Stichting Onderwijsbegeleiding: from time-consuming administration to a central portal.

Manual planning methods and time-consuming administration.

The growing demand for support put a lot of pressure on the internal processes of Stichting Onderwijsbegeleiding. Manual planning that took up to 12 hours a week and time-consuming administration created a high workload for staff. Because there was no central system, it was difficult to schedule supervisors efficiently and keep information clear. This led to unclear communication and error-prone processes. The need for a central platform that could streamline these processes and provide overview to all involved became increasingly urgent.

A portal tailored to all user groups.

The new tailor-made portal optimises the working processes of Stichting Onderwijsbegeleiding and is designed to train staff through an academy, funded by a grant and multiple funds. This portal meets the needs of all user groups:

• Tutors: A clear dashboard allows tutors to report their availability, view lessons, view and modify logbooks and submit expense claims. This helps them allocate their time optimally, so that more attention can be paid to what really matters: guiding students.

• Administrators: Now have the ability to approve or reject expense claims, add new locations and create timetables automatically. This takes into account the preferences and availability of tutors, making it easy to make last-minute changes without having to manually search for replacements.

• Intakers: Can "intake" students, gathering personal data and background information. They can record goals and action points to be followed during the counselling process. In this way, a clear profile is built for each pupil, so that guidance can be accurately tailored to their specific needs from the start.

• Mentors: Assess pupil's points of interest and are the contact person for pupils' parents. They liaise with tutors and fill in logbooks with notes on how pupils are doing. These logbooks provide a continuous overview of the pupil's development and help identify any problems early.

Lesson- and student-specific overviews.

At lesson level, the portal provides a complete overview of start and end times, location, pupils involved and emergency contacts. Supervisors can add notes at lesson level to record what happened during the lesson. This ensures that there is a clear picture of how the lesson went and any action points for the next session.

At pupil-specific level, supervisors and mentors can easily manage pupil data, add targets and update logs. The system makes it possible to record notes for each pupil, such as the issuing of a red, orange or yellow card for special behaviour, so that those involved can respond to the situation immediately. These pupil-specific overviews make it easy to track the progress of individual pupils and make adjustments where necessary, so that guidance remains tailored and tailored to the pupil's needs.

Ready for the future.

The cooperation between Stichting Onderwijsbegeleiding and Cube has resulted in a future-proof platform that is ready for further growth. The new portal supports the foundation in all aspects of their work, from planning and administration to guidance and knowledge sharing. By automating time-consuming processes, such as preparing timetables and managing declarations, the foundation has been able to free up significantly more time and resources to focus on what really matters: supporting pupils.

This digital solution has reduced the workload for tutors, allowing Stichting Onderwijsbegeleiding to provide more children with the guidance they need. This platform allows the organisation to not only respond to current demand, but also to grow flexibly as their services expand, further fulfilling their mission of equal opportunities for every child.