Building an Online Class Registration and Certification Management System on Odoo for a Prestige Personal Care Brand
21 June, 2021 by

Overview

Utilizing Odoo's powerful and flexible ERP system to develop a custom operating system to track and manage professional development courses for a prestige personal care brand.

The Client

Industry:
Personal and Skin Care


Location:
International

A Prestige Personal & Skin Care Brand 

This skincare brand is a subsidiary of a €50 billion multinational consumer goods company. It is largely differentiated in its industry by its dedication to educating skin care professionals on product fluency and best practices in skin care. In addition to alignment with the brand's core mission, their training classes also represent a substantial revenue stream.


Challenge #1

Legacy systems provide limited support for online class registration and progress tracking

Solution

Build a centralized system with single sign on to manage the registration and training process

Challenge #2

Manual effort required to manage student prerequisites during registration

Solution

Custom logic that tracks the user's progress across various certifications

Challenge #3

Disjointed systems result in inconsistent branding and user experience

Solution

 Design the UX/UI of the customer portal to be consistent with brand standards.

"We needed to build a Front-End Solution that caters to the needs of the company's clients worldwide. We made sure to make user-experience a priority." 


- Lee Lou | Project Manager, Novobi

The Client's Challenge 

The client needed an online class registration system that allows for a seamless user experience from scheduling classes to tracking progress to following a path for certification while representing the company's brand consistently throughout the entire process.

Student Registration

Offer Online Registration for Classes That Allows Training Progress to be Tracked

As a business building its educational offering for over 30 years, the client relied on several different technology systems to manage its class registrations and user information. This setup presented a challenge when trying to give their registrants a seamless user experience when scheduling a class, tracking training progress, and contacting the company for support. Existing SaaS solutions offer these features, but the client's need to have all their systems integrated and other custom requirements led them to seek a custom enterprise solution.

Student Prerequisites

Monitor Prerequisites for Certifications During Registration

The client also offers certification, which adds another layer of complexity to their requirements. Registrants are required to complete training classes in a specific order to be certified. The client sought a system that confirms the registrants' completion of the prerequisites before allowing registration for the next training class needed to earn the certification. 

Company Branding

Maintain Unified Branding for the Client's Online Presence

Having put a great deal of effort into building its brand over the years, the client wanted to ensure that its business image remained consistent with other online and offline branding. Finding a system that would allow custom branding had proven difficult especially with built-for-all SaaS solutions. The client needed a front-end system that offers flexibility for custom branding.


"Existing SaaS solutions offer many of the features the business is looking for, but the front-end must integrate with multiple legacy systems and must be customized to match their brand.  SaaS available in the market just wasn't able to meet those requirements."

- Lee Lou | Project Manager, Novobi

The Novobi Solution 

Novobi developed and delivered an enterprise-caliber training platform to the client that expanded the ability of their existing systems -- instead of replacing them -- to offer educational services and resources to users. Built on Odoo’s cloud-based framework, this centralized solution is user-friendly and can be accessed anywhere.

Odoo • Image and Text

Centralized System with Single Sign-In to Manage Registration and Training Progress

The solution utilizes a global sign-in allowing users to enroll for online and onsite classes, buy training kits, pay for their registration and purchases, track and save their training progress, use video chat to contact business representatives for questions, and work through certification.

Representatives for the business are also able to start the video chat as needed. For onsite classes, registrants receive a badge via email that can be printed and used as registration confirmation to attend the training course.

Odoo • Text and Image

Custom Logic That Tracks User Progress for Various Certifications

The solution design included a custom logic workflow that guides users' path to certification. Referred to as the 'Expert Program', the system confirms the classes that the user has completed.

If the user has not completed the prerequisites, the system prevents them from registering for the next class in the curriculum.

Odoo • Image and Text

Online Portal Design Consistent with Company Brand

The solution leveraged Odoo's front-end flexibility to deliver a consistent design with the company's brand across digital properties. The online registration website has a minimalistic feel that contributes to the portal's ease of use.

"Our primary focus for this solution is to deliver a seamless user-experience. We wanted to make sure that the design and the experience is consistent with the company's brand."

- Lee Lou | Project Manager, Novobi

The Novobi Approach

Novobi follows a strict implementation schedule following CMMI and Scrum frameworks with weekly sprints, ensuring that clients can expect demos and workable solutions weekly or biweekly.  Novobi also follows best practices in configuration and customization to ensure the system functions correctly and protects client's intellectual property. This approach makes it easier and more cost-effective to upgrade in the future.  

Discovery

Planning

Implementation

Launch

Training

Support

Discovery

First, Novobi established the main goals of the client for a new system then finalized must-have features based on the common needs of their end users. Because the client required that some of their legacy systems be preserved, Novobi examined the current stack to identify factors that might create complications during implementation before a high level solution was finalized and presented to the client

Planning

With a high-level solution plan in place and approved by the client, Novobi proceeded with preparing detailed user stories and mock-ups to identify the main and supporting features to ensure a seamless user experience.

Implementation

Using both Odoo's Website Module and Event Module, Novobi built a custom Online Scheduling Tool. Novobi enhanced the out-of-box functionalities to meet the enterprise-caliber needs of the client such as SSO, enhanced usability, and seamless data movement.


Novobi integrated with multiple legacy systems and initialized the logic workflow for the prerequisite certification feature. In addition, Stripe was integrated to allow end users to pay for their registration and purchases without leaving the site.

Launch

The system underwent extensive testing prior to launch. Following initial internal testing, the product owner reviewed the system to confirm the design and ensure that the system worked as expected. After final approval, the system was launched and closely monitored for an additional month to ensure any issues could be addressed immediately.

Training

Novobi provided training for the client's business representatives who were tasked with assisting portal users. This training was to ensure that the users were confident in the new system and ready to assist their end users with the registration process as needed.

Support

Novobi has provided ongoing maintenance to the system to ensure 99.9% uptime with minimal timeouts or disruption of service. Novobi also provides support and assistance to the client for any upgrades that the system may need to scale as their business continues to grow.

Novobi's Methodology

& Certifications

Demo Logo
Demo Logo

The Results

The project's primary focus was to provide a seamless experience for the client's users while automating much of the process. Novobi then delivered a solution that met the client's requirements. Novobi also used used a development approach that saved the business time and money. 

Provide Better Service for Users

With an improved online portal

With an SSO to handle multiple authentications, the clients provides their end users with a user-friendly experience in their self service registration and training management portal. In addition, by adding a video chat feature, the client instantly connects end users with a support team providing extra convenience in their assistance.

Save Time

With automated certification registration

With an automated workflow to confirm a student's prerequisites, administrative staff are freed up to focus on other tasks. The client's end users can also sign up for the certifications program and track their progress at any time. This 24/7 access is incredibly valuable, especially since the client's end users are located around the world.

Minimize Front-End Dev Costs

With custom universal branding

A comprehensive, custom branded digital presence can incur significant costs. With Odoo's website builder, the client was able to save costs on development while still delivering a consistent and high quality brand experience. Plus, Odoo's intuitive website builder makes it easier to manage and maintain a site with cost savings over time. 

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