Background
The RECOVER Initiative is the globally recognized educator for veterinary CPR. They establish evidence-based guidelines and standards for animal resuscitation based on research and evidence.
With a small but dedicated team, RECOVER manages everything from online course delivery to hands-on workshops and instructor accreditation worldwide. They support approximately 400 instructors while working to expand coverage to underserved regions.
Problem
Before engaging Ace Workflow, RECOVER relied on manual processes across disconnected systems to manage their operation. Their previous attempts to solve these issues were limited to using templates, but the manual effort required to move data across platforms remained significant.
Challenges:
- Fragmented Data Management: Multiple Google Sheets tracked workshops, simulator rentals, certifications, and other critical information
- Manual Reporting: Counting and reconciling information by hand led to frequent errors and inaccuracies
- Time-Intensive Invoicing: Processing invoices through WooCommerce required 4-5 hours for just 20 invoices
- Instructor Support Challenges: Instructors had difficulty accessing their information, certificates, and status updates
- Certificate Management: Issuing certificates required multiple touchpoints and manual processes
Solution
Ace Workflow applied their 'Minimize Manual' process to create a comprehensive instructor portal:
- Centralized Instructor Portal: Created a unified system for scheduling workshops, submitting attendee information, and accessing invoices
- Automated Workshop Flow: Implemented a structured workflow tracking workshops from scheduling through completion
- QuickBooks Integration: Connected the portal directly to QuickBooks, transforming invoicing to a 5 minute task
- Self-Service Capabilities: Enabled instructors to access their own certificates and manage information
- Automated Notifications: Set up automatic renewal notices and status updates
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"The instructor portal Ace Created has made a huge difference. The fact that instructors are able to go to one place, look at everything - see when they expire, get a copy of their certificate for their employer - all of these things in one place has transformed their experience."
Jamie Holms, Customer Experience Manager at RECOVER Initiative
The Transformation
From: Managing operations across multiple Google Sheets, spending hours on invoicing, manually tracking certifications, and constantly responding to instructor requests.
To: A streamlined, automated system where workshop information flows seamlessly from submission to certification and invoicing, with self-service capabilities for instructors.
Direct Impact
- 95% Time Reduction: Invoicing process reduced from 4-5 hours to just 15-20 minutes
- 400 Instructors Empowered: All instructors now have self-service access to their information
- Error Reduction: Elimination of manual data entry has significantly reduced reporting errors
- Accelerated Revenue Collection: Invoices are no longer delayed due to time constraints
- Enhanced Strategic Focus: With administrative time freed up, the team can focus on expanding their geographical reach
