From Forms to Focus: How Well Training Saved 25% on their Admin Time
“Without this integration, we’d be buried in paperwork and chasing data across three systems. Now, it’s a click. It just works – and that’s what makes the difference for a small, busy team like ours.”
Client:Well Training
Sector:Education
Location:United Kingdom
- ePortfolio
- Learner Management System
The Problem
Well Training faced significant challenges with manual, paper-based processes, creating difficult onboarding, and a fragmented approach to learner and compliance management.
The Solution
Implementing OneAdvanced’s ePortfolio and Learner Management System.
The Result
Well Training is saving an estimated 8-10 hours a week on administrative tasks, has vastly improved audit readiness, simplified compliance checks, and empowered both learners and coaches with intuitive, easy-to-use platforms. Most importantly, the team can now focus on what matters most: supporting learner success and growing their business strategically.
About Well Training:
Well Training is a leading provider of leadership and management training in the UK and beyond. From senior leaders in global companies to entry-level apprentices in hospitality, Well Training has carved out a reputation for delivering coaching that is relevant, engaging, and above all, impactful. With a dual commercial and apprenticeship model, their reach spans industries from high street coffee chains to international partnerships across the US.
But with growth, came complexity. And with complexity, came the need for smarter systems.
Digital transformation that didn’t break the team (or their sanity)
When Karen and Julie stepped into their roles, they inherited legacy systems – including paper-based enrolments and data scattered across multiple platforms. Their previous systems made tracking learner progress, handling compliance reporting, and streamlining data input time-consuming and prone to errors – not ideal for a small but busy team managing apprenticeships and leadership programmes.
“I couldn’t even open some of the documents the learners sent back,” Julie stated. “You’d spend more time formatting than actually onboarding.”
The move to OneAdvanced’s ePortfolio and Learner Management System came at a chaotic time – structural change, new cohorts, and a small team spinning multiple plates.
“It wasn’t the ‘perfect’ time to change systems,” Karen admits. “But in hindsight, it absolutely was. We needed to build something better. And we have.”
Integration that saves time – and grey hairs
The real game-changer? Integration.
With ePortfolio and Learner Management System now seamlessly working together, Well Training has clawed back serious time – an estimated 8-10 hours
a week, according to the team. Learner information moves across with a single click. Reporting is instant. Compliance checks take minutes, not hours.
Julie summed it up: “Previously, we’d send a form to a learner, wait days, and then realise they couldn’t even open it properly. Now, it’s a digital link, it’s clear, and it’s all in one place. Even the LRS checks are automated – I don’t have to jump through hoops to get the data I need.”
ePortfolio: Now with brains and beauty
Having used an earlier version of ePortfolio, Karen didn’t hold back on her first impressions:
“It was clunky. Half the time you didn’t know where you were, and it took forever to get anything done.”
The new version, however, has changed that tune.
“It’s colourful, intuitive, and everything is visible right from the dashboard. Learners can see their hours, assignments, next sessions – all in one view. For us, it means no digging, no second-guessing.”
Well Training particularly values the ability to upload and manage employer documents within the platform – a win for audit readiness and day-to-day admin alike.
Cultural change and coaching confidence
Introducing a new system is one thing. Getting staff to use it is another.
“Change is never easy, especially when someone’s favourite system is being replaced,” said Julie. “But we approached it with honesty and a sense of
humour - and we led by example.”
Karen added, “Now even the most sceptical coaches are onboard with ePortfolio, enabling learners to have a more user-friendly approach.”
Partnership, not a purchase
Beyond the platform itself, it’s the support that stands out.
“Ryan, our OneAdvanced Account Manager has been incredible,” Karen said. “He gets back to us, even when we ask the daftest questions. And he doesn’t disappear after the deal’s done - he’s still there, helping us move forward.”
Julie added, “That’s the difference. OneAdvanced isn’t just selling software – they’re investing in us.”
Looking ahead: Smarter systems, even smarter delivery
Well Training isn’t standing still. With international growth on the cards, more integrations in the pipeline, and a continued focus on high-quality leadership
delivery, the team has big ambitions – backed by tools that actually keep up.
“Let’s be honest, it was a leap of faith,” Karen said. “But it’s paid off. We’re not chasing paper; we’re not firefighting systems – we’re focused on the learners. And that’s exactly where we need to be.”
