From piloting in health to rolling out Beam's tools across all employability services at AKG

Across workforce development programs, career advisors must balance helping people move into employment with maintaining detailed, compliant case records.

Appointments must be documented accurately, participant progress needs to be recorded, and case notes must meet strict program and compliance requirements. Capturing this information often means typing during meetings and completing documentation after sessions end, reducing the time available to support participants.

AKG, a workforce development provider delivering employment, learning, and health programs, recognized this challenge across its frontline teams.

They began by piloting Notes within their health and learning teams, where coaches were facing significant documentation demands. The goal was to reduce administrative burden, improve the quality of case notes, and give staff more time to focus on the people they support.

Following the success of the pilot, AKG is now rolling out Notes across more than 300 career advisors. Through their involvement in Beam Labs, AKG is also exploring the Interpret solution, helping advisors support participants through real-time translation during conversations.

The challenge

Documentation was taking over the day

Teams were spending hours every week writing up client meetings. Records needed to be detailed, structured, and compliant with program requirements.

This meant typing during sessions and then spending additional time editing documentation afterward.

Harder to be fully present with participants

When coaches were focused on typing, it was harder to fully engage in conversations.

They were splitting their attention between listening and documenting, making it more difficult to pick up on important details, body language, and opportunities to provide meaningful support.

The approach 

Twelve health coaches piloted Notes during participant sessions, using it to automatically generate structured case notes and draft provider letters.

Following the pilot’s success, AKG decided to expand Notes across its workforce development programs.

Through their involvement in Beam Labs, the organization is also exploring the Interpret solution to provide real-time interpretation during conversations in multiple languages.

The impact from the pilot

Six hours back every week

“Notes has definitely saved me time writing notes.”

During the pilot, health and learning coaches saved an average of 6 hours per week on documentation. This removed the pressure of finding time to complete administrative work and created space to focus on more valuable activities, such as supporting participants in their job search.

From typing to listening

With documentation handled automatically, coaches could focus fully on conversations.

As one team member explained:

“The bigger benefit for me has been more around the quality of the listening because I'm not typing all the time… It's made a massive difference to the quality of those interventions.”

This is critical across workforce services, where understanding participant needs is key to delivering effective support.

Higher quality documentation

Beam’s Notes improved the quality and clarity of documentation, ensuring conversations, actions, and progress were captured accurately.

As one team member shared:

“Using Notes has transformed the way I work. It has significantly reduced my admin time by helping me capture the essence of conversations quickly and accurately.”

A healthier frontline

The pilot also showed that reducing the cognitive load of administrative work can improve staff wellbeing.

One coach reflected:

“I can relax knowing I can fit all the admin in… it has also helped with my physical and mental health.”

Scaling Notes across employability services

With 1,800 hours potentially saved each week across 300 career advisors, AKG is redefining what frontline support looks like.

By reinvesting this time into job search support, employer engagement, and personalized coaching, AKG is ensuring that their teams spend less time documenting the past and more time helping participants build their futures.

What would your team do with six hours back each week?

Book a demo today to see how Notes could support your career advisors.