PAVE Training Operations Ecosystem

Development of a dual-layered SharePoint ecosystem designed to manage complex training certifications and workforce compliance. The system features a secure Internal Admin Hub for operations management and a synchronized External Customer Training Portal for real-time client access to certification data.

Client waynecurry121

Result Centralized Compliance: Automated tracking of NPORS, EUSR, NRSWA, and NVQ certifications with dynamic expiry alerts. Secure External Sharing: Implemented a "Master-to-Communication" site architecture, allowing external guests to view live data without compromising internal security. Dynamic Data Visualization: Created custom-coded dashboards for "Workforce Lists" and "Company Lists" featuring real-time filtering by Supervisor, Gang, and Expiry status. Operational Efficiency: Reduced manual reporting by providing customers with self-service access to employee folders and digital certificate scans.

Tools

SharePoint OnlinePower AutomateMicrosoft TeamsJSON Formatting

PAVE Training: Scalable Certification Management

"HashTurn revolutionized how we manage our training records. The new system is incredibly fast and our clients love the transparent access." — Operations Manager, PAVE Training

The Challenge

PAVE Training needed a way to manage thousands of training records internally while providing their corporate clients with a professional, secure way to view their own employees' progress and certificates. The manual process of emailing PDFs and Excel sheets was no longer scalable and led to significant operational overhead.

Our Solution

We built a robust, custom infrastructure using SharePoint Online as the database and frontend engine.

1. The Admin Operations Hub

The "brain" of the operation. We configured a private, highly-secure Team site where the PAVE staff manages:

Workforce Registry: A master list of all candidates with automated logic to flag missing NI numbers or upcoming expiries.
Multi-Channel Ingestion: Using Power Automate to extract data from incoming emails and populate SharePoint registers seamlessly without human intervention.

2. The Customer Training Portal

A high-end Communication site designed for the end-user, featuring:

Dynamic Filtering: Clients can filter their workforce by "Supervisor" or "Gang" to see who is cleared for site work instantly.
Visual Dashboards: Custom JSON-formatted "cards" provide a modern, app-like experience for viewing NRSWA and NVQ stages.
Security First: Data is synced from the Admin Hub to the Portal using specialized flows, ensuring clients only see data relevant to their company.

The Outcome

To meet the client's specific requirements, we bypassed standard list views to create a hierarchical ownership structure. This ensures that permissions are enforced at the item level, automatically hiding or showing data based on the user's login.

The result is a fast, responsive UI that saves PAVE Training over 20 hours a week in manual admin work while delivering a premium digital experience to their corporate clients.