Pragmatic Consulting

With a growing number of training centres and thousands of delegates passing through their courses each year, Pragmatic turned to accessplanit to streamline operations and support their rapid expansion. We spoke to Vicky, Senior Operations Manager, and Adam, Systems Engineer, to find out how the system has helped them scale efficiently and deliver a consistent, professional training experience.

About Pragmatic Consulting

Pragmatic Consulting is a family-run training provider specialising in health and safety, utilities, and construction training. With its head office in Stoneleigh, Warwickshire, and additional locations in Wakefield, Manchester, and South Wales, the company has seen significant growth in recent years.

Currently, Pragmatic trains over 7,000 delegates annually over multiple courses. The team is made up of both in-house and external trainers, delivering sessions in person and online. As the business expanded, the need for a more efficient, scalable system became clear.

The Challenge

Prior to implementing accessplanit, Pragmatic relied on manual methods - spreadsheets, Word documents, and email chains - to manage course bookings, delegate information, and communications. This created a number of challenges:

• Time-consuming administration: managing bookings, sending joining instructions, and tracking attendance manually was labour-intensive.

• Risk of errors and duplication: with multiple administrators handling data, the chances of mistakes increased.

• Lack of consistency: variations in how different staff completed tasks led to inconsistencies.

• Limited scalability: manual systems were not equipped to keep up with the company’s rapid growth.

As Adam, Systems Engineer, shared:

"It was quite admin heavy... as we started to expand course-wise, it was just untenable to carry on doing it that way."

The accessplanit Solution

To overcome these challenges, Pragmatic adopted accessplanit's training management software. The platform offered a wide range of features to streamline processes and support the team as they scaled.

Course & Resource Management

accessplanit gave Pragmatic a centralised system to manage all course, delegate, and resource information, enabling the team to:

• Quickly schedule or amend training events - classroom-based, online, or blended.

• Manage bookings, cancellations, transfers, and waiting lists with ease.

• Coordinate trainer schedules, venue bookings, and equipment needs - all in one place.

Automation

One of the most impactful features was automation. Tasks that previously took hours could now be completed automatically, including:

• Sending joining instructions, reminders, attendance follow-ups, and completion emails.

• Generating certificates as soon as a course is marked complete.

• Issuing renewal reminders for mandatory qualifications.

Adam, System Engineer, reflected on the impact:

"Switching to accessplanit has allowed us to continue to grow... It's reduced admin such as processing time on the individual courses and the individual bookings, and it's allowed more standardisation."

Reporting & Dashboards

Using accessplanit’s built-in dashboards and reporting tools, the team could:

• Track delegate attendance and course completion rates in real time.

• Spot missing information and ensure data quality.

• Make more informed decisions based on accurate, up-to-date insights.

Consolidated Emails

The team also appreciated accessplanit’s ability to consolidate communications - particularly when dealing with multiple bookings:

• Delegates received fewer emails, with all relevant information included in one message.

• The team saved time on admin and improved the delegate experience.

As Vicky mentioned:

“The automation of certificates alone has saved hours each week. One of the team used to create them all manually - she’s over the moon now!”

Service & Support

From the start, Pragmatic were impressed by the level of support offered by accessplanit. During the early stages of platform selection, the responsiveness and guidance from the accessplanit team stood out. “Ultimately, the accessplanit team was just a lot better [than the teams at other training management platforms they looked at]. They offered more support and really helped us get set up,” Adam recalls.

That support has continued as their use of the platform has grown. Whether it’s training on new features, guidance through the switch from legacy systems, or help with specific queries, the Pragmatic team knows they’re not on their own.

“Support has been brilliant. I can call up and get help right away. If they can’t solve it, it gets escalated quickly. The service has been solid.”

Even during the more complex transition from the legacy accessplanit system to the current one, the support stayed close. “We had regular meetings with our Implementation Manager,” Vicky adds. “Trying to get your head around the changes could be a bit daunting, so having that support made a big difference.”

The Result

Since implementing accessplanit, Pragmatic has seen measurable improvements across the board.

Standardised communications

One of the biggest wins for Pragmatic has been the ability to standardise their communications, bringing structure and consistency.

“All of our email templates are now standardised,” explains Vicky. “Everyone sends the same messages, with the same information, every time - regardless of who’s sending it.”

This level of consistency reduces errors, saves time, and ensures every delegate receives accurate, aligned communication across all courses and locations.

Adam summed it up well:

“We’ve automated all our emails, which makes things so much easier - but it’s the standardisation that really helps. It means everyone’s on the same page, no matter who’s sending what.”

Increased bookings for refresher training

Another huge benefit Pragmatic have experienced since using accessplanit is the ability to send reminders to book refresher training to customers with expired certificates, to generate more bookings for their training courses.

Prior to having accessplanit, Pragmatic simply didn't have the capacity to manually check who needed to renew their training certifications and when, so certificate expiration reminders were rarely sent. Now, with accessplanit, email reminders are sent automatically, without having to give it a thought.

“We now send automatic reminders for expiring certifications - something we just didn’t have the time to do before.”

Other benefits have included:

• Increased efficiency: automation and centralised data reduced time spent on repetitive admin.

• Improved accuracy: standardised processes cut down on errors.

• Enhanced delegate experience: more professional, streamlined communications improved customer satisfaction.

• Future-proofed operations: the platform supports the business as it continues to expand into new locations.

Next Steps

Looking ahead, Pragmatic has plans to continue refining how they use the system:

• Enhanced task management: developing better processes for internal tracking and follow-up.

• Further system optimisation: finding the time to make custom improvements and refine workflows.

Thanks to accessplanit, Pragmatic now has a robust system in place to support its continued growth, while delivering high-quality training and a great experience for their delegates.