Case study · Construction Training
UK Construction Training Provider: Centralised Admin & Operations Dashboard
Cohort tracking and funding claims were spread across seven spreadsheets owned by different team members. We unified everything into a single MD-level view.
Overview
A UK construction training and qualifications provider working across multiple cohorts, funders and tutors. The team had grown into the systems they had, and the systems had stopped scaling.
The operational problem
Cohort tracking, funding claims, learner status and tutor allocations were all held in separate spreadsheets owned by different members of the admin team. When the MD asked "where are we", the answer was a 90-minute exercise.
An estimated 6 hours per week of admin time was being spent reconciling spreadsheets across the team. Decisions about resourcing, cohort sizing and funding draw-down were being delayed because the underlying data was never current.
What Calon AI built
Calon AI built a centralised admin and operations dashboard consolidating every live cohort, learner, document gap, funding milestone and tutor allocation into a single MD-level view, with role-specific drill-downs for each admin team member.
The MD now opens one screen instead of seven. Risk flags appear the day they happen, not the week the spreadsheet is updated.
Results
- 6 hours per week of admin time on spreadsheet reconciliation eliminated
- Cohort risk visible in real time, not at end of month
- Funding claim cycle accelerated by an estimated 7 to 10 days on average
- Tutor utilisation visible 12 weeks ahead, supporting resourcing decisions
- MD-level visibility shifted from monthly to live
“My team had seven spreadsheets and no two of them agreed with each other. Now there is one screen, one source of truth, and we close out funding claims faster than ever.”
UK Construction Training Provider