ContactBook an introduction
NL|EN
Improvement programmeTraining systemData & dashboardsAI assistant
Training system

Who can do what? Visible every morning, for every shift.

One system for training in the warehouse: work instructions, a training matrix, an app for the trainer and a dashboard. It works in the Microsoft 365 you already have, or as a custom app.

New people independent sooner
Every step is in the instruction with a photo, in their own language.
No standstill when someone is absent
Every morning you see who can take over which task.
Ready for any audit
The proof per person and per instruction, with date and trainer.

From practice: this approach, with a training matrix and an app for the trainers, was built and used daily in a warehouse of a large logistics service provider.

See the live demosBook an introduction

How it works: from the floor to your phone

The app, the matrix and the alerts are linked. What the trainer fills in on the floor appears in the matrix within the same minute, and whoever needs to know gets a message straight away. Nobody types anything twice.

1 · On the floor
Record training
EmployeeTemp C
Work instructionWI-MAG-012 · version 3
✓Steps 1 to 4 shown
✓Done independently, 20 orders
LevelIndependent
Comment (spoken)Repeat step 3
Save

The trainer records it in the app on a phone or tablet, with the instruction open.

2 · In the matrix
Trainings.xlsx · table RegistrationsSharePoint
DateEmployeeInstructionLevelTrainer
03/11Employee AWI-MAG-015RefresherTrainer 1
04/11Employee BWI-MAG-018In trainingTrainer 2
05/11Temp CWI-MAG-012IndependentTrainer 1
New row, added by the app at 10:42

Every registration immediately becomes a new row in the matrix.

3 · Automatic
Power Automate · flowautomatic
When a row is addedtable Registrations
↓
If level = Independentotherwise: schedule a refresher
↓
Update matrix and dashboardcell turns blue
↓
Post message in Teamschannel Order picking · team leader

An automated step sees the new row, updates the matrix and decides who gets a message.

4 · As an alert
Teams · channel Order picking10:43
Trainings · via Power Automate
Temp C is independent on WI-MAG-012 (order picking). On the early shift, 7 people can now do this task alone.
Trainings · via Power Automate
The refresher forklift for 2 employees expires within 14 days. Proposal: Tuesday 14:00.
ScheduleLater

The team leader gets the message on their phone or in the chat, without opening a report.

Four building blocks

Work instruction
Order picking with the hand scanner		Number
WI-MAG-012		Version
3
Valid from
04/11		Department
Order picking
Owner: team leader order picking · Approved by: warehouse manager · Training time: 2 hours + 1 supervised shift
Goal
The right items in the right quantity in the roll cage, without errors and without searching.
Safety
Safety shoesHigh-visibility vestGlovesDo not climb in the rack
Steps
1
Scan the location where you take the item. Wait for the green tick.
A-12-03
2
Scan the item and check the quantity on the screen.
Note: red screen = wrong item. Don't take it, inform the team leader.
3
In case of a shortage: press "Shortage". Continue to the next location.
4
Full roll cage: scan the label, close and take it to the dispatch zone.
label
Quality check: sample of 1 in 50 ordersv3: step 3 changed after error reports

One instruction per task, on one page: goal, safety, steps with photos and the mistakes to avoid.

The number and the version at the top make sure everyone uses the same, correct version. At the bottom it says what has changed, so the matrix knows who has to sign off again.

The photos here are drawings. The real instruction shows photos of your own warehouse.

Automatic alerts

Nobody needs to check the matrix themselves any more. A message is sent automatically when something happens or something is about to expire.

Someone has become independentAutomaticMessage to the team leader, with how many people can now do the task.
A refresher is dueAutomaticFourteen days in advance to the trainer, with a proposed date and a button to schedule it.
A new version is approvedAutomaticEveryone who knew the previous version gets the changed step and has to sign off again.
A certificate expiresAutomaticThirty days in advance to the coordinator: forklift, aerial work platform, safety.
Weekly overview on MondayAutomaticIn the chat: what has been learned, what is expiring and which instructions are out of date.
A task becomes vulnerableAIAI places the planning and leave next to the matrix and warns the planner if too few people can do a task tomorrow.

What AI does in the system

AI suggests, a person decides. AI does not assess employees and does not assign anyone to a task by itself.

With the work instructions

An instruction from a videoAn experienced employee films the task; AI turns it into a first version of the instruction.
Check for missing stepsAI reads an instruction like a new colleague would and points out what is unclear.
In the temps' languageEvery instruction in their own language, and read aloud for those who prefer to listen.
A short check per instructionThree questions on the phone after the training; the result goes into the matrix.
What has changed in the new versionOnly the changed steps are shown, and who needs to learn them again.
Link errors to the instructionDamage and errors are linked to the step where they arise.
Staffing per shiftThe matrix next to the planning: where someone will be missing tomorrow.
A weekly overviewEvery Monday in your chat or mail: what has been learned, what is expiring and what needs to be checked.

With the matrix and the planning

Questions to the matrixA question in plain language, without filters.
Example

"Who can take over the forklift on the late shift tomorrow?"

Seeing vulnerability aheadThe leave planning next to the matrix, a week in advance.
Example

"Next week two of the three loaders are on leave."

A training plan per new employeeThe order of the trainings and a trainer, according to the job.
Example

"First safety and the scanner, then picking in zone A."

Certificates and expiry datesForklift certificates and refreshers scheduled on time.
Example

"3 certificates expire within 30 days."

Speak instead of typeThe trainer records a spoken comment, AI links it to the right step.
Example

"Step 3 was not clear."

Audit file in one clickThe proof for an audit, per instruction or per person.
Example

"Load all trainings from the last 12 months."

And more

Read in paper sign-off listsAI converts a photo of an old paper list into rows in the matrix. That way nobody starts from scratch.
Ask a question in the chatA team leader types "who can load tomorrow?" in the chat and gets the answer from the matrix, without opening the matrix.
Summarise feedback from new peopleAfter the training, new people give short feedback. AI summarises which steps are most often unclear.

How it works technically

StandardiseIn your own Microsoft 365

The app in Power Apps, the matrix in Excel or SharePoint, the alerts via Power Automate in Teams, and the dashboard in Excel or Power BI. No new package, no extra licence, and your data stays with you.

TailoredAs a custom app

A custom web app, linked to your WMS or HR system, for companies that don't use Microsoft or want more. This requires hosting and maintenance, with a monthly cost.

The package

One department first

The system first for one department, with your trainers. Then you decide on the rollout to the rest.

The scope and the planning are agreed with you at the start. You receive a tailored quote in advance.

Request a quote
What's included
  • Work instructions for that department's tasks, with photos
  • The training matrix
  • The app for the trainer on phone or tablet
  • The automatic alerts
  • The training dashboard
  • Training for your trainers, so they manage it themselves
Your trainings in one place? Start with a 3-day quick scan.
See the quick scan
ContactBook an introduction