CASE STUDY
Active Life Games Registration
Simplified with OnTask
Automated document workflows help a variety of businesses
and organizations streamline processes, making tasks simple
for everyone involved. In this case study, we’ll reveal how one
Florida organization simplified a business process for the
betterment of their community.
Hillsborough County, City of Tampa, City of Temple Terrace, and
Friends of the County Parks hosted the 38th Annual Active Life
Games in September 2018. The games are a series of Olympic-
style events for adults over 50. Before OnTask, participants
struggled with the extensive, paper-based registration process
that often made registering for the games difficult.
With the help of OnTask, Active Life Games was able to
streamline the online registration process to make it easier
for seniors to participate. In this year’s 38th Annual Active
Life Games, the organization saw a 40% decrease in technical
support calls.
Overview:
Since 1980, community members have come
together for the Active Life Games hosted by
Hillsborough County, City of Tampa, City of
Temple Terrace, and Friends of the County
Parks. In the 38th annual Olympic-style
competition, adults age 50 and over can
participate in activities ranging from bunco,
dominoes, bag toss, pickleball, cycling, and
traditional track and field events.
In the past, Active Life Games used a legacy
system to keep track of registrants, store
their personal information, and collect
payment. With such a popular event,
keeping track of over 350 participants was a
challenge, especially when they were signing
up for multiple events. In addition, the
system for registration was not user-friendly
for seniors, and nearly 50% of registrants
would call the office to sign up over the
phone.
With so many hurdles, Active Life Games
sought out a more secure, mobile-friendly,
and efficient way to collect participant
information and ensure they had an
accurate headcount for each event. They
chose OnTask to help them streamline
this business workflow because of its
user-friendly design and online dashboard
capabilities.


Challenges:
Active Life Games knew that there was a problem with their legacy system. “We have had
challenges in the past with our online registration system. Our event is for seniors and many
of them aren’t computer savvy,” says Dana McDonald, Senior Special Event Coordinator at
Hillsborough County Parks and Recreation. Some of the most common challenges included:
•
50% of seniors trying to register had to call in for help when using the legacy system.
•
The legacy system made it difficult for seniors to sign-in, let alone sign-up due to its lack of
user-friendly qualities, leading most participants to just mailing in paper forms
• Active Life Games needed to spend time and resources to provide technical support, which
took away from managing the event experience.
•
The transition from paper forms to online forms was difficult considering the participants’
knowledge of technology.
Results:
With over 360 registered this year, half of whom registered online, Active Life Games was able
to get even more seniors involved. After implementing OnTask for the registration process, the
organization saw a 40% decrease in technical support calls. Staff used this time saved to create
an even better Active Life Games experience for participants.
“OnTask was easy-to-use for our guests and our staff. Our online registration increased this
year since it was so self-explanatory. This saved our staff time in explaining the process over
the phone and manually inputting the information, making our registration more efficient,” says
McDonald.
Plus, OnTask’s user-friendly design and multi-device capabilities enabled seniors to register
from their smartphones and tablets. The workflow for registration was simplified, helping
organizers to avoid manual labor of paper forms.
In addition, using OnTask’s online web forms helped to avoid double booking of events with
its data validation capabilities. By requiring specific fields for the form submission, Active Life
Games was able to organize their events seamlessly.
Overall, the organization saved precious man hours and labor costs by using a simplified
business workflow tool. Imagine what type of results are awaiting your company. Discover how
much time you can save on your business processes with our workflow automation tool. See
how OnTask can help your business today.
Schedule a Demo Today
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About Accusoft
Founded in 1991, Accusoft is a software development company specializing in content processing, conversion, and automation solutions. From out-of-the-box
and configurable applications to APIs built for developers, Accusoft software enables users to solve their most complex workflow challenges and gain insights
from content in any format, on any device. Backed by 40 patents, the company’s flagship products, including OnTask, PrizmDoc Viewer, and ImageGear, are
designed to improve productivity, provide actionable data, and deliver results that matter. The Accusoft team is dedicated to continuous innovation through
customer-centric product development, new version release, and a passion for understanding industry trends that drive consumer demand.
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4001 North Riverside Drive Tampa, FL 33603
+1.800.875.7009
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