’s possible that you may be missing out on important opportunities for growth.

The best sports scheduling software will allow you to create reports that provide insights into how many people attended each event or game during a given period of time (e.g., season). This type of data helps managers better understand what works–and what doesn’t–when it comes to marketing their organization’s events online or offline. Also, it determines whether there are any discrepancies between actual attendance figures versus those projected by the team owners/executives beforehand, based off previous years’ experiences at similar venues/venues nearby without taking into account current conditions like weather patterns affecting travel times, etcetera…

4. Optimize sports facility usage with text and email alerts.

Text and email alerts can be a great way to stay on top of your sports scheduling. When you set up text and email alerts, you’ll receive notifications when games are scheduled and when you have to make changes. You can also use these tools to remind yourself of upcoming events, registration deadlines, payments due. It also works for anything else that’s important for your business!

5. Increase player retention and loyalty with marketing emails.

Marketing emails are a great way to keep players coming back to your facility. You can use eSoft Planner to send marketing emails automatically. Also, send text notifications to players who have signed up for text alerts.

6. Eliminate admin work with the best online sports management software of 2023

Sports scheduling software is a powerful tool that can help you save time and money. It eliminates the need for manual tasks like entering scores, tracking players, and creating schedules. However, not all solutions are created equal. Some are better than others at helping you accomplish your goals as an organizer or manager. With these six tips in mind, you’ll be able to find a program that fits your needs perfectly!

Stay organized by setting up different schedules for each season, league or time of year (e.g., high school football in the fall).

To stay organized and avoid confusion, it’s important to set up different schedules for each season, league or time of year (e.g., high school football in the fall). eSoft Planner allows you to do this by creating multiple schedules at once. You can also use eSoft Planner by multiple teams and leagues at once if they have similar scheduling needs such as baseball teams playing against each other during spring training.

Use eSoft Planner’s unique mapping feature to show where teams are located and reserve times with automatic notifications sent to administrators.

eSoft Planner’s mapping feature is an innovative, time-saving feature that allows you to show where teams are located and reserve times with automatic notifications sent to administrators.

  • View all schedules on one map

  • Easily reserve times from anywhere on the schedule by dragging and dropping your mouse over the desired location on a map. You can also click on any location in order to see associated schedules or view details about that team’s schedule.

  • Get automatic notifications when someone else attempts reservations at your favorite sports field or gymnasium.

Conclusion

eSoft Planner is the best online sports management software that helps you grow your business effectively. It’s packed full of features like automated scheduling, streamlining business processes, eliminating admin work and creating reports automatically. If you want to get started with eSoft Planner today, then request a demo here!

A Lesson Scheduling App Aids in Revenue Streams

A Lesson Scheduling App Paves Way for Revenue Stream

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Lessons are a key player in a facility’s revenue stream. Whether it be baseball/softball, swimming, tennis, soccer, cheerleading, and even music and sewing – scheduling lessons is a huge presence in everyday operations. As a result, the more lessons you offer, the more revenue you bring in. But, with that revenue comes more opportunities for calendar confusion, double booking, and more. But here’s the solution – a lesson scheduling app. 

A lesson scheduling software with a web-based app included contains all of the benefits of the software, with the added bonuses of making scheduling even more on the go. Let’s get into some specifics: 

Increase in Cash Flow 

eCommerce Payment Options 

Within the lesson scheduling app, athletes and their parents can sign up and pay for lessons when booking. Learn more about Lesson Pricing Models here, if necessary. Your clients can even save their payment information in a secure account and pay with the push of a button.

24/7 Access

With more hours in the day, athletes and parents can book more lessons. Many times parents that are responsible for scheduling and paying for lessons have a lot on their plate. Having to call to schedule during business hours is nearly impossible for some, and easily forgotten by most. An app allows them to hop on their phone at any time of day, whether it be before they wake the kids up for school or before they turn the lights out to go to bed. This means less forgetting and more booking – resulting in more revenue for your facility. 

Cancellation and Refund Policies

Refunds and cancellations are a headache for every facility owner/manager out there. With an app requiring payment at booking, facilities are guaranteed revenue. However, some facilities do want to offer the ability to cancel or reschedule. Coupled with the app, facility managers can set restrictions and rules for these situations. These can include:

  • non-refundable booking fees (partial or all of the lesson fee),
  • time restrictions (cancel 48 hours in advance to receive a refund), and
  • lastly even special circumstances like doctor’s notes, team conflicts, etc. 

All of these rules can be adjusted based on your facility preferences. 

Reduce Administrative Costs

eCommerce Payment Options

Additionally, giving athletes and parents the ability to pay online, means there is no need to pay staff to sit at the front desk. Even more, no one has to make phone calls to ensure the lessons are paid. So the instructor doesn’t need to chase after payments! This frees their time to focus on the lesson. 

24/7 Access 

Gone are the days of hiring someone to sit and wait for the phone to ring. The app lets you leave your phones unattended while the staff in the facility is running lessons or classes. 

Facility and Calendar Management

Above all, you get great facility management. You and your staff will no longer worry about:  

  • double bookings,
  • availability of space for lessons in the facility, or
  • time blocking and coordinating lessons with the instructors.

What’s more, just have the instructors put in their availability. Then you can set the hours each space is available on a given day. And finally. let the app do the day-to-day scheduling for you!

If you are on the lookout for a lesson scheduling app with a web-based app that fits all of your needs, learn more about eSoft Planner.

eSoft Planner is flexible, affordable, simple, and perfect for small businesses and organizations. Request your free demo today. See how we can help you consolidate effort, save time, and increase revenue.

Plus, Follow us on Facebook or LinkedIn to stay current on industry news and the latest from eSoft Planner.

Youth organization scheduling for urban community athletics programs with baseball fields, tennis courts, and parking lots.

Youth Organization Scheduling Software Benefits

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A youth organization is a machine with many moving parts. What’s more, each part needs a volunteer (or volunteers) to ensure they run properly. With volunteer priorities focused on the kids, organization and facilities management can fall short. That is why investing in a youth organization scheduling software is highly beneficial to all key players in the organization. 

Whether your youth organization includes indoor/outdoor court scheduling, indoor/outdoor field scheduling, or all of the above, the benefits are endless. So take a look at a few things to consider when choosing facility management software.

1. Save Field/Court Coordinator’s Time 

A Field/Court Coordinator’s workload can be cut in half. With online scheduling software, they no longer have to answer calls, texts, and emails on availability and scheduling. And, they don’t have to organize and update the calendar to avoid double booking. As a result, they can focus on facility maintenance.

2. Give Coaches Flexibility

In short, a coach’s first job is not coaching. Creating ease and simplicity will prevent headaches. Let coaches focus on their passion – teaching kids to play their sport. Most youth organization scheduling software options include many features for coaches to schedule. This includes games and practices, as well as adding on details such as field maintenance and light requests. Coaches won’t have to worry about these details on game day and coordinators will be aware ahead of time. 

3. Customize and Organize

A field or court scheduling software can be customized to fit any organization’s needs. For example, some youth organizations give each team a set number of field/court reservations and games per season. But they don’t have a tracking system in place to keep count. Scheduling software can handle this tracking. In addition, the software offers features like:

  • special field hours,
  • restrictions on booking in advance, and
  • rules for the amount of notice needed for cancellations.

4. E-Commerce Capabilities 

No more checks/cash exchanges and bank trips. A youth organization scheduling software allows coaches from outside organizations to reserve field or court space, and pay for it on the spot.  

A Youth Organization Scheduling App Makes It Even More Mobile

Choosing software with an app brings even more benefits into the mix. Coaches will be able to see the field schedule 24/7 and book their teams from a phone or tablet. Finally, the app offers automated communication. That is, it sends reminders to coaches on their field reservations, any updates from the organization, and more. 

Do you run a youth organization? Are you looking to make everyone’s jobs easier? Learn more about eSoft Planner and how it can help. 

eSoft Planner is flexible, affordable, simple, and perfect for small business owners. Request your free demo today. We can show you how to consolidate effort, save time, increase revenue, and grow your business.

Plus, Follow us on Facebook or LinkedIn to stay current on industry news and the latest from eSoft Planner.

Card Reader and Payment Methods

Venmo/Cash App Are Changing – Here’s How to Approach Future Payment Methods and Credit Card Fees

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There’s some big news in the world of Venmo, Cash App, Zelle, and more peer-to-peer payment methods. Starting January 1, 2022, any seller of goods or services receiving more than $600 per year will receive a 1099-K and be required to report that income on their taxes. This is a game-changer for small businesses that use those platforms for all kinds of payments. 

Not only will the taxes increase on the business, according to an article covering the update, facility owner workload just increased. Owners/managers will need to print all transaction reports, sort through and distinguish each transaction from the peer-to-peer payment apps, and gather invoices and receipts as supporting documentation for the IRS. 

That is a lot of additional work, right in time for the busy season.

The Alternative – Credit Cards (But Without The Crazy Fees) 

With credit card companies forcing facility owners into 2-3 year contracts, constantly changing their rates, and requiring monthly minimums – all topped with horrible customer service that will keep you on the phone for hours – payment methods and processing seem like a hopeless case. 

But here’s our approach… 

CardConnect/CardPointe

eSoft Planner’s partner CardConnect/CardPointe is the fix that facility owners are looking for. 

Here are the benefits our team negotiated for facility owners in need of a new payment method: 

  • 2.75% Flat Rate for Visa, Mastercard, and Discover
  • No Monthly Minimums
  • No Contracts 
  • PCI Compliance Check Ins from eSoft Planner – yearly reminders for facility owners
  • Customer Support through eSoft Planner – no bouncing from person to person, we can answer your questions.

Learn more About eSoft Planner.

eSoft Planner is flexible, affordable, simple, and perfect for small business owners. Request your free demo today to see how we can help you consolidate effort, save time, increase revenue, and grow your business.

Plus, Follow us on Facebook to stay current on industry news and the latest from eSoft Planner.

24/7 Access

The 24/7 Facility Access Trend

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Sports facilities have to go through shifts and follow trends, just like every other business. The key is to maximize each trend and market shift for growth and revenue opportunities. Potential clients no longer want to be limited to a facility’s schedule. Instead, they expect easy access whenever they can fit it into their busy days. This is why the 24-hour fitness facilities are taking off. If you want your facility to stay at the top of its game and offer a great first impression, 24/7 facility access to equipment and machines will put you ahead of your competitors.

To many, though, this seems like an intimidating thing to offer. Questions like: Who will work those late night/early morning hours? How will I ensure proper care is being taken with equipment and machines? How much more staffing expenses will this rack up?

Don’t stress. Before you fall down the black hole of questions and concerns, know there is a solution. Third-party access control companies can handle it all for you… through digital technology.

24/7 Access Abilities

There are plenty of third-party systems with a variety of capabilities, but here are the basics. The system you choose will allow you to set access restrictions for memberships and rentals. Think of it like those commercialized 24-hour gyms like Anytime Fitness, Planet Fitness, etc. Based on your needs/wants, you can choose a system that uses key fobs, barcodes, an app on the client’s phones, or even fingerprint technology to give access to members and renters. Based on membership levels and rental packages, you can design your access system to give different varieties of access and permissions within the facility.

Depending on what your facility offers, this can be as simple or as complex as needed. Some facilities will require reservations. Though others will allow a first-come, first-serve policy with the machines and equipment. A feature that many facilities like is the time restriction feature of access control software. Facilities can set limits that allow access to begin 10 minutes before the rental/space reservation and will last 10 minutes into the reserved time. When the client misses their reservation, it is canceled and will not allow interference with any other reserved spots. This keeps clear guidelines in place and restricts the ability to abuse the freedom that digital access offers.

Security System

Not having someone to monitor the 24/7 facility access can make some owners nervous. However, these third-party systems thought ahead and provide systems within the digital technology to ensure safety and security within the facility. Many systems have a camera connection that will turn on security cameras every time someone enters the facility. The scanning procedure also allows facility managers to know exactly who is entering and exiting the facility at exact times. Facility owners will always be able to keep an eye on the machines, equipment, and client behavior as necessary.

24/7 Revenue Opportunities

Many of you are probably wondering – why is it so important to use software like this? Why can’t we just extend our hours and have staff in the facility for more hours during the day? Well… you could, but why add those unnecessary expenses and continue to limit the revenue opportunities. These systems help cut facility staff expenses AND it opens up more time to make money for the facility. Use an access control system with or without staff in the building. Running 24/7 provides more opportunities for booking rentals and reservations. This means more money without the expense of hiring a person to open the door.

Overall, 24/7 facility access is where the industry is moving. Gain the advantage over your competitors and hop on the trend while it is still early. Lay out a list of what you need, do your research, and extend those hours of operation.

Consider another added feature in this process – compatibility with facility management software. For instance, eSoft Planner is teaming with a third-party access control system and implementing it in the upcoming new version. You limit expenses and maximize revenue with everything done in a single app. Keep that in mind in your search for the perfect fit.

Learn more About eSoft Planner.

eSoft Planner is flexible, affordable, simple, and perfect for small business owners. Request your free demo today to see how we can help you consolidate effort, save time, increase revenue, and grow your business.

Plus, Follow us on Facebook to stay current on industry news and the latest from eSoft Planner.

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