Automate Work Placement and Management Software for Schools

The Power of Simplified Processes

Effortless Submission with Adobe Sign

Experience a breakthrough in the application process with our hosted solution on Adobe Sign. Students can effortlessly submit their applications, while the Work Experience team enjoys a simplified and organized workflow. The intuitive design ensures a smooth transition from application to review, reducing friction in the process.

Smooth Employer Collaboration

Empower employers with a simplified collaboration process. Our solution seamlessly integrates employer forms into the Adobe Sign library template, making it easy for them to complete and sign necessary documents. This frictionless interaction enhances employer satisfaction, fostering positive relationships throughout the application journey.

Government Compliance Made Simple

Navigate government compliance effortlessly with our solution. Stay ahead of Victorian Government requirements by utilizing reusable templates for necessary forms. This not only ensures adherence to regulations but also simplifies the updating process.

Effortless Progress Tracking with SharePoint

Streamlined Progress Monitoring

Effortlessly monitor the progress of each application with our user-friendly SharePoint list. The intuitive interface provides clear status updates at every stage, allowing the Work Experience team to stay informed and engaged with the process. From newly submitted applications to signed agreements, track the journey with ease.

Smart Data Management

Key fields such as Webform Agreement ID and Signature Agreement ID play a pivotal role in our streamlined data management strategy. These fields ensure smooth data referencing, making it simple for your team to retrieve and utilize essential information. This not only saves time but also enhances the overall organization of your data.

Automation for Seamless Workflows

Quick and Easy Webform Handling

Experience the power of automation with our solution’s quick and easy webform handling. Automated triggers on completed webforms create SharePoint items in a blink, instantly notifying your team for swift and efficient action. This automation accelerates the initial stages of application processing, reducing manual efforts and ensuring timely responses.

Seamless Document Attachment

Simplify your document management with our seamless attachment feature. Completed PDFs are effortlessly attached to corresponding SharePoint list items, creating a comprehensive and easily accessible record. This ensures that your team has all the necessary information at their fingertips, reducing the time spent searching for documents.

Accelerated Agreement Processes

Initiate agreement processes with unparalleled speed and efficiency using our Power Automate flows. Templates are seamlessly populated with data from the SharePoint list item, expediting the entire agreement workflow. This not only saves time but also ensures accuracy, allowing your team to focus on more strategic aspects of the application process.

Elevate Your Work Experience

Boost Efficiency: Our solution eliminates bottlenecks and streamlines your workflow, saving valuable time and resources.
Ensure Precision: Experience accurate data collection and processing, enhancing the reliability of your application process and fostering trust among stakeholders.
Experience Automation: Embrace innovation with automated flows, enabling your team to focus on high-value tasks while routine processes are handled seamlessly.

See WorkEx+ in Action!

Boost Efficiency: Eliminate bottlenecks and streamline workflows.
Ensure Precision: Experience reliable data collection and processing.
Experience Automation: Let automated flows handle routine tasks seamlessly.

FAQs

How do Careers staff access the WorkEx+ system?

Accessing WorkEx+ is straightforward through the Work Experience SharePoint site provided during implementation. The link should be accessible to authorized users in your school.

How can the student access the application form?

The Work Experience SharePoint site includes a Work Experience Config list with a link to the Application Form. You can share this link with students via email, post it on your website, or even send it via SMS. We can also assist in providing an embed link if you wish to integrate it directly into your school’s infrastructure site.

How can I tell if the student is under 15?

The student’s age status is displayed under their Date of Birth (DOB) in the details card. If the student is 15 years old or younger, it is clearly highlighted in red text as “15 or under.” If the DOB is missing, it will also be indicated under the DOB section.

How can I send out an Email as part of the process?

A dynamic email can be added to the process by creating a template, including dynamics fields in the body of the email.

How do I track the status of a work experience application?

You can track the status of a work experience application through the SharePoint list where all forms are stored. The status column shows the progress of each application. Statuses include:

New: The application is awaiting assessment by Careers team.
Working With Animals: The Working with Animals form is currently in the signature process.
Ready for Signing: Set this to start the Agreement process.
Out for Signature: The Agreement is currently in the signature process.
Signed: All signatures have been obtained for the Agreement.

This transparent tracking system makes it easy for the team to monitor the workflow effectively.

How are completed agreements stored, and how do I retrieve them?

Completed agreements are securely stored in your Work Experience SharePoint repository. This centralized repository ensures easy access and retrieval. To retrieve a document, navigate to the Work Experience Applications list, click on the list item, and download the attached signed agreement. This organized system guarantees data integrity and facilitates easy reference for audits or future needs.

How do I update the status of an application?

To update an application’s status, go to the Work Experience Applications list in SharePoint, locate the list item, and modify the status accordingly. You can change statuses to ‘Ready for Signing’ or ‘Cancelled’ to move the application between stages. Updating the status triggers respective Power Automate flows that manage subsequent tasks. This integration minimizes manual work and ensures the workflow proceeds smoothly.

What if a student decides not to proceed with their work experience?

If a student withdraws from the work experience, you must update the application status to ‘Cancelled’ in the SharePoint list. This halts all ongoing processes and prevents further communications or reminders. It may also be necessary to inform relevant stakeholders, such as the employer and guardian, based on your institution’s procedures.

What should I do if a student or employer has not signed the agreement?

WorkEx+ automatically sends reminders to participants who have not signed the agreement after a week. If signatures are still pending after automated reminders, you can send additional reminders manually via the Adobe Sign dashboard. Locate the pending agreement and use the reminder feature to prompt participants again. If necessary, you may contact them directly by phone or email to emphasize the importance of completing the process promptly.

How do I contact support if I encounter a problem?

For technical assistance, contact DynAPPix support using the contact information provided during implementation. They can address a wide range of issues, from basic troubleshooting to more complex system configurations. Your IT department may also assist with minor issues like connectivity or user settings. Providing detailed information about the issue will help support resolve it efficiently.

How often are system updates applied to WorkEx+?

WorkEx+ receives regular updates, including software enhancements, bug fixes, and security patches. These updates ensure the system remains secure, current, and performs optimally. Notifications will be provided for any planned updates, detailing expected downtime and any required actions. Keeping your system up to date helps you benefit from the latest features and maintain system stability.

What if I need more licenses or transactions?

If additional licenses or transaction capacity is needed, you can contact DynAPPix to adjust your subscription. This allows you to scale as the usage of the WorkEx+ platform grows. Periodically assessing your requirements will help avoid interruptions due to insufficient licenses or transaction limits.

Ready to Revolutionize Your Work Experience Process?

Explore the untapped potential of our solution and witness the transformative power it holds for your work experience applications. Contact us today for more information or take the next step in revolutionizing your work experience processes.