Customer Stories
From Manual Work to Meaningful Growth: How Prime Youth Cut Admin Time by 50% and Boosted Registrations

2 years
on Jumbula
400+ subscribed
families served through Jumbula since launch
60% of parents
now pay at registration
About Prime Youth Learning Services
Prime Youth Learning Services is based in Berlin and offers youth enrichment programs that blend educational, recreational, and cultural learning. Since launching in 2021, they’ve hosted more than 150 youth programs for over 1,500 children, supported by a growing community of 400+ subscribed families.
Their mission is anchored in three pillars: Participation, Purpose, and Personal Development — all delivered by a multicultural team of professional educators. Originally rooted in sports, the organization now runs diverse programs that include arts, academic support, mentoring, life-skills development, and cultural exploration.
“Extracurriculars look different here in Germany. We’re creating something new, and Jumbula helps us build it.”
Shane Ogilvie, Co-Founder, Prime Youth Learning Services
The Pain Points That Led Prime Youth to Jumbula
Before using Jumbula, Prime Youth Learning Services managed everything manually — using Google Sheets, JotForm, and lots of emails. As the number of programs grew, staying organized became harder and more time-consuming.
Here’s what the team struggled with:
- Parents had to register by email or paper forms
- Staff spent time chasing different types of payments (bank transfers, cash, credit cards)
- Running multiple programs at once made it difficult to keep track of who was in which group
- Staff had to send many emails and reminders to parents for updates or missing info
- Collecting permission slips and other forms from families was a constant challenge
- It was unclear how many spots were left in a program or who was waiting to join
These everyday tasks added up, making it harder for the team to focus on what mattered most — supporting youth development through meaningful experiences.
The Switch to Jumbula and What Changed
Before switching to Jumbula, Prime Youth Learning Services used a patchwork of tools — Google Sheets for rosters, JotForm for signups, and WhatsApp for updates. As they expanded, this setup became hard to manage. Parents had to jump between platforms to register, pay, and stay informed. Staff were constantly sending reminders, chasing payments, and updating spreadsheets by hand.
The team explored other platforms — and even considered building their own app — before choosing Jumbula for its all-in-one system that made things easier for both parents and staff.
“Now, adding 50 more kids isn’t a problem. It used to be a huge lift — now it’s just another checkbox.”
Getting started meant reworking some internal processes, especially since they work with both private and public schools. But once the system was in place, the benefits were immediate.
With online registration, automated payment tracking, and everything in one place, staff no longer had to track down missing forms or manually update data. Whether it was a single workshop or a full holiday camp, the team could quickly see who was signed up, export attendance lists, and manage communication from one simple dashboard.
About 60% of families now pay at registration using a credit card. Others pay through bank transfers, which the team enters manually. This setup gives the organization better cash flow and more visibility into how programs are performing.
“There’s a snowball effect. Once parents are in the system, it’s easier to keep them informed and engaged — from one camp to the next.”
Today, communication is far more streamlined. Families get confirmation when they register, can view schedules and program details online, and no longer rely on WhatsApp threads or follow-up emails to stay in the loop.
Shane also sends weekly updates, reminders, and even photos more easily — helping parents feel connected to what their children are doing and encouraging repeat enrollment. He’s especially looking forward to using Jumbula’s parent mobile app, which will allow families to receive real-time updates and alerts without relying on third-party tools.
“I’ve asked for a lot, and the Jumbula team — especially Alexandra — has been great. They’ve worked hard to support what we need here in Europe.”
Conclusion: 2 Years, 400+ Families — and Growing Without the Paperwork
For Shane Ogilvie and the Prime Youth Learning Services team, Jumbula has helped bring clarity, structure, and scalability to a mission-driven organization growing across Berlin.
Since implementing Jumbula, they’ve:
- Cut admin time in half through automation
- Simplified registration and communication
- Seen parent satisfaction rise through smoother experiences
- Grown their programs without increasing operational overhead
- Gained insight into rosters, payments, and participation patterns
“Our mission is to empower kids — and Jumbula gives us the infrastructure to do that without being buried in spreadsheets.”
As they continue to innovate and expand, Jumbula remains a trusted partner — helping Prime Youth Learning Services focus on what matters most: building confident, curious, and capable young people through vibrant out-of-school experiences.