System Features
Weworkbook delivers intelligent student management system features for all training organisations to smoothly manage the complexity involved in compliance, student management and business growth.
Automatic entry and communication functionality minimises human error and maximises productivity meaning more time is spent on delivering quality education, instead of time consuming tasks.
Featuring a simple and intuitive interface, Weworkbook effortlessly accommodates training organisation growth with no limitations on course numbers, enrolments, or the types of courses that can be managed.
So, how can it benefit your business?
Compliance & Reporting
Managing regulatory requirements can be daunting, but Weworkbook simplifies compliance for training organisations, allowing you to focus on other critical areas of your business. Our platform helps ensure compliance with national and state reporting standards mandated by the Australian government, providing timely updates to accommodate changing regulations and making reporting straightforward.
Weworkbook supports compliant file formats for easy extraction of NAT files required for national and state reporting. Additionally, our system allows you to tailor reports on specific courses and enrolments, offering options for full-year data or custom date ranges to suit your needs. You can organise all student records in a secure, centralised system, featuring a single-page view that captures essential details.
Easily assign agents and gather necessary documentation, such as visas and passports, to maintain compliance. Each student can be assigned a Unique Student Identifier (USI), enhancing tracking and reporting accuracy. With Weworkbook, compliance integrates seamlessly into your operations, enabling you to deliver quality training programs effectively.
Trainer & Learner Access
With the Trainer Portal, you can create comprehensive trainer profiles that store all relevant information in one easily accessible place. This includes personal details, qualifications, contact information, and necessary documents.
Communication with trainers is streamlined; you can efficiently deliver SMS or email messages, and trainers can easily contact students through the learning portal. Additionally, trainers receive notifications about their courses, learners, venues, required resources, and session times. The trainer calendar offers a common view of all scheduled training programs, detailing when, where, how long, and who is involved.
You can grant unlimited system access to trainers, allowing them to mark outcomes, update client files, and leave notes at any time, from anywhere.
Courses & Students
With Weworkbook, you can effortlessly track enquiry referral sources to evaluate campaign success and optimise marketing expenses. The one-click drill-down feature enables a quick review of enquiries generated by any marketing activity. You can create enquiry notes linked to student profiles for easy monitoring on a single page.
The system identifies which enquiries are likely to enrol in scheduled courses and allows you to deliver relevant course information documents instantly, enhancing conversion rates. Follow-ups are automated via SMS and email, significantly reducing manual effort.
Weworkbook also provides insights into vacancies, conversions, and reasons for non-enrolment, helping you identify improvement areas. You can assign follow-ups to staff through workflows to ensure no enquiry is overlooked. Additionally, trainers have unlimited access to mark outcomes, update files, and make notes at any time.
For student management, detailed profiles centralise all student information in a secure, single-page view, tracking enquiries and enrolments from initial contact to course completion. You can enhance communication by sending SMS or email updates, which are stored against student records.
Automation & Integration
Automation in Weworkbook helps streamline enquiry follow-ups, ensuring that no enquiry slips through the cracks without increasing staff workloads or requiring additional hires. By automating communication, you can enhance client engagement and send more information efficiently. This not only saves significant staff time on repetitive tasks but also ensures students receive timely updates about courses and upcoming content.
With Weworkbook’s Microsoft Outlook plugin, you can easily transfer student emails into their respective notes—including student, enquiry, and enrolment notes—with the push of a button. This plugin also automates updates to the trainer calendar, ensuring that any changes made in Weworkbook reflect automatically, while capturing all student emails without the need for manual copying and pasting.
Weworkbook integrates seamlessly with your website to manage course enquiries and enrolments, and it connects effortlessly with Xero via API to handle financial management. Utilising Zapier, you can create webhooks that link Weworkbook to over 2,000 systems, significantly reducing time and labor costs.
For financial management, Weworkbook’s API connections with Xero allow for efficient accounting solutions. If you do not use Xero, Zapier provides alternatives for various financial connections. Additionally, Weworkbook integrates with SMS Global, enabling your business to send and receive SMS messages effortlessly.
Additionally, reporting with Weworkbook is efficient and user-friendly. You can choose from templated reports or customise your own by filtering data based on location, course, or educator to track lead conversions and course utilisation effectively. Analyse business performance and identify trends with our customisable dashboards, which empower you to make informed, data-driven decisions.
Gain insights into overall team performance with comprehensive reports on staff activity. Access valuable information on course demands, learner demographics, referral sources, cancellation reasons, and projected enrolments. You can also effortlessly report on inquiries, including lead touchpoints, follow-ups, conversions, and overall management. By leveraging data with Weworkbook, you can drive your training organisation’s success.
Personalise your experience by adding your organisation’s logo to your profile, making it truly yours. Control user access rights easily by creating users and specifying which features each staff member can access. No matter your location, Weworkbook allows you to set your preferred time zone to meet your operational needs.
The Student Portal enables students to access their course materials anytime and anywhere, eliminating the need for manual emails. They can submit their coursework directly into Weworkbook, which simplifies the submission process.
The portal also features a messaging system to enhance communication between students and trainers, with all messages saved to student records. Additionally, there is no need to manually email or communicate course results; outcomes can be posted directly on the student portal.
To further personalise the experience, you can customise the system with your organisation’s logo, creating the impression that the portal belongs to your institution.
All student documents can be securely attached to their profiles for easy access. Automated or user-driven notifications keep students informed, while all interactions are time-stamped for a clear audit trail.
To comply with government standards, you can easily verify students' Unique Student Identifiers (USIs). Course management features streamline scheduling, enrolment, resource allocation, and location identification, ultimately improving learner outcomes and reducing costs.
Weworkbook allows you to issue customisable certificates individually or in bulk, with relevant data pre-filled, saving time. Analysis tools capture course demand and attendance, enabling you to monitor enrollment quotas and areas for potential improvement. The integrated CRM enhances lead capture and ensures enquiries are managed efficiently, tracking them through the registration funnel and matching vacancies to suitable leads.
Security
We prioritise the security of your company’s data by providing licensed customers with unique usernames and passwords linked to their emails, all of which are encrypted within the Weworkbook database.
Weworkbook is committed to protecting personal information in accordance with the National Privacy Principles outlined in the Privacy Act 1988 (Cth), and you can find more details in our Privacy Policy.
As a cloud-based program, Weworkbook can be accessed anywhere at any time, eliminating the issues associated with cumbersome software that can slow down your computer. You will also receive immediate access to system updates as they are released, without the need to download new versions.
"Weworkbook is the heart that powers every other process in our organisation. It’s a robust and mature platform that is user friendly and easy for our new team members to learn. The API tools are incredibly powerful and place Weworkbook ahead of the others. The API allows us to easily connect Weworkbook with Canvas, our Learning Management System, Zapier, Xero, our website plus all our cloud-based tools that allow for efficient and compliant business processes. Compliance software often is a dull and cumbersome aspect of business, used only by necessity. Weworkbook re-wrote that narrative with a delightful user-experience, making running a compliant, efficient and modern RTO a joy."
— PAUL PELLIER
Accellier Training