Tutors onboarding process automation for Enjoy Education with UiPath

Client: Education platform Enjoy Education
Industry: Education
Department: Human resource (HR)
Region: Europe
Platform: UiPath, CRM Integration,
government service portal GOV.UK

90% process automated,

freeing up staff to focus on more strategic and higher-priority tasks

100% data accuracy,

as the automated system eliminates human error and ensures up-to-date tutor records

70% faster process,

allowing the platform to adapt to different data volumes and scale effortlessly

Challenges

Enjoy Education, a leading education platform, struggled with managing a manual tutor onboarding process that relied heavily on human intervention. The process of verifying credentials and updating records done by hand required significant time and effort. While the team worked diligently to ensure accuracy, the manual nature of the process occasionally led to delays and inconsistencies, creating opportunities to optimize operations.

Furthermore, staff members had to dedicate valuable time to routine administrative work, limiting their ability to focus on strategic projects and innovative initiatives. These challenges presented an opportunity to streamline operations and enhance efficiency and accuracy, paving the way for greater growth and an improved customer experience.

Solution

Automated Tutors Onboarding

UAI Labs designed and implemented an intelligent automation solution that seamlessly transformed the client’s onboarding process from a manual, time-consuming task into a streamlined, efficient operation. Leveraging the power of UiPath tools along with CRM and government service portal GOV.UK integrations, we automated the import, verification, and update of tutor data. This solution reduces human effort and boosts accuracy.

How does it work?

The onboarding automation our team created starts by automatically logging into the client’s CRM system and pulling the latest tutor data, ensuring records are always up-to-date. With data filtering, the solution quickly identifies records that need updates and queues them for processing.

Verification is no longer a bottleneck, as the system checks each tutor record for the required permissions. If any discrepancies arose, the automation sent emails requesting updated information. Adding to the value, the implemented solution connects directly to a government service GOV.UK for DBS checks.

The system also takes care of scheduling interviews when needed, effortlessly coordinating times, and sending out invitations.

Below is an illustration of the workflow automation steps, demonstrating the transition from the manual process to a streamlined, automated approach.

Technical details

UAI Labs approached tutor onboarding automation with meticulous attention to detail, ensuring a flawless implementation. Take a closer look at the essential factors we addressed and the solutions we implemented to ensure success.

Accurate Tutor Comparison

Ensuring accurate matching of tutor records presented obstacles due to variations in data entries such as names, birthdates, and permissions. This required a robust method to ensure accurate comparison and updates without errors.

Our team developed a custom algorithm for reliable data comparison. It uses critical fields like Name, DOB, and ID to identify and update tutor records with high precision. Integrated with UiPath’s automation capabilities, this algorithm pulls data from the CRM and synchronizes it with the main data storage, ensuring every update is consistent and error-free.

Clear Data Visualization

With large volumes of tutor data, quickly identifying records with incomplete or inconsistent information became a crucial need for the business. The client required a comprehensive onboarding solution to effectively highlight discrepancies. A top priority was to make it easy for staff to review and update records efficiently throughout the onboarding process.

To address this, we implemented a smart filtering mechanism. It features color-coded highlights to make data discrepancies visually intuitive. This design provides the HR team with immediate clarity, allowing staff to instantly recognize and prioritize records that need attention. The filtered records are then automatically processed, updating both the CRM and the primary data storage, creating a streamlined and clear workflow.

Results

Resource Savings

Staff experienced a reduced workload, allowing them to shift focus from manual administrative tasks to strategic projects that drive growth and innovation.

Data Accuracy

By reducing human input, the employee onboarding automation cuts out errors while keeping tutor records accurate and up to date.

Scalability

The solution was designed to handle varying data volumes without any system slowdown, ensuring consistency no matter the workload.

Efficiency Gains

The automation of the process reduces the time needed for onboarding, so new hires can get started sooner, enhancing both the onboarding experience and platform responsiveness.

Overall, the client’s tutor onboarding process underwent a remarkable transformation with UiPath automation. We helped the client to turn a once tedious process into a smooth, accurate, and faster one. By tackling the biggest pain points—manual data entry, verification delays, and inconsistent records—the organization improved efficiency and empowered the team to focus on strategic growth initiatives. This solution isn’t merely a quick fix, since it lays the groundwork for a future filled with automated processes.