Case study · Construction Training
Construction Skills Wales: Fully Automated Learner Onboarding
Learner onboarding was a three-day manual process and one in four learners started with incomplete files. We automated the entire intake.
Overview
Construction Skills Wales delivers accredited construction training programmes across Wales. With a small team handling everything from enrolment to compliance, onboarding admin was creating real operational drag.
The operational problem
Learner onboarding was a three-day manual process. Forms were emailed, printed, scanned and re-keyed. ID verification, sponsor documents, course enrolment and funding eligibility were chased one at a time, often by phone.
Cohort start dates were being missed because paperwork was incomplete. Around 1 in 4 learners were starting their course with incomplete files, creating compliance risk and audit exposure. An estimated 10 to 12 hours of admin time per cohort was being spent on onboarding.
What Calon AI built
Calon AI built a fully automated onboarding workflow that takes the learner from enquiry to confirmed start in under 30 minutes, with no admin intervention required for clean cases.
The system handles ID upload, sponsor capture, enrolment, funding eligibility checks and induction scheduling end to end. The admin team now handles exceptions, which is where their judgement actually adds value.
Results
- Learner onboarding reduced from 3 days to under 30 minutes for clean cases
- Approximately 80 percent reduction in onboarding admin time per cohort
- Incomplete-file rate at course start reduced from around 25 percent to under 5 percent
- Funding eligibility checked at point of enrolment, not after the fact
- Compliance and audit position materially strengthened
“Onboarding used to eat the start of every cohort. Now the system handles it and we focus on the learners who actually need our help. The compliance position has never been stronger.”
Construction Skills Wales Ltd