A successful and attainable interpreter scheduling software is fundamental for gathering your interpreters in one place and monitoring the use of the up-to-the-minute data to ensure your interpreting projects are running smoothly. This process is at the heart of your success – and language industry executives around the world are now realizing it more than ever.
According to an Economist Intelligence report, 80% of global executives believe that project management tools are what helped them stay in the game. It is a competitive market, these tools are key. We would posit that project management and workflow tools would continue to be significant, no matter what the current economic climate may be.
After much research, we’re thrilled to share 10 needed features for interpreter scheduling software. These are must-have features for a successful interpreter scheduling platform. We’ll share our knowledge on how to make sure you have everything you need to ensure your interpretation business can keep pace with present needs and be poised for the future, regardless of economic conditions.
Multiple Tools Conveniently at Your Use
95% of project managers have said they need to use multiple tools to manage their projects. Typically what this means is they need to factor in many different software applications to ensure the appropriate support and coverage across projects. Unfortunately, this can become inconveniently complex if the tools aren’t well integrated. What’s the solution in the interpretation space?
A more comprehensive interpreter scheduling software platform that ideally offers all the tools they need from the get-go, in one place, in a user-friendly format.
The best platform does not just offer you a way to schedule your interpreters – it will also provide you with all the project tools you need conveniently in one place to make the entire interpretation management process that much easier.
Schedule Appointments, All in One Place
Do you waste time trying to manage staying on top of your scheduling and interpreter coordination system? Do sudden request surges or last minutes changes cause chaos for your scheduling managers?
With the right interpretation scheduling software platform, it will be easier for you to manage any interpretation team of any size. It will also enable you to intelligently scale up to accommodate any volume of appointments, whether they’re in-person or on-demand OPI or VRI.
You should be able to easily monitor and manage any volume of interpreter appointments each month and be able to quickly modify events and update interpreters when appointment information changes.
Easy Forms Accessible Within the Platform
You know that feeling when all you want is to find a form and fill it out and the form takes ten minutes you don’t have? We get the feeling.
Your customers don’t like that feeling either. Customer request forms for interpreter requests should be designed to capture the pertinent data quickly and logically in seconds and should be customizable for your specific business needs. In order to obtain a successful interpreter scheduling software, your customers should feel at ease every time they use your platform.
The Brand is Critical – White Labeling
It’s your company, it’s your interpreter scheduling software. So communication with your customers via scheduling platform better look and feel like it’s coming from you.
Your scheduling software UI and mobile apps should be branded with your corporate identity, therefore when your customers interact with your interpreting platform the experience is absolutely seamless.
Scheduled Video Remote Interpreting
Language availability may be limited by geographic availability, and onsite appointments may not always be feasible. With scheduled video remote interpreting, you will be able to offer the best of both worlds.
A scheduling platform that can coordinate scheduled VRI can significantly cut the travel time and expenses. All you need is an internet connection with sufficient bandwidth, a computer or mobile device, and a webcam. Customers love convenience, and video remote interpreting does just that.
Scheduled Over the Phone Interpreting
Similar to VRI, scheduled OPI should also be component in your IMS services offerings. This means, scheduling your interpreters to connect on the phone with your customers in the same way they would in a VRI session where video is not an option or desired.
Both scheduled VRI and Scheduled OPI should allow you to manage and track all of your interpreters, projects, and expenses within the platform with detailed usage reports and customizable rate plans.
It all needs to be managed in one interface in one place.
Think of all those times you have been anxiously awaiting to see if your interpreter will make it to their scheduled event on time. All of those times you’ve been unsure how far away from the appointment your interpreter is. A little stressful, right?
Geo-Mapping and locations services features within a scheduling platform allow you track your interpreter’s travel and arrival times in real time, so that you can effectively communicate and set expectations with end users whenever it may be necessary!
Tracking Expenses and Work Orders
When big projects with lists of expenses and several work orders come into play, tracking everything via Excel sheets just isn’t a smart way to do it. You need an interpreter scheduling software that allows you to see where the money is going.
An interpreter scheduling platform that offers you key tracking functionality directly within the platform, and via a mobile app should include tracking of expenses, tracking work orders and the acquisition of digital signatures. This will make it easy to track project details and start and end times in real time, rather than manually tracking everything yourself. You’ve got enough on your plate as it is!
Accounting Made Easier
Managing rate-cards, invoicing and accounts receivable, paying interpreters and accounts payable – we highly recommend that your interpreter scheduling software be able to handle all of that.
You should be able to manage your internal and external rates for your accounts with your interpreters. Your system should allow you to set customer bill rates and interpreter pay rates for each task all in one place, and should be able to generate and send invoices with just one click. You should always have the option to set rates at the System, Account and Appointment level.
Do you use QuickBooks online or another popular cloud-based accounting software application?
At a minimum, the system should be able to export.CSV and PDF files, but ideally your interpretation scheduling platform should require minimal customization and integration efforts in order to communicate with your accounting software.
Reports and Business Intelligence with Just One Click
It should only take a few clicks of the mouse to get all the information you need about your Interpreting business in an executive summary style report.
Reporting functionality should allow you to assemble all the information you require about your end users and client usage and other critical account management data points. A scheduling system should be able to produce detailed capacity planning reports about your interpreter resource pool, track interpreter pay and so much more.
The Unified Interpreter Scheduling Platform
Without solid appointment management, tracking and communication tools in place, an efficient interpreter scheduling software cannot possibly scale to keep pace with your business needs and interests.
Resource management and appointment coordination in support of your client requests, whether that is on-site or via scheduled VRI or scheduled OPI should be included as well.
Interpretation services is a growth industry and is rapidly expanding across all business sectors, including marked new demands across healthcare, legal and judicial, insurance, financial services and IT/Telecommunications.
If your business relies on providing scalable, flexible and professional grade scheduling technology, nothing could be more important than selecting the right platform to assure your interpretation management and scheduling needs are met and continue to grow when you do.
Want a demo of how the Boostlingo platform works? Request a free demo at our demo request page.
Do you have specific questions, comments, or feedback about our platform? We’d love to hear from you! Head over to our contact page. and we’ll get you the answers right away!