InSync Training, a global leader in virtual and hybrid learning solutions, has set the benchmark for engaging, high-quality online training experiences for over 25 years. The company’s experienced team of facilitators, producers, instructional designers, and project managers provides:
- 24/7 support for a broad spectrum of clients
- Managing complex simultaneous projects across diverse industries and time zones
However, as the demand for virtual learning intensified, so did the logistical challenges of coordinating a global workforce, especially one that operated across multiple time zones and required skills for platform-based training on tools like Zoom, MS Teams, and Webex.
Faced with these increasing demands, InSync sought an employee scheduling and communications solution that could support their unique needs, from coordinating time-sensitive training sessions to aligning contractor expertise with specific client requirements.
As Erika Melmed, InSync’s COO, described,
“Managing a distributed team of contractors, often working across different time zones, languages, and platforms, posed significant logistical challenges. We needed a tool that could streamline scheduling and match contractors to client needs based on skill sets.”
In 2009, InSync Training adopted Celayix to provide the scheduling precision and workforce flexibility essential to its operations. Celayix’s powerful scheduling capabilities—combined with features like contractor self-service, skill-based assignments, and calendar integration—transformed InSync’s workforce management. Erika noted, “The ability for contractors to manage their own availability and accept or decline shifts has improved theirvi work-life balance and engagement.”
For InSync, Celayix has become a critical partner in delivering seamless virtual learning, helping the company maintain its competitive edge in an ever-evolving digital landscape.
This case study explores how Celayix’s tailored solutions have helped InSync Training streamline operations, enhanced service delivery, and foster an environment where skilled contractors can thrive. This ensures that InSync meets their client’s needs with precision and excellence.
What Challenges Did InSync Training Face Before Adopting Celayix?
Before integrating Celayix, InSync Training grappled with significant logistical hurdles in managing a global team of contractors. One of the core challenges was finding contractors who could commit to an entire series of training dates, often stretching across multiple days or weeks. This required a consistent presence of qualified producers, facilitators, and project managers for each client engagement. As COO Erika Melmed noted, “It was always a challenge to find a single producer who could support multiple sessions across several days or weeks,” meeting this need required time-consuming manual processes.
The lack of automation in shift tracking and availability management added another layer of complexity. Dependence on manual scheduling led to frequent communication delays, which impacted efficiency and left room for scheduling errors. Despite InSync’s expertise in virtual learning, they needed a robust tool to ensure their operations were as seamless as the training experiences they delivered.
The Beginnings of a Shared Journey
Reflecting on InSync’s initial meeting with Celayix, it was clear that InSync’s leadership recognized the potential for a lasting partnership. “Fourteen years ago, when we first sat down with InSync Training, Vickie, their operations manager at that time, was a visionary, with a clear understanding of what her team needed to effectively manage contractors for top clients like Cisco,” recalls the Celayix team. “We introduced her to Celayix’s capabilities, and her excitement at the possibilities was immediate. Even then, Erika Melmed—now COO—saw Celayix as the solution that could scale with InSync’s growth.”
This shared vision, rooted in both organizations’ commitment to efficiency and quality, set Celayix apart from other scheduling software options.
How Celayix Helped Resolve InSync’s Challenges and Fuel Ongoing Growth
For InSync Training, adopting Celayix was a step toward streamlining scheduling and empowering their workforce in a way few solutions could match. Celayix’s multishift tool emerged as a game-changer, allowing InSync to identify available contractors for multiple dates and prioritize them by seniority. Erika Melmed notes, “This tool lets us assign contractors based on specific skills and characteristics,” such as expertise in platforms like Zoom or MS Teams, language fluency, and roles like Producer or Project Manager. With these capabilities, InSync can build client-specific teams, ensuring each project has the ideal mix of skills—a crucial factor for their high-profile clients.
InSync’s choice of Celayix wasn’t simply about addressing immediate challenges; it was a vision-forward decision that has enabled them to continually leverage technology for long-term efficiency. Celayix’s ability to adapt to InSync’s evolving needs, particularly as they manage a global team of contractors, has been essential. As Erika recalls, “Celayix has saved us so much time. The integration with Outlook Calendar, along with features like skill-based contractor assignments, has enabled us to manage shifts smoothly and accurately.”
A Vision Beyond the Standard
From the beginning, InSync sought more than just a scheduling tool—they wanted a platform that would evolve alongside their organization. As they redefined virtual learning and launched their innovative InQuire Engagement Framework™, Celayix supported this progress, enhancing workflows for InSync’s expanding team of 50+ contractors. This adaptability has been a testament to how much InSync’s mission aligns with Celayix’s own dedication to continuous improvement.
A New Era in Virtual Training
As InSync grew and adapted to the changing landscape of virtual education, their workforce scheduling and communication needs became more complex. Celayix has been a constant partner in meeting these evolving needs, with COO Erika Melmed emphasizing the importance of seamless tools like iCalendar and QuickBooks integrations. Each new phase of InSync’s journey has demonstrated its commitment to high standards, a dedication that CEO Karen Vieth and her team embody daily.
A Collaborative Approach to Change
The partnership between InSync Training and Celayix is a story of mutual growth. As InSync continues to lead in virtual education, Celayix is proud to have been part of their journey, supporting them with flexible, adaptive solutions designed to grow as they do. As Erika Melmed once shared, “Celayix’s adaptability to InSync’s evolving needs—from handling increased contractor numbers to enhancing communication pathways—has allowed us to not just keep pace but to thrive.” This dedication to forward-looking, collaborative solutions has made Celayix not just a tool but a vital component of InSync’s long-term success.
Supporting Workforce Empowerment and Growth with Celayix
Maintaining a workforce that thrives on flexibility and work-life balance is paramount for InSync Training. Their contractors, spanning time zones and client needs, have found Celayix’s mobile app invaluable. “Our producers appreciate the flexibility it offers,” says Erika Melmed, COO of InSync. The mobile access allows contractors to check their schedules from anywhere, accept or decline shifts, and stay connected with ease. This feature has enhanced workforce satisfaction, streamlined communication, and reduced scheduling errors—a crucial factor for an organization committed to efficient and responsive service delivery.
InSync’s growth has always been built on its people-first approach. With Celayix as its scheduling solution, they’ve been able to foster an environment that attracts and retains top talent. The platform’s tools, from multishift scheduling to contractor skill matching, enable InSync to align each team member’s expertise with client needs, resulting in smoother operations and higher-quality service. As Erika highlights,
“Celayix has transformed our scheduling process. It saves us valuable time, reduces errors, and ensures we have consistent coverage across multiple sessions.”
This transformative partnership is a testament to how closely aligned values and shared goals can create lasting impact. The journey doesn’t end here; Celayix’s team is committed to further strengthening this collaboration, supporting InSync’s vision and mission as they continue setting virtual learning benchmarks.
Growing Stronger Together
The partnership between InSync Training and Celayix embodies a shared vision and a commitment to growth. Gurmit Dhaliwal, a strong advocate for advancing technology in workforce management, captures this journey:
“With over 1,000 virtual events delivered, InSync Training’s growth reflects a consistent commitment to quality and adaptability. As Erika, Karen, and their team refined scheduling and communication practices, they looked to us for solutions that streamlined operations without sacrificing the personal touch they value. We’ve grown stronger together by aligning our services with their vision, adapting as they grew from early adopters to leaders in an ever-changing training landscape.”
Gurmit Dhaliwal, CEO of Celayix
Kieran Dhaliwal, Customer Success Manager at Celayix, also highlights the importance of this collaboration:
“InSync Training’s journey as a woman-owned and WBENC-certified company under visionary leaders like Jennifer and now CEO Karen Vieth is a powerful example of progress and purpose. Today, as they lead the charge in virtual learning, our shared vision for a seamless, people-first approach to workforce management remains at the core of our partnership. Together, we continue building on a foundation of mutual respect, adaptability, and a shared dedication to industry innovation.”
Kieran Dhaliwal, Customer Success Manager at Celayix
Kieran’s perspective emphasizes that this partnership is more than just operational; it’s a collaborative effort toward industry advancement. Celayix has been more than just a scheduling tool—it has been a cornerstone of InSync’s operational resilience and growth. This dedication to shared success underscores Celayix’s ongoing commitment to supporting InSync’s journey as it sets industry benchmarks in virtual and hybrid learning.
