Client case: From Paper Forms to Full Visibility: Alexela’s Onboarding Journey with Coursy

Alexela is one of Estonia’s largest energy and service station companies, offering electricity, natural gas, car fuels and electric car charging. Its network of service stations and shops across the country means new employees start work in many different locations.

1. The situation before Coursy

What did managing employee training look like before Coursy, and what were you trying to achieve?

Before implementing Coursy, employee training at Alexela was less structured and consistent than we wanted it to be. We did not have a unified training system or standardized learning materials, which meant that the training experience could vary depending on the location and the person responsible for onboarding.

One of our main priorities was to ensure that every employee received the same essential knowledge and training, regardless of where they worked. This was particularly important for mandatory topics such as food safety and occupational health and safety, where we also needed a reliable way to document training completion.

We also wanted to make onboarding more efficient and transparent. Our goal was to give new employees access to relevant training materials from their very first day, while allowing managers and HR to monitor their learning progress.

Ultimately, we wanted to create a consistent and reliable onboarding experience across Alexela, reducing the risk of employees missing important information and ensuring that everyone had the knowledge needed to perform their work safely and confidently.

2. What have you tried before Coursy

What were you using before Coursy, and where did the previous approach fall short?

Before Coursy, we did not use an e-learning platform. Employee onboarding and training were mainly based on reading large amounts of printed Word documents, guidelines, and instructions.

One of the challenges was keeping these materials up to date. For example, if a particular location had not hired a new employee for some time, the printed training materials might not have been updated to reflect the latest procedures and requirements.

After reviewing the documents, employees signed a paper form confirming that they had familiarized themselves with the instructions and were ready to work independently. However, this approach did not provide sufficient visibility into the actual learning process or whether employees had fully understood the information.

As Alexela operates across Estonia, it was not practical for our HR team to regularly visit every location to monitor onboarding and training in person.

We needed a centralized solution that would help us keep training materials up to date, monitor learning progress, and ensure a consistent training experience across all our locations.

3. Why Coursy

What influenced your decision to choose Coursy, and how has the platform met your needs?

One of the key reasons we chose Coursy was the availability of local customer support in Estonia. Knowing that we could easily reach a support team whenever we needed assistance gave us confidence in our decision.

Coursy also offered us the opportunity to make employee training more transparent and easier to manage. Store managers and regional managers gained the ability to monitor employees’ learning progress, while the person responsible for training could oversee the entire learning journey of each new employee.

Over the four years we have been using Coursy, the platform has developed significantly. We have seen many improvements and new features, including the first steps towards integrating artificial intelligence.

Of course, not everything was as advanced when we first started. One of the main challenges was reporting and statistics. Obtaining a clear overview of training completion rates and other training-related data often required considerable manual work.

However, particularly over the past year, Coursy has made significant progress in this area. Training statistics and completion rates are now much easier to access and monitor.

We appreciate that Coursy continues to develop its platform and improve the user experience, making training management increasingly efficient for our organization.

4. Results and experience

What has changed most in your organization since you started using Coursy?

Since implementing Coursy, employee training at Alexela has become significantly more structured, consistent, and efficient. We can now be confident that employees have access to up-to-date learning materials and complete the training assigned to them.

One of the greatest benefits is the flexibility to assign new courses whenever needed or ask employees to revisit previously completed training to refresh their knowledge.

At Alexela, we believe that effective onboarding requires more than simply completing online courses. That is why we have developed a training approach that combines digital learning, knowledge assessment, and practical, hands-on experience.

Employees first study the relevant materials in Coursy and then complete an interactive quiz or test to check their understanding. Afterwards, the store manager reviews the key points with the employee, answers questions, and, where necessary, demonstrates the procedures in a real working environment.

For example, at our service stations, employees walk around the forecourt with their manager to identify which types of fuel are available at different pumps, locate fire extinguishers, and become familiar with important safety procedures.

This approach allows us to combine the flexibility of e-learning with the value of personal guidance and practical experience. It also helps us provide a consistent onboarding programme across all our locations, ensuring that every employee receives the same essential knowledge and practical preparation.

Another significant benefit has been the measurable improvement in efficiency. Thanks to Coursy’s automation and streamlined training management processes, we have achieved a resource saving equivalent to 0.5 full-time equivalent (FTE).

This means we can manage employee training and monitor learning progress with fewer administrative resources, while maintaining a consistent and high-quality onboarding experience across the organization.

For us, Coursy has not only improved the way we deliver training but also helped us use our time and resources more effectively.

5. Evaluation

How would you describe Coursy’s value in one sentence?

Coursy gives us the confidence that every employee receives consistent, up-to-date training, while making the entire learning process easier to manage, monitor, and continuously improve.

Would you recommend Coursy to other organizations, and why?

Absolutely! I would recommend Coursy to any organization that wants to make employee training more structured, efficient, and consistent.

For us, Coursy has become much more than just an e-learning platform. It is an essential part of our employee onboarding and development process, helping us ensure that everyone receives the same important knowledge, regardless of their location.

What I particularly value is that Coursy continues to evolve and improve. Over the past four years, we have seen significant developments in the platform, making our daily work easier and more efficient.

Coursy has helped us save valuable time and resources while giving both managers and HR a much better overview of employee learning and development.

Most importantly, it supports our goal at Alexela: to provide every new employee with a structured, supportive, and consistent start, combining digital learning with practical experience and personal guidance.