The Three Biggest Pain Points for University Schedulers—and How to Solve Them
Real Challenges and Practical Solutions from Higher Ed Professionals
Campus scheduling is at the core of smooth university operations, but for many administrators and event schedulers, it’s also a source of daily frustration. Navigating outdated technology, complex workflows, and inefficient communication can make even basic scheduling tasks daunting. In this blog, we’ll identify the three major pain points facing schedulers and administrators today, and explore practical, proven solutions to each—supported by insights and quotes from professionals on the front lines.
Pain Point #1: Cumbersome User Interfaces
Many scheduling systems are notorious for being difficult to use. Even simple room requests become time-consuming labyrinths, discouraging users and increasing the workload for support staff.
Matt Berger, External and University Events Manager at Portland State University, explains:
“There was a pretty large learning curve for users. Front-desk folks would have to review every request and respond back to the requester if more information was required. There was a lot of back-and-forth before a request was ready to pass on to Scheduling.”
Marion Brown, Director of University Facilities and Events Scheduling at the University of Montevallo, adds:
“All those requests [to reserve space] were coming into my office to be manually approved. I would have to send follow-up questions to get all the details we needed. There were so many emails going back and forth.”
The problem was so pervasive that, as Beverly Roth, Director of Facilities Scheduling and Events at the University of Findlay, notes:
“We had students, faculty, and staff calling or coming into the office for help with scheduling because they found the system too difficult to use.”
Solution: Modern, Intuitive Scheduling Platforms
The answer is a smarter, user-friendly scheduling platform. Modern interfaces, such as the intuitive UI built into the 25Live® scheduling platform, are designed for clarity, ease of use, and accessibility, ensuring that users of all skill levels can submit requests without confusion. Integrated events and academic scheduling software with features such as automated forms, logical workflows, complete resource inventory, and in-platform communication reduce the learning curve and streamline the request and planning process. With user-centric design, administrators can focus on approving requests, not managing them.
Pain Point #2: Poor Data Integration and Manual Processes
Legacy systems often lack automation and integration, forcing staff to enter data manually and update multiple systems separately. This is especially problematic for institutions managing hundreds or thousands of classes and events each term.
Beverly Roth at the University of Findlay describes this pain:
“We had about 1200 courses per semester, with thousands of classes and meeting times to schedule. None of that could be automatically imported from our SIS. We had to run reports and manually input the data and then go back in to make changes.”
The result? Hours lost to repetitive tasks, increased risk of errors, and frustration all around. Gina DeBernardo, Associate Registrar at Providence College, highlights the complexity:
"The interface was hard to get your head around, so finding the source of problems could be tricky. We’d have to make hours-long phone calls to find the issues, and it could take us easily a week to get everything working correctly again.”
Sound Familiar? Maybe it’s time to do what these scheduling professionals did and upgrade to a smarter, more efficient scheduling platform.
Solution: Automated Data Integration and Streamlined Workflows
Adopting an integrated events and academic scheduling software platform such as Series25® scheduling that syncs with your Student Information System (SIS) and other campus databases eliminates manual data entry and duplication. Automated imports ensure data accuracy and allow for quick updates across all systems. Smart scheduling tools provide real-time visibility, customizable reporting, and flexible templates, empowering staff to manage complex schedules without the burden of repetitive manual tasks.
Learn More about Series25 Integrated Scheduling
Pain Point #3: Disconnected scheduling and siloed communication
Poorly designed workflows and disconnected communication channels lead to endless email chains, phone calls, and manual approvals. This inefficiency slows down scheduling, clogs administrators’ inboxes, and results in missed or incomplete information.
At George Mason University, Events and academic scheduling operated on separate software with no integration, so double bookings, class relocations and other problems were commonplace. Event scheduling was highly decentralized, with individual departments administering their own processes that varied from paper and pencil to Excel spreadsheets to Google calendars. Manually integrating all scheduling was extremely time consuming and often inaccurate.
Carleton College had no automated communication or report generation, so site administrators had to manually create and distribute multiple sets of WordPress forms among various departments. Software updates were problematic, too. Because the system operated on separate web and desktop versions, every update required an IT patch followed by individual users updating their desktop version.
Read the Carleton College Story
Solution: Centralized Communication and Automated Approvals
Modern scheduling platforms such as 25Live events scheduling centralize all requests, status updates, and messaging in one place. Automated approval workflows and notifications ensure requests move smoothly through the system—without endless emails or manual interventions. With all communication tracked and accessible, everyone stays informed and nothing falls through the cracks. Users can check request status themselves, reducing the pressure on administrative staff and shortening turnaround times.
Easing the Pain Points: Finding Solutions
Frustrated with Their Old, Inefficient and Costly Scheduling Software, Institutions Are Embracing Change
Across the U.S., colleges and universities are leaving their legacy scheduling systems behind. Why? Because outdated tools slow them down with double bookings, poor SIS integration, siloed communication, and endless workarounds. Series25® is the modern all-in-one scheduling alternative, trusted by campuses across the country. If your campus is ready to leave frustration behind, explore the new generation of scheduling solutions. With the right tools, you can empower your team, delight your users, and keep your university running smoothly.