A public body running vocational training and communication with two teams, dozens of courses a year and a set of tools that didn't talk to each other. The most comprehensive project we've delivered so far.
The Training department handled enrollments from companies, private workers and special cases across three disconnected channels: Excel files, online forms and the internal management system. Every catalog change had to be copied by hand into all three. At peak times, distributing course materials alone generated up to 180 manual emails a day. The Communication department relied on a single person to connect the website, newsletter, social media and external consultants: without her, everything stopped.
The approachBefore proposing any automation, we mapped the entire current state: four working sessions with both department heads and the vendors of the existing systems, turned into a detailed process document. Only once every step was explicit, exceptions included, did we design the future setup.
The outcomeA four-phase roadmap over about nine months, with Younity as the central platform, N8N orchestrating the automations and Microsoft Planner as the shared task system, open to external consultants too.
A common mistake is jumping straight to the technology. An automated system built on an unclear process, or on messy data, only creates faster problems.
One of the processes we analyzed, before and after the portal and automations.
Every step weighs on the organization's team
The team only steps in on exceptions
The workload shifts from the organization's team to the company, which enters the names, and to the system, which checks them.
Three tools, three distinct roles: no overlap, no system doing another's job.
The single source of truth for catalog, enrollments, contacts and website. Add a course and its public page is generated automatically: no manual uploads, no mismatches.
Connects Younity, the existing management system and Microsoft 365. It handles reminders, course materials, end-of-course certificates, and creates communication tasks for every new course.
Replaces personal spreadsheets and scattered tools with one task system, for course preparation and the editorial plan alike. External consultants join as guests in Teams.
No automation is built before the underlying data is reliable. That's why phase one works on the foundations.
Platform setup, first contact sync, and shared task management live within one or two weeks.
A portal for companies, one for private workers, and handling of special cases outside the management system.
Reminders, course materials, certificates and satisfaction surveys with a results summary.
Fine-tuning based on real use and consolidated analysis of training quality.
Let's start with a call to see where time is being lost today.