Scaling a global education business comes with significant operational challenges—especially when a large portion of the workforce is seasonal. Immerse Education, a leading provider of short academic programs for students aged 15-18, faced the growing pains of rapid expansion while maintaining consistency in program delivery. With a remote and hybrid team, they needed a solution to streamline onboarding, centralize knowledge, and support scalability. That’s when they found Waybook.
With operations spanning multiple countries and a highly seasonal workforce, Immerse Education needed a structured way to onboard new team members, ensure consistency, and scale effectively. Prior to Waybook, they encountered several roadblocks:
As the team grew, so did the challenge of managing institutional knowledge. Critical information was scattered across Google Drive, emails, and in the minds of key employees—making it difficult to ensure consistency and efficiency.
Without a structured onboarding system, new hires relied on ad hoc training. Each team member received a slightly different experience, leading to inconsistencies and a prolonged ramp-up time.
Every summer, Immerse Education scales up significantly—bringing in hundreds of seasonal employees to run programs in the UK, the US, Singapore, and Tokyo. Ensuring that all temporary staff had instant access to key information was critical to smooth program execution.
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"New people would start, and it would take the few of us to train them in all different areas in a haphazard way—not super streamlined."
Immerse Education needed a scalable, user-friendly system that would centralize knowledge, standardize onboarding, and support rapid growth. Waybook provided exactly that.
Waybook allowed Immerse Education to build a centralized knowledge hub where all standard operating procedures (SOPs), best practices, and key resources were stored. This ensured that every team member, whether full-time or seasonal, had access to the same high-quality information.
By implementing structured learning paths, Waybook enabled new employees to onboard independently and at their own pace—cutting onboarding time in half while ensuring consistency across teams.
With clearly defined documentation, different departments—including academic, marketing, and sales—could efficiently share information and collaborate more effectively.
"Waybook serves as a key pillar for onboarding, training, and everyday reference. It keeps our teams agile and ensures that everyone is working from the same high standards."
Adopting Waybook was a seamless process for Immerse Education. The team quickly transferred existing documents, structured them into clear learning paths, and onboarded employees with ease. Thanks to Waybook’s intuitive design, employees adopted the platform naturally, making it an ingrained part of their daily workflows.
"The best part of implementing Waybook was how intuitive it was. Teams naturally began using it, and now it’s second nature."
The introduction of Waybook has had a profound impact on Immerse Education, driving efficiency, cost savings, and operational scalability.
New hires are fully onboarded in half the time, reducing the burden on senior employees.
By replacing an expensive LMS and consolidating tools, the company saved over $50,000.
Employees now rely on Waybook instead of wasting time searching for information or repeating explanations.
With a structured knowledge base, Immerse Education can confidently expand into new markets and onboard staff with ease.
"Waybook has become the backbone of our operations. It saves us time every day and helps us maintain the highest standards across all our programs."
The impact of Waybook on Immerse Education has been transformational. The platform has not only streamlined internal operations but has also empowered teams to work more efficiently, making it easier to scale globally. With a centralized and accessible knowledge base, employees now have the autonomy to find answers quickly, reducing dependency on senior staff and minimizing disruptions.
"Now it’s just second nature for us to go to Waybook and find the information we need. The whole team uses their initiative to find details rather than relying on endless conversations and explanations."
As Immerse Education continues to expand, Waybook remains an essential tool for maintaining efficiency and ensuring smooth scaling. With new programs launching in Singapore, Tokyo, and Boston, Waybook will help capture best practices, refine processes, and support ongoing growth.
"We’re expanding into Singapore, Tokyo, and Boston. Waybook will help us capture and refine best practices so we can continue to scale strategically."
Immerse Education has successfully streamlined operations, cut onboarding time by 50%, and saved over $50,000 by implementing Waybook. With a centralized knowledge base, efficient onboarding, and improved collaboration, the company is well-positioned for continued success. Waybook has not only simplified internal processes but has also provided the scalability needed to support long-term growth.
