How do you ensure that the organization of training courses is as professional and forward-looking as the content you offer?
For the Trimbos Academy, part of the independent scientific Trimbos Institute, that question became increasingly relevant. With a growing range of training courses for mental health professionals, the administrative organization was increasingly reaching its limits.
Hanneke Katsis-Bliekendaal, advisor at the Trimbos Academy, explains how the switch from working manually in Excel to Coachview provided more control, less sensitivity to errors and, above all, space to innovate.
Challenge
Trimbos Institute is an independent scientific knowledge institute in the fields of mental health, alcohol, tobacco and drugs. The Trimbos Academy provides training for professionals, such as employees of mental health institutions, addiction clinics and smoking cessation coaches.
Hanneke explains:
“We train professionals so that they can pass on our knowledge to their clients.”
Behind the scenes, however, the organization of training courses was largely manual.
“We still did everything in Excel. People signed up via the website, but then it went up and down to Moodle, to other systems, via CSVs and Excel. Each change had to be manually adjusted in six different places.”
This not only resulted in a lot of extra work, but also made the process error-prone.
“If you have to change something in six different places in certain people, sometimes things also go wrong. And of course you don't want that.”
In addition, it took an enormous amount of time:
“It was just a lot of manual work. And we really don't have that time anymore. Plus, it's a shame if you don't have to.”
The wish was clear: less manual work, less error sensitivity and more room for innovation.
Solution
Trimbos heard about Coachview through universities and colleges in Utrecht.
“They worked with it and had good results. It saved a lot of work. Then I thought: I want to try that too.”
An internal project group was set up with various departments, including finance and ICT. After a demo and an inventory of all wishes, an implementation process of two months followed.
“We did the implementation process together. Coachview helped to set it up based on our needs.”
After a test phase and a deliberate go-live around the Christmas period, the system was running stably from January 2025.
The expectations that Hanneke had beforehand were met:
“The expectations I had really came true. I no longer have to shuffle people back and forth six times. The entire process that is automatically behind it, you don't have to worry about that anymore. Invoicing is also automatic.”
The teacher app is now also being used intensively:
“It is used by more than 80 teachers. They can see participants, when they are scheduled, where they need to be and what time. That works really well.”
Automation created space for what it's really about: content and innovation.
“We needed time to further develop our training and e-learning, for example with the help of AI. Because of all the manual processes, I didn't have time for that. Now we can use the time we save to innovate and make our training courses better. More 2026 to make.”
Result
According to Hanneke, the biggest advantage lies in the reliability and peace of mind in the process:
“The biggest challenge was getting all the information to the participants in a good way. Coachview has really solved that. Everyone now receives the correct information by default. And all changes are automatically good.”
What used to take a long time is now structured and efficient:
“It took an awful lot of time. And if you don't have to, it's just a shame.”
In addition, Coachview has also provided a different way of thinking within the organization:
“You think more the other way around. What do you actually want with the participant? How can you organize that as easily as possible? Instead of: that's just the way it works.”
This switch to forward-thinking has been an important learning point:
“In particular, you have to think carefully about what you want beforehand. Coachview more or less forces you to do that. And that is also the biggest challenge.”
In doing so, the collaboration is experienced as a continuous interplay:
“We feel free to indicate what we need. So far, that has been really well taken care of. I think Coachview has helped our organization enormously and will continue to help us in the future.”
With less manual work, fewer errors and more focus on innovation, the Trimbos Academy is ready to further develop its training courses, efficiently organized and with the participant at the center.
