300+ children
LocationBath
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Customer Stories
How MagicBooking Optimised KES Adventures Holiday Camp’s Safeguarding, Financial Reporting, and Time Savings
MagicBooking has been a game-changer for us. The platform has streamlined our entire booking process and significantly reduced our admin workload. - Naomi Bateson, Commercial Manager
6 min readMeet King Edward’s School, Bath – KES Adventures Holiday Camp
King Edward’s School in Bath is a leading independent school offering a range of high-quality educational and extracurricular experiences. In the summer, they open their doors to run the KES Adventures Holiday Camp - a bustling, activity-packed programme for children, designed to be safe, fun, and well-organised.
When preparing to launch a new holiday camp, the team knew they needed a booking management system that could handle every detail – from registration to safeguarding – while keeping administration light and communication with parents effortless.
After reviewing options and attending an "outstanding and informative” demo by MagicBooking’s Baron, KES Adventures knew they had found the platform that would simplify their first year of holiday camps and beyond.
Challenges
Launching a new holiday camp from scratch came with immediate day to day pressures:
- Ensuring smooth and secure online bookings for busy parents
- Keeping on top of safeguarding with accurate, accessible child records
- Avoiding an overwhelming admin workload during the busiest time of year
- Reducing the risk of missed information or delayed communication with parents
As this was their first year of running the camp, they needed a robust, intuitive, and scalable booking platform that would inspire confidence among both staff and parents from day one.
Key Issues
- No existing booking or payment system for holiday camps
- Need for quick, clear communication with parents about their child’s welfare
- Risk of human error without an automated incident logging system
- Desire for a user-friendly platform to make administration fast and efficient
- Requirement for a solution that could grow with the school
Solution
KES Adventures implemented MagicBooking ahead of their summer launch. The onboarding process was straightforward, with hands-on guidance from the MagicBooking team and a particularly informative demo by Baron that set the platform apart from competitors.
Within weeks, staff were confident navigating the system, and administrators, finance staff, and activity leaders were already feeling the benefits.
“A special mention to Baron, who delivered an outstanding and informative demo that really set MagicBooking apart from other platforms we considered.” – Naomi Bateson, Commercial Manager
Key Features
- Intuitive setup & onboarding: Implementation rated 10/10 for ease of use
- Instant safeguarding alerts: Automatic parent email notifications for logged incidents or accidents
- TFC auto-reconciliation: Streamlined childcare voucher payment processing, saving significant finance admin time
- Parent self-service: Mobile-friendly registration, booking, and payment from any device
- Responsive customer support: Fast, knowledgeable and long term assistance whenever needed
- User community forum: Direct way to suggest features, with feedback acted on promptly
- Various teams benefit: Administrators, the finance team, and activity leaders all benefit from MagicBooking’s management system
Impact
In less than six months, KES Adventures has transformed the way its summer camp is managed – replacing manual processes with a seamless, automated system that saves staff time and gives parents peace of mind.
Safeguarding and Parent Confidence in One Management System
One of the most valued features for KES Adventures is MagicBooking’s incident and accident logging. This not only keeps accurate records but also automatically notifies parents by email, ensuring clear and timely communication. Generally, parents can be contacted via email, SMS, or automated reminders.
KES Adventures has also found that MagicBooking has improved their parent satisfaction and communication with parents.
"Parents have reported that the platform is easy to use and gives them peace of mind knowing that we have all important information about their child." – Naomi Bateson, Commercial Manager
For parent and carer satisfaction, KES Adventures gave MagicBooking 10/10. Happier parents means better customer retention.
Excellent Finance Reporting for Holiday Clubs
Generally, KES Adventures finds that MagicBooking has helped with the accuracy of their financial reporting.
MagicBooking’s TFC auto-reconciliation has eliminated time-consuming manual tracking of childcare voucher payments. Finance staff can now manage camp payments quickly and confidently, freeing up hours for other tasks.
The result? A significant reduction in admin workload across all team members – from administrators and activity leaders to finance.
“We also appreciate the user forum where we can suggest new features or improvements. The recent addition of the TFC auto-reconciliation feature is a perfect example of how user feedback is taken seriously.” – Naomi Bateson, Commercial Manager
Management Platform that Saves Time with Automated Admin
KES Adventures has highlighted their newfound ease of managing bookings and improved efficiency, resultingly in staff workload reduction. They especially highlight MagicBooking’s TFC auto-reconciliation as an added time-saver across departments managing holiday camp payments.
KES adventures estimates MagicBooking has saved 25-50% of their time spent on admin.
Ease of Use and Staff Adoption of Booking System
Once familiar with the platform, staff found it intuitive and simple to use. The implementation process was smooth, and the support team’s responsiveness meant any questions were answered quickly.
KES Adventures rated MagicBooking’s ease of implementation 10/10, and said they felt confident using MagicBooking within the first month!
Alongside MagicBooking’s user-friendly product design, there is a detailed knowledge base on the admin portal with a wide range of ‘how-to’ guides for independent learning and problem solving. Plus, the customer success team are always on deck in case they need to resolve issues.
"It's very intuitive and easy to use. The support team is excellent and always responsive and helpful.” – Naomi Bateson, Commercial Manager
The Final Word
The bottom line: For KES Adventures Holiday Camp, MagicBooking has been the difference between a stressful first year and a smooth, professional launch.
The holiday camp is already considering expanding its use of MagicBooking into wraparound care and e-shop modules.
"We highly recommend MagicBooking to any school or organisation looking for a reliable, user-friendly solution for managing camps and childcare services." – Naomi Bateson, Commercial Manager
Ready to simplify bookings, boost safeguarding confidence, and cut admin time?
Book your free demo today and discover how MagicBooking can transform your childcare or holiday camp operations. Our demos are zero cost and zero-obligation, and totally tailored to your needs and availability.
Alternatively, you can send an email to sales@magicbooking.co.uk or click the live chat on our homepage.
