Custom Booking and Management System for Youth Sports Video Recording Platform

The client experiences difficulty efficiently managing and assigning recording orders for youth sports events. The manual process leads to scheduling conflicts, lack of transparency in videographer workload, and inadequate communication with clients, resulting in operational inefficiencies and reduced customer satisfaction.

A medium-sized sports service provider specializing in recording and editing youth and amateur sports events, seeking to streamline order management and scheduling.

• Implement a centralized platform enabling quick sorting, tracking, and assigning of recording orders to multiple videographers.
• Automate communication with clients through email notifications for task confirmations and schedule updates.
• Enable management of videographer workload, availability, and assignment confirmation processes.
• Support corporate clients with the ability to place orders without upfront payments.
• Provide an intuitive administrative interface for task delegation, scheduling, and tracking.
• Develop scalable and secure technology infrastructure to support future growth and integration needs.

• Order Management Dashboard: Allows admins to view, sort, and filter all recording orders for effective oversight.
• Order Assignment Cart: Multiple 'carts' per videographer to pre-assign and review scheduled recordings before confirmation.
• Multistep Videographer Scheduling Workflow: Supports preassignment, email notifications, confirmations, and updates to streamline scheduling.
• Calendar View Integration: Displays all scheduled recordings for both overall planning and individual videographer schedules.
• Automated Email Notifications: Sends confirmation requests to videographers and pre-event reminders to clients.
• Workload Management: Tracks videographer availability and avoids overlapping assignments.
• Order Status Tracking: Implements multiple statuses (up to eight) to record the history and progress of each recording order.
• Admin Role Management: Delegates tasks and manages user permissions within the platform.

• Email Notification Service (e.g., SendGrid) for automated communications
• Mapping Service API (e.g., Google Maps API) for location-based scheduling
• Payment Gateway (e.g., Stripe) if payment processing is needed for orders
• Calendar Integration for scheduling and viewing multiple timelines

• System scalability to handle increasing volume of orders and users
• High performance for real-time scheduling and notifications
• Data security compliance, including secure user authentication and access controls
• Reliable email delivery with minimal latency
• Responsive UI for both desktop and mobile devices

The new platform is expected to significantly improve operational efficiency by enabling quick order sorting, accurate scheduling, and workload management. Automated notifications will enhance communication with clients and videographers, reducing manual effort and errors. Ultimately, these improvements aim to increase customer satisfaction, optimize resource allocation, and support scalable growth of the youth sports video recording service.