The Challenge: Eliminating manual data entry and registration errors
The yearly organisation of a school "pedagogical week" was a major logistical challenge. With many different activities offered to pupils of varying ages and grades, the traditional process relied on distributing paper forms. This led to a double loss of time for the organiser: physically collecting forms and then manually re-entering everything into Excel spreadsheets. The process was not only time-consuming but also error-prone (age incompatibilities, overbooked activities, pricing mistakes).
The Solution: An intelligent, autonomous registration platform
We developed a centralised web application, accessible via a simple link, that automates the entire registration process:
Interactive, Filtered Catalogue: Pupils browse the full list of activities. The system natively applies compliance rules: automatic checks on age and grade level for each activity. Incompatible options are hidden or disabled, ensuring valid registrations from the start.
Real-Time Capacity Management: Each activity has its own seat quota. As soon as the limit is reached, registrations are automatically closed for that activity, preventing overbooking.
Automatic Fee Calculation: For paid activities, the system keeps a running total of costs in real time. At the end, each pupil gets a clear summary of the total amount due, eliminating manual calculation errors.
Dual Management Dashboards: The organiser benefits from two automatically generated views:
- Per Pupil View: Detailed list of activities selected by each student and the corresponding amount to be paid.
- Per Activity View: List of participants for each workshop, including ages and grades, making it easier to plan logistics (supervisors, materials).
The Results: A pedagogical week fully under control
Digitising the process transformed the experience for all stakeholders:
- Massive time savings: Complete removal of manual data entry and paper form checking. The organiser can focus on educational content instead of admin work.
- Data reliability: Business rules (age, grade, capacity) are embedded in the code, eliminating registration errors and schedule conflicts.
- Financial transparency: Automatic fee calculation ensures clear, accurate billing for parents and administration.
- Autonomy and smooth experience: Pupils manage their own schedule, while the school instantly gets accurate statistics to organise groups and required materials.
This intervention was carried out in 2026.