What was the goal?

Cyber Security Training and Consulting provides cybersecurity certification courses to companies, where a single company contact often manages multiple students enrolled in courses. The company needed a system to streamline administrative tasks, including managing client communications, invoicing, payment tracking, class records, schedules, and access codes for self-learning courses. Their manual processes were becoming overwhelming, causing delays in communication, invoicing errors, and scheduling conflicts.

They sought the expertise of Boom Automations to overhaul their business processes and streamline daily operations.

Solution:

Our team built a robust client management system tailored to the specific needs of Cyber Security Training and Consulting. We integrated multiple software tools to automate critical business processes:

1. Centralized Client Database: Using Airtable as the core database, we created a system that allowed for clear organization of client data, linking company contacts to their respective students and tracking course enrollments.
2. Automation of Administrative Tasks: We implemented APIs and webhooks to automate processes such as invoicing, payment tracking, and communication with clients. By automating these tasks, we significantly reduced manual entry errors and ensured real-time updates.
3. Seamless Course Management: Class records and schedules were organized within the system, allowing the company to easily track which students were enrolled in which courses, whether they were live or self-paced. Automated reminders were sent to students and contacts before the start of their courses, reducing no-shows.
4. Access Code Generation for Self-Learning Courses: For self-learning certification courses, we automated the generation and distribution of unique access codes for each student, ensuring they could start their courses without delays.
5. Communication Integration with MailChimp: We integrated MailChimp for email communication, automating the process of sending course reminders, confirmations, and other important updates to students and company contacts.

Results:

The new system drastically improved efficiency across the board, eliminating much of the manual administrative work previously required to manage courses and client relationships. The key outcomes include:

1. Automated invoicing and payment tracking: The system reduced invoicing errors and cut down the time spent on tracking payments, ensuring that clients were billed correctly and promptly.
2. Improved client communication: Class reminders and updates were sent automatically, resulting in higher class attendance and fewer missed courses.
3. Efficient course management: The centralized system allowed Cyber Security Training and Consulting to easily manage course enrollments, schedules, and class records, leading to a smoother process for both live and self-learning courses.

Summing up

We helped Cyber Security Training and Consulting move from a manual, error-prone system to an automated, streamlined client management process. By integrating Airtable, APIs, webhooks, and MailChimp, we were able to automate invoicing, payment tracking, client communication, and course scheduling. The result was a significant reduction in administrative tasks and a more efficient workflow for the company, allowing them to focus on providing high-quality cybersecurity training without worrying about the logistics.