EducationManagement
BSG
Improve 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 the 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 and 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 and invoicing (clients)
- Automatic billing based on completed sessions
- Accurate, period-based invoicing (e.g. monthly)
- Only valid sessions included in calculations
Holiday and leave management
- Centralized leave planning and approvals
- Automatic recognition of holidays and non-working days
- Prevention of scheduling conflicts
Time and 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 and 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
