How CloudPOE Helped a Tourism Academy Slash Admin Time by 60%
Managing a SETA-funded tourism training program isn’t a walk in the park. Between tracking learner attendance across multiple sites, managing workplace logbooks, and preparing for audits, training providers often find themselves buried in admin work.
For Savannah Tourism Academy, a mid-sized SETA-accredited training provider offering learnerships in front office operations, tour guiding, and food services, the paperwork was becoming overwhelming—until they adopted CloudPOE.
Here’s how CloudPOE helped Savannah Tourism Academy reduce admin time by 60% and radically improve their operations.
🛑 The Challenge: Admin Chaos and Compliance Pressure
Savannah Tourism Academy trains over 150 learners annually, most of whom are placed in hotels, lodges, and tour operations across the Eastern Cape.
The problems they faced:
- Manual attendance tracking: Learners used paper registers at various sites, which were often incomplete or submitted late.
- Paper-based logbooks: Supervisors had to sign weekly logs, but some never reached the training office in time.
- Stipend mismanagement: Late or inaccurate logbook submissions led to stipend delays, frustrating learners.
- SSETA reporting nightmares: Pulling together the quarterly compliance reports meant days of spreadsheet consolidation.
“We were constantly chasing paper—sign-in sheets, logbooks, invoices. Compliance felt like a ticking time bomb,” says Lindiwe Mahlangu, Program Coordinator at Savannah.
The Solution: CloudPOE’s Tourism-Ready Digital Platform
Savannah Tourism Academy implemented CloudPOE Pro, a solution designed for mid-sized training providers with learners across multiple locations. They also activated the following modules:
1. Smart Attendance Module
- Learners check in and out using QR codes or mobile-based geolocation.
- Attendance is tracked in real-time by location, date, and learner.
“Now we know who’s where and when—no more calling hotels to verify if learners showed up,” says Lindiwe.
2. Digital Logbooks
- Learners log daily tasks via the CloudPOE mobile app.
- Supervisors approve entries from their phones—no printing, no back-and-forth.
“The digital logbooks are a game-changer. We get instant visibility on learner progress,” notes their workplace coordinator.
3. Automated Stipend Manager
- Stipends are automatically calculated based on attendance and approved logbook entries.
- Payment files are generated for payroll every two weeks—error-free and on time.
4. SSETA-Specific Reporting
- CloudPOE’s built-in SSETA reporting templates mean that data is pulled directly from the system with one click.
- Compliance is now seamless—and audit-ready at any time.
The Results: Dramatic Time and Cost Savings
Since implementing CloudPOE, Savannah Tourism Academy has seen the following improvements:
| Metric | Before CloudPOE | After CloudPOE |
|---|---|---|
| Admin time per week | 30+ hours | 12 hours |
| Logbook delays | Frequent | Rare |
| Stipend accuracy | 70% | 100% |
| Compliance reporting time | 5 days | 1 day |
“CloudPOE has given us control and peace of mind. We’re now focused on learner success, not paperwork,” says Lindiwe.
Ready to Simplify Your Tourism Training?
If you’re a tourism or hospitality training provider facing similar challenges, CloudPOE is your answer. Whether you manage 20 learners or 200, we help you reduce admin time, improve accuracy, and stay SETA-compliant—all from one easy-to-use platform.
👉 Want to see it in action? Book your free demo today
