Improve the efficiency and accuracy with a centralised and automated platform

The client faced complex, manual processes in managing coaching programs, including scheduling, billing, and administrative tracking. To improve efficiency and accuracy, a centralized and automated platform was implemented.

Key Challenges

  • Manual creation and management of coaching sessions
  • No centralized system to track full coaching lifecycle
  • Complex scheduling and attendance tracking
  • Manual invoicing for clients and coaches
  • Limited automation in progress tracking and reporting
  • Errors in leave, payroll, and time tracking
  • Manual handling of travel expenses and financial data

Solution Overview

Coaching Management

  • Centralized platform where each coaching program contains all related activities
  • Defined coaching types, duration, scope, and assigned coaches

Meetings & Scheduling

  • Easy scheduling and linking of meetings to coaching programs
  • Attendance tracking and progress monitoring
  • Automated tracking of completed sessions
  • Overview of past and upcoming meetings
  • PDF reports and digital signatures

Billing & Invoicing (Clients)

  • Automatic billing based on completed sessions
  • Accurate, period-based invoicing (e.g. monthly)
  • Only valid sessions included in calculations

Holiday & Leave Management

  • Centralized leave planning and approvals
  • Automatic recognition of holidays and non-working days
  • Prevention of scheduling conflicts

Time & Attendance Tracking

  • Daily working hours tracking
  • Support for different work models
  • Clear distinction between working days, holidays, and absences

Sick Leave Management

  • Recording and tracking sick days
  • Automatic exclusion from working hours
  • Accurate absence history

Travel Expenses

  • Submission and approval of coaching-related expenses
  • Full traceability and status tracking
  • Reduced errors and duplicate entries

Financial Reporting

  • Overview of paid/unpaid amounts
  • Insights into sessions, costs, and financial performance
  • Audit-ready reporting

AI Document Processing

  • Upload and scan documents via Azure
  • AI extracts data and auto-creates coaching sessions
  • Reduces manual entry and improves accuracy

Results

  • Centralized and streamlined coaching operations
  • Automated billing and financial calculations
  • Improved transparency for admin and finance teams
  • Efficient tracking of sessions and attendance
  • Reliable management of working hours, leave, and absences
  • Reduced administrative workload and errors
  • Scalable platform ready for future growth