Client: A Newcastle-based vocational education and childcare training provider (RTO)
A Decade-Long Partnership
This project has been running for more than ten years. It started small: an admin team member uploading a scanned assessment cover sheet for a marker to review, replacing a paper hand-off. It's grown, module by module, into the full platform described below, and it's still growing today.
The Problem
Enrolments were tracked in spreadsheets, with no central system linking enrolment, compliance, marking, and reporting. As the organisation grew, spreadsheet-based tracking couldn't keep up with compliance obligations, student volume, or the reporting the business needed to run itself.
What We Built
A single platform now runs the core of the organisation's day-to-day operations:
Student CRM & Portal
Online pre-enrolment, replacing manually maintained spreadsheets.
AI-Assisted Marking
Automated scoring of student exam submissions, with AI flagging of below-threshold or concerning answers for trainer review, and detection of likely academic misconduct (including AI-generated submissions).
Multilingual Text-to-Speech
Course and assessment content converted to audio in multiple languages for accessibility.
AI Document Processing
Student-uploaded documents read and processed automatically rather than manually reviewed.
Compliance & Marking Workflows
Structured processes for academic investigations, authenticity moderation, and trainer flagging, built around the organisation's regulatory obligations.
Live KPI Dashboards & Automated Reporting
Replacing manual data pulls with live company reporting.
Automated Survey System
Mobile-friendly survey builder with automatic delivery at enrolment milestones and response tracking.
Booking & Scheduling
Recurring bookings, cancellations, and rescheduling handled in-platform.
Partner/Training-Company Management
Tracking partner contracts, notes, and performance.
Finance & Risk Tracking Modules
Reconciliation, forecasting, and structured risk/compliance profiles per student.
Curious how the AI-assisted marking and document processing pieces actually work? See our AI Integration page for more on how we build AI into compliance-critical workflows like this one.
Result
Ten years on, the platform touches almost every part of how the organisation runs. Workflows are streamlined, service quality has improved, and the team can manage a growing student base without needing to grow staff numbers at the same rate. Decisions are made on live data through the dashboards and reporting, not guesswork. It remains an active, growing partnership, and new modules are still being added as the organisation's needs evolve.