Case study · Construction Training

Construction Skills Wales: AI Document Chasing & Compliance

The team was spending more time chasing paperwork than processing it. We built an automated chase workflow that protects the audit position and frees up the admin team.

Overview

Across the construction training learner journey, documents are constantly required: right to work, ID, sponsor approvals, completion certificates, employer feedback. Every missing document was being chased by hand.

The operational problem

Around 6 to 8 hours per week of admin time was being spent on document chasing alone. Every missing document was an email written by hand.

Compliance gaps were appearing in audit because documents were arriving weeks late or not at all. Funded place claims were being held up by missing employer or sponsor confirmations.

What Calon AI built

Calon AI built an automated document chasing workflow that tracks every required document per learner. Progressive reminders go to the right person (learner, employer, sponsor, internal admin) with the right tone.

Escalation to a human happens only when the automated chase has exhausted its sequence. Director-level visibility shows aged document gaps across all live cohorts in one place.

Results

• Approximately 65 percent reduction in incomplete learner files at audit point
• 6 to 8 hours per week of admin time returned to higher-value work
• Funded place claims processed faster as supporting documents arrive on time
• Compliance gaps visible to leadership in real time, not at end of cohort
• Learner experience improved with clear, polite reminders instead of last-minute phone calls

“We were spending more time chasing paperwork than running the training. Calon AI took that off our plate completely. The admin team is finally doing the work they were hired to do.”

Construction Skills Wales Ltd