Leading Construction Apprenticeship Body

arrangeMY provides comprehensive solutions designed to support training and apprenticeship providers, apprentices, and employers. Leveraging its proprietary technology, Amber Portal, along with a dedicated in-house Apprenticeship Team, arrangeMY delivers full account management, management information, supplier negotiation, 24-hour service, crisis management, and full safeguarding provisions tailored to apprenticeship needs.

The business was initially secured through a competitive tender process in 2019, and after a subsequent tender, arrangeMY has been re-awarded the contract for the next five years, with an option to extend for an additional three years. This service supports apprentices attending one of the client’s 85+ colleges and training centres across England, Scotland, and Wales. In addition, arrangeMY manages accommodation bookings for employers utilising the client’s grant scheme, streamlining the process for both learners and employers.

Accommodation Programme

From the outset, arrangeMY’s Account Manager conducted a detailed analysis of the client’s existing accommodation programme. Feedback revealed that apprentices were dissatisfied with outdated facilities and a lack of entertainment options. arrangeMY set out to address these issues and improve the apprentice experience.

The arrangeMY Account Management Team engaged with various hotel groups, focusing on those that catered to apprentices’ needs. Hotels offering rooms with large smart TVs (to connect gaming consoles), diverse dining options, and quality leisure facilities were prioritised. Some hotels even provided added value with ‘Games Rooms’, ensuring apprentices had entertainment during their stays. Strategic location was also key, with many hotels chosen within walking distance of training centres, reducing transportation costs.

Thanks to strong supplier relationships, arrangeMY was able to revamp the accommodation programme without exceeding budget, all while implementing robust safeguarding measures.

Given the sensitive nature of apprenticeship requirements, safeguarding was a top priority. arrangeMY ensured all accommodation and transport providers underwent thorough vetting, with enforced Service Level Agreements covering duty of care, DBS checks, and safeguarding training.

Each accommodation provider in the programme held an allocated block of rooms, released one month before arrival, guaranteeing availability for learners who book in advance. Furthermore, the Account Manager worked with providers to identify key blackout dates, allowing the client to plan training schedules around peak events.

Daily non-arrival reporting was introduced, enabling the tracking of learners who didn’t check in as expected. This data is logged and reported to the client, providing transparency on non-arrivals and capturing savings from cancelled rooms no longer needed.

Costs

arrangeMY initiated a Request for Pricing (RFP) process with multiple hotel groups for each location, negotiating competitive package rates. By working directly with hotel group representatives rather than individual properties, arrangeMY leveraged its buying power to maximise discounts. As with all clients, the client benefited from arrangeMY’s Best Rate Guarantee, ensuring access to the best available rates with flexible terms. Importantly, the rates negotiated belong to the client, not arrangeMY.

Hotel rates for the client are continually reviewed to ensure cost optimisation, with adjustments made as new options become available.

Technology

From the moment the contract was awarded, arrangeMY worked with key stakeholders to customise its Amber Portal technology. Amber Portal provides complete control over user management, course bookings, and accommodation allocation, with integrated college timetables, allowing Apprenticeship Coordinators to manage learners seamlessly in one platform. The portal is fully mobile and tablet-compatible for easy access on the go.

arrangeMY also introduced an innovative payment solution, allowing travel and accommodation costs to be submitted to employers in support of the client’s grant scheme. This enables external employers to pay for apprentice accommodation and transport directly, streamlining the process while maintaining full control over access permissions.

Dedicated Apprenticeship Team

With over 30 years of combined experience, arrangeMY’s Apprenticeship Team quickly became a critical component of the client’s success. The team built strong relationships with Area Managers and Apprenticeship Officers, anticipating their needs and ensuring a deep understanding of the client’s specific requirements.

Client Testimonials:

“Absolutely first-class, fast, efficient, and extremely courteous service provided. Faultless and consistently efficient.”

“As always, Bex and Jess do a superb job looking after my Argyll trainees’ lodging requirements.”

“The ad hoc request I sent was actioned extremely quickly and was communicated clearly to all parties.”

“Whenever I have to book, Bek personifies excellent customer service. She is so efficient, and nothing is ever too much trouble.”

Solution Highlights

• Introduction of Amber Portal for user management, course booking, and accommodation allocation.
• Contracted safeguarding terms across all accommodation providers.
• Welcome packs and support documents distributed to learners upon arrival.
• Daily non-arrival reporting to ensure cost reductions.
• Fully managed room allocation programme, including pre-booking the entire year’s timetable in advance.
• Negotiated bespoke rates with inclusive amenities to enhance the learner experience.
• Tailored dining options catering to medical and dietary requirements, regularly reviewed.
• Twin and sole occupancy rooms, with restrictions to prevent prohibited room-sharing based on age, gender, or medical needs.
• Dedicated Apprenticeship Team maintaining close relationships with suppliers through frequent visits and familiarisation trips.
• Quarterly and annual review meetings with accommodation providers.
• Comprehensive reporting to track and analyse activity.
• Annual supplier reviews to renegotiate rates and ensure the best deals for learners.
• Personalised support from the Business Systems team for all online system requirements.

Successes to Date

• Significant savings achieved through non-arrival reporting.
• Reduced hotel rate costs.
• Streamlined booking process, with average completion time under an hour.
• Improved service quality from hotels, resulting in greater learner and employer satisfaction.
• Reduced workload for programme administration staff.
• Assistance in passing an OFSTED inspection with the client’s involvement.
• Fewer negative incidents and safeguarding concerns.
• Simplified payment process for both the client and employers.