Programme admin coordination
Every candidate hears from you on time
Running a course, a cohort or a programme means knowing where everybody is at once, and what each of them is owed next. This puts that in one place and has the right communication ready for whoever is due one — built out of the Microsoft licence you already pay for.
- hours/month of admin time given back
- ~10
- candidate journey stages tracked automatically
- 7
- IT tickets or new software required
- 0
Real figures from a leadership programme for the Irish health sector — see the full case study.
What it does
- Holds where every candidate is — enquiry, registered, pre-course, attended, project in progress, project complete, alumni — in one place rather than in one person's memory
- Flags who is due their next communication, so the week starts with a list instead of a recollection
- Gives each stage its own email template, written to do exactly one job, on a cadence that tightens after registration and tapers once a candidate is mid-course
- Sends a whole cohort its next communication in a single Mail Merge pass, straight from the tracker, instead of one email at a time
- Drafts meeting agendas from last time's open items, and minutes from the recap, rather than from a blank page
- Keeps the cross-team work — bookings, marketing, correspondence with a licensing partner, general admin — in one tracker instead of four email threads
- Comes with a plain-English README tying every file to a day of the week, so the programme runs the same whether or not the person who set it up is the one operating it
What stays with you
Deliberate limits, not gaps.
- Sending. The merge goes when you run it, having shown you exactly who is on the list — nothing goes out under your name unseen
- Moving someone along. You set a candidate's stage; the tracker only tells you what follows from it
- Judgement — the awkward conversation, the exception, the candidate whose situation doesn't fit a stage — stays a person's job
- Getting people into the tracker. Intake is a direct entry you make, deliberately, rather than a web form somebody else has to provision and could switch off
- Anything needing a new platform. This is built to need no IT approval, which also means it doesn't reach into systems that would
- The programme itself. Teaching it, accrediting it, and what your licensing partner requires are yours; this is the coordination around them
How it goes in
Nothing to install, nothing to buy, and no ticket to raise. It is built from what your team is already licensed for — Copilot, Word, Excel and Outlook, treated as one system rather than four separate apps — and delivered as ready-to-use files that work the same day on the PC that's already on the desk. That constraint is deliberate: in a big institution, the platform that needs somebody else's approval is the platform that never quite arrives.
The same thinking decides the batch send. Where a cloud automation flow would be the obvious answer, this uses Mail Merge — a local Word, Excel and Outlook feature with no cloud connector, so no tenant policy can quietly switch it off. The stages, the cadence and the wording are your programme's rather than a template's: they are built around how your course actually runs, and when a message reads wrong, the template gets corrected so the next cohort gets the better one.
Delivered as your Starter Engagement
€499 fixed
Programme admin coordination is built and live as your Starter Engagement — the AI opportunity audit plus one working automation, at a fixed price agreed before any work begins. See the full Starter Engagement details.
A half-hour conversation, no obligation — we'll walk a week of the coordinator's work with you and tell you honestly whether there are hours in it worth taking back.