Case studies
Organization of training programs including participant support
We ensure that participants are optimally advised and accompanied during their training sessions and organize everything that is necessary for a perfect course of events, even over a longer period of time.
The challenge
- The customer wants training series - such as the "Certified Automotive Service Advisor" (GASB) training - to be organized by a service provider and participants to be accompanied throughout the entire duration of their training.
- The training courses, which last several weeks/months, are designed to ensure that the brand and the dealership have optimally trained employees thanks to the sophisticated combination of theory in the seminars and practice in the company.
- It must be ensured that the participants are reliably and efficiently guided and accompanied through the individual phases.
- Communication and information must be transparent and timely for the participants.
- Training documents and materials must be prepared and sent to the respective recipients on time according to the modules.
- All involved parties (customer/brand, company, trainers, examiners, training centers, hotels) must be coordinated and organized.
- Necessary services have to be purchased and the resulting invoices have to be settled.
- All costs incurred for participants during training should be charged to dealer accounts.
- Optimal training utilization and budget control shall be ensured.
- After passing the training, the participants shall receive their certificates.
The Promata solution
- Promata manages all organizational, administrative and training-related activities.
- The basis for this: a Training Management System (TMS) tailored to the customer, in which all personnel data, courses, bookings, completed training courses, etc. are stored and maintained.
- Coordination with specialist department and trainer agencies regarding dates and training locations for the individual modules, including audits and potential analyses
- Target group-specific advertising of the various training series in order to determine demand and optimize course capacity utilization
- Takeover of communication management (invitations, registrations + information on To Dos and necessary documents, confirmations, waiting lists) throughout the entire period
- Location management: handling the organization and booking of seminar and training rooms in hotels or training centers, including the necessary equipment + catering for the participants (conference flat rate)
- Trainer management: booking of trainers, including trainer contracts, invoices, status and information
- Organization of overnight accommodations for trainers and participants, if required
- Production and dispatch of correct training materials for trainers and participants for the respective training phase on time to the respective recipient, including graphic support in-house
- Monitoring of the implementation of all modules per participant, including rebookings in the event of a participant's absence due to illness, for example, in order to ensure participation in all required training phases/modules and thus successful completion of the training.
- Support by telephone and e-mail (including customer-specific hotline number and e-mail address)
- System-supported documentation and report generation for retail and specialist departments
- Provision of a download center that gives activated users 24/7 access to scheduling overviews, training processes and content, as well as the option of downloading/printing documents
- Creation and mailing of certificates (framed, shatterproof glass) at the conclusion of training, including in-house graphics support
- Debit of dealer accounts (seminar fees, possible cancellation and rebooking fees, etc.)
- Payment of invoices for purchased services
The result
- Relief of the specialist department through the complete takeover of operational processes
- Implementation of brand certification standards Customer satisfaction and loyalty through certified and professional employees
- High employee satisfaction through security for the professional future as well as loyalty to the company and the brand
- Satisfied and motivated trainers due to optimal number of participants and best possible timed and equipped trainings
- Preferred and budget-friendly conditions through long-term cooperation with hotels
- Smooth processing and lowest possible cancellation/rebooking costs through proactive action, optimal appointment management and controlling, and the fastest possible response to changes
- Transparency regarding the current training status and the next upcoming steps through consolidated, always up-to-date data and information
- Individual employee and trader histories as well as the current training status of each employee can be tracked at a central location.
- Simplify management of dealership structures by providing a regular overview of fulfillment and utilization rates in automated reports, including forecasting and demand analysis
- Evaluation sheets/tools show optimization potential.
- Even under adverse circumstances, such as the Corona times, the training business could be maintained through flexibility and quick response to changes.
- Promata organizes and supervises the training series for all areas in the dealership, e.g.:
- Certified automotive salesperson (GAV)
- Certified sales manager
- Certified service manager
- Certified Automotive Service Advisor" (GASB)
- Certified Automotive Service Assistant" (GASA)
- Junior development program
- The services are modular, flexible and customizable.
