Key Results & Highlights
- Unified Digital Ecosystem: Successfully consolidated website, blog, and event management into a single platform.
- Enhanced Participant Experience: Deployed a dual-purpose Knowledge Base for course information, schedules, and reporting.
- Data-Driven Management: Integrated Surveys and Dashboards to manage participant data effectively.
- Streamlined Operations: Automated financial workflows connecting Sales, Purchase, and Accounting modules.
- Seamless Communication: Integrated Email Marketing and Social Media plugins to maintain consistent engagement across all channels.
The Company
Beasily is an organization focused on delivering high-quality educational experiences and training, notably managing Erasmus+ courses such as "Finding Your Voice." Operating in an international context, Beasily coordinates a complex network of partners, trainers, suppliers, and participants. Their mission requires a professional, accessible, and organized platform to facilitate learning and manage the intricate logistics of cross-border education.
The Challenge
Managing international training courses involves moving parts that extend far beyond a landing page. Beasily faced the challenge of needing to:
- Establish a strong digital corporate identity.
- Manage complex event logistics and participant schedules.
- Handle multi-channel communication (social media, email, internal updates).
- Process back-office transactions (invoices, supplier payments, and budgets) without using disjointed software tools.
They needed a partner not just to build a website, but to architect a system that could handle the entire lifecycle of their courses.
The Solution
OCTIC IT Consulting stepped in to guide Beasily through a full-scale Odoo implementation. The approach was consultative and hands-on, ensuring the technical setup aligned perfectly with Beasily's operational goals.
Strategic Implementation Phase:
- Analysis & Strategy: OCTIC began by analyzing the client brief to understand the specific needs of the company's position and surrounding framework.
- Structure & Design: We selected appropriate templates, developed a comprehensive sitemap, and designed the website structure within Odoo, preparing it for Beasily’s content population.
- Content & Localization: Recognizing the international nature of the project, OCTIC assisted with content strategy and translations to ensure accessibility.
- Training & Coaching: To facilitate the adaption of new streamlined processes OCTIC held intense training sessions with all relevant stakeholders.
- Technical Foundation: We handled all technical support and data management, ensuring a stable and secure environment.
The Impact
The implementation of Odoo transformed how Beasily manages its international courses and their daily operations.
1. Digital Identity & Presence
Beasily now utilizes the Odoo Website module to communicate their message clearly and present a professional corporate identity. This serves as the central hub for potential partners and participants.
2. Event Management
The Events module became the engine for their courses. Beasily can now seamlessly publish course information, manage dates, and handle registrations online (e.g., for the "Finding Your Voice" sessions).
3. Integrated Communication
To ensure their message reaches a wider audience, OCTIC implemented:
- Blogs & Social Media: A unified plugin allows Beasily to push content across all social media channels instantly from their Odoo blog.
- Email Marketing: The team now uses the Email Marketing module to send targeted communications to participants, keeping them engaged before, during, and after courses.
4. The Knowledge Base: A Hub for Learning
One of the most innovative aspects of the project was the dual use of the Knowledge Base module:
- Informational: It serves as a library to communicate general information to participants.
- Operational: It acts as a workspace where participants can view their specific schedules and write their course reports, centralizing the academic output of the project.
5. Operational Excellence (Back-Office)
Beyond the public-facing features, OCTIC revolutionized Beasily's internal operations:
- Surveys & Dashboards: Used to gather and visualize participant feedback and data.
- Sales & Purchase: Streamlined transactions between partners, trainers, and suppliers.
Accounting: The Accounting module now manages all invoicing, budgeting, and financial reporting, providing Beasily with a real-time view of their financial health.
The Final Word
We are not programmers or techies and we don't want to get into the complexities of setting up or running a system. We just want to focus on our core business. When we were bamboozled, confused or we came up against technical difficulties octic provided us with quick, hands on technical support to solve our problems. We still rely on Google Sheets to fill in the gaps as Odoo doesn't do everything out of the box. But its easy to use, it does so much and what it does do, it does incredibly well! Odoo is an amazing all in one system and it enables us to communicate and manage our courses efficiently and professionally. Octic helped us get the most out of the system and contributed to making Finding Your Voice, Pathways and Creative Methods a success!
~ Buzz Burry - Cofounder Beasily