"With Zoho Bookings we replaced hours of spreadsheet chaos with clarity. We ensured every instructor now knows exactly when and with whom their daily classes are scheduled."
Devi Sambamoorthy, Founder & Director, NurtureU Technologies
Operating regions: India, UAE
Org size: 20-30 members
Use case(s) solved: Class bookings, rostering or schedule management
Solution for: Creative, Performing Arts Academy
Solution region: UAE
Feature(s) used: Recurring one-on-one meetings, notifications and reminders
Industry Expertise: Travel & Tourism, Education, Health, Wellness & Fitness, Hospitality, and Manufacturing
NurtureU Technologies, Authorized Zoho Partner
NurtureU has been a Zoho Partner since 2021 and have close to 100 clients over India and the United Arab Emirates. They have Zoho experts with 14 certifications across 50+ apps who can assist with Zoho and custom implementations.
The team has close to 20 years of IT solutioning and implementation experience and are experts in Zoho Creator, Zoho Bookings, Zoho CRM, Zoho Projects, and many other Zoho products.
The Fine Arts Studio in the UAE
NurtureU Technolgies has a client with a vibrant academy for musical excellence and fine art in the UAE. The music academy is affiliated with the Trinity College London (TCL) and the Associated Board of the Royal Schools of Music (ABRSM). They offers vocal courses, ukulele, guitar, and piano classes, which requires students to book with trainers beforehand.
The management challenge
"Music is everything to us. But we were managing schedules full-time rather than doing our craft. We felt lost", recount Chief Instructors at the institute.
They had a talented team of instructors and an administrator, but they were handling their bookings manually and struggling with several issues:
Limited availability: Instructors had trouble lining up their schedules with students and ended up getting booked for classes during times they were not available.
Double bookings: Instructors sometimes got booked with more than one student at the same time.
Missed classes: On average, 15 classes were missed every week due to errors in manual scheduling.
Lack of notifications and reminders: Students and parents had to call in frequently to check availability and confirm session times
An environment of confusion and fatigue was starting to take over. That's when they decided to approach our partner, NurtureU.
The retrospection
With their vast experience, NurtureU, after careful evaluation, spotted that the academy needed a system to streamline their operations. The system needed to:
Allow instructors to set up their custom availability and display them.
Enable students or their parents to look through availability and book classes without having to email or call, text, or drop by the academy.
Notify students and instructors about their upcoming classes.
Allow students to enrol into repeating classes week on week on specific days.
Recurring one-on-one bookings to the rescue
The selective availability of instructors meant that there were only certain pockets of the day during which each of the instructors were available to offer sessions. Plus, some students showed up ad-hoc while others had bi-weekly classes scheduled.
NurtureU created one-on-one sessions for students who showed up ad-hoc to pick their desired tutor, and recurring one-on-one classes for students who requested predefined schedules.
Happy students and relieved parents
Students always preferred personalized one-on-one classes. With Zoho Bookings in place, the admin team could now schedule appointments for each student effortlessly. Parents no longer have to call or visit the academy to check for availability — every session is planned and confirmed in advance, bringing structure and reliability to their children’s musical journey. The booking process is smoother, and communication is clearer for everyone involved.
Organized and efficient instructors
With the new system, instructors now have complete visibility into their daily schedules and upcoming student sessions. This allows them to plan lessons effectively and focus on what they do best—teaching.
The automated notifications and reminders ensure that both instructors and students stay informed, which helps minimize scheduling conflicts and missed sessions. The result is a well-coordinated, efficient system where every available hour is dedicated to nurturing musical talent.
We wished we could have asked the NurtureU people to come in earlier. Now, we're back on track" says Chief Administrator, at the academy.
Going the extra mile
As a Zoho Partner, NurtureU made every effort to ensure that the transition was seamless.
The presales team translated inconsistent manual schedules into organized and automated schedules.
The developers and quality assurance engineers initiated a pilot project to ensure that the process is controlled and then rolled it out for the entire academy.
Once Zoho Bookings was set up, the customer success team provided hands-on training to help students, instructors, and admin staff use the system efficiently.
"Initially, there was uncertainty, but our team made it against all odds. The project holds a special place in my heart and I was quite happy to help them manage their daily class bookings", notes Devi, Founder & Director, NurtureU Technologies.
The results
The institute has been using Zoho Bookings for the past 2 years with constant support from the team at NurtureU. Almost 7000 appointments spread across over 50 different types of classes have been booked since. Administrative staff report 6 to 8 hours saved every week. The fine arts studio is now seeing cleaner schedules, engaged students, and happy parents.
Looking to manage your schedules or automate your meeting schedules with Zoho Bookings in the UAE and India? Working with a Zoho Partner can help you see the bigger picture while you go on about your business.