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

Across employability services, advisers must balance supporting people into work with maintaining detailed, compliant records.

Appointments need to be recorded accurately, progress has to be evidenced, and records must meet strict compliance requirements.  But capturing this information often means typing during meetings and completing notes after sessions end, reducing the time available for supporting participants.

AKG, a UK provider delivering employability, learning, and health programmes, recognised this challenge across their frontline teams.

They began by piloting Notes within their health and learning teams, where coaches faced similar documentation pressures. The goal was to reduce admin burden, improve documentation quality, 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 employability advisers. Through their involvement in Beam’s Labs programme, they are also exploring live interpretation features to help coaches support participants in multiple languages.

The challenge

Documentation was taking over the day

Health and learning coaches were spending hours every week writing up participant meetings. Notes needed to be detailed and compliant.

This meant typing during sessions, then spending time editing documentation afterwards. 

The same pressures exist across employability services, where advisers must capture detailed records while managing busy caseloads.

Harder to be fully present with participants

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

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

The approach 

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

Following the pilot’s success, AKG decided to expand Notes across their employability services.

Through their involvement in Beam's Innovation Labs, AKG is also exploring live interpretation capabilities, enabling advisers to support participants whose first language isn’t English with the same depth, clarity, and accuracy.

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 six hours per week on documentation. This removed the pressure of finding time to complete admin and created space to focus on more valuable work.

From typing to listening

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

As Stuart 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 employability services, where understanding participant needs is key to delivering effective support.

Higher quality documentation

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

Andree 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 proved that reducing the cognitive load of admin directly improves 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 collective hours potentially saved every week for 300 employment advisors, AKG is redefining what "support" looks like. 

By reinvesting this time into tailored job searching, employer engagement, and personalised coaching, AKG is ensuring that their team spends less time documenting the past and more time building their participants' futures.

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

See how Notes could support your employability advisers. Book a demo today.