- Industry: Human Resources
- Area of Expertise: Custom App Development
Background
Our client is a compliance agency that helps restaurants, bars, and other food/beverage establishments manage employee training and certification requirements.
This client came to us in need of a strong client portal that enabled the Establishments working with them to have access to key compliance data and reports. They also wanted this portal to serve as a tool that establishments could use to activate and deactivate learners.
Portal Overview
To create this portal, we leveraged Zoho Creator’s custom portal functionality. Zoho Creator has powerful integrations with most other Zoho Apps, and its platform is more effective in providing Custom UX and functionality than other portals currently offered by Zoho. This particular portal had the following features:
- Home Page
- Welcome Page
- Embedded “Happy Face Report”
- Terminate Employees Page
- Update Employees Page
- Link for Registration of separate courses
Portal Features
Home Page
Creator
The home page of the Client Portal was made as a Creator page with several links to key actions that a portal user may want to do, as well as business information. The user is able to view their Establishment name, as well as the courses they are enrolled in.
Beyond this, they are able to download a PDF of their compliance report, which is detailed later in this post. They can also view the tri-annual schedule on which their learners have completed training.
Finally, Establishments are able to access the instructions for redeeming unique Coupon Codes to their learning management system (LMS), LearnUpon.
CRM
In order to power the information shown through the Creator App, key information was pulled from the Establishment’s CRM records. This includes tri-annual schedule information, as well as coupon codes.
Welcome Page
Creator
The welcome page of the Client Portal was a simple page, designed to provide key information to Portal users. This helps onboard the users to their new relationships with our Client and introduces key functionality of the portal itself.
Compliance Report Visibility
CRM
Our team implemented a webhook integration to sync course data from the client’s learning management system (LMS), LearnUpon, with Zoho CRM. To learn more about this process, view our case study on the process here [insert link].
Analytics
We used the information in Zoho CRM to create reports for each establishment, summarizing compliance needs across all learners. We used custom logic that determined the types of compliance training that they needed, and their current status.
Creator
We used a Creator page to embed the Analytics dashboard directly into the portal. We were able to filter the report based on the logged in portal user, ensuring the data and aggregates are limited to the Establishment they are associated with.
Terminate or Update Employees
Creator
Additional Creator pages were also created for updates made to employees. We created forms within the portal that could be used to update an employee’s position, change their training requirements, terminate existing employees, and remove them from compliance reports.
CRM
We set up integrations between the Portal and CRM to update the record connecting a Learner to their Establishment and Position. This included updating their status or position depending on the update that was made in the Portal.
Register For Courses
Creator
Our portal also enabled Establishments to access forms, through which they could register for new courses. This replaced the entirely paper registration process they previously used. We achieved this through linking both an online form and a PDF, which they can download to fill out on paper when needed.
Forms
We used Zoho Forms to handle the digital version of these submissions. This app was used, in part, to give access to non-portal users — for example, a non-administrative employee undergoing training.
On submission, notifications were sent to our Client to enable them to triage the request for new training.
CRM
On form submission, data was also passed through to CRM, with follow-up workflows that bring the key information back to the Creator portal. This enabled a truly integrated information ecosystem for our client.
Outcomes
- Centralized information hub, allowing direct interaction of Establishments with relevant data
- Administrators are able to easily view employee compliance as trainings are completed
- Direct updates to employee status and positions are highly accessible to Establishment administrators.
- Enabled huge time savings for our client
- Serves as a unified source of information for all of the Establishments working with our client
In the time since implementation, this client portal has come to serve as the center of our client’s business. By providing an effective, centralized place for information and resources to be communicated with the establishments they work with, our client was able to significantly streamline their processes.