Functionality

Consistent & multi-lingual user interface.

Common functions

Each phase provides steps that have to be completed. These steps can include interviews with participants, employers or host locations, the collection of documents, training of participants, and certification of staff or volunteers.

In FLEXChange all these steps follow the same procedures and FLEXChange offers the same interface everywhere.

  • All menu options and input fields have HELP text to explain the functionality or requirement.
  • Every procedure is visualized so the status can be seen at a glance.
  • Uploading, evaluation and approval of all documents and pictures take place in the same way at every stage.
  • Information on the screen can easily be sorted in different ways by clicking on the column header of listings.
  • Detailed information is immediately provided by clicking on an entry.
  • Every Phase has its own, customizable, Alerts that initiate e-mails or text messages to inform people of upcoming activities and (missed) deadlines.
  • Each staff member logging on sees Alerts that apply to participants, employers, host families or schools that fall under his or her responsibility.
  • Secure access ensures that no staff has access to information that they do not need for their tasks..
  • Clickable Graphs enable managers to quickly oversee current and future exchanges and give access to historical information.

This structured approach makes it easy for your staff to become familiar with FLEXChange while providing up-to-date information on the status per country, region, participant, host family or staff member.

Functionality per phase

If you are familiar with International Exchanges or Deployments, then you will recognise many of the items that you find in FLEXChange.

Each participant, employer, host family, staff member or volunteer has a visual representation of the steps that apply to them with colours indicating the status of each step. Statuses include: Requested, Received, Evaluated, Accepted, Refused, Current, and Completed.

1. Application

Evaluation of candidates and partners to see if they fit your program.

  • Automated Application Forms
  • Picture uploading of participants, hosts, and accommodations
  • Uploading of documents
  • Interview assignment and status
  • Supervisor acceptance

2. Acceptance

Once accepted, the information to enable the matching is collected.

  • Registration of preferences such as locations and the type of environment.
  • Dietary and religious requirements.

3. Matching

Finding the right employer, host family or school and guiding of introductions.

  • Matching of participants with potential employers or host families.
  • Confidential information exchange between potential matches.
  • Personal introductions after matches are confirmed

4. Planning

Collecting the documents for visa, health acceptance, school admission and planning the dates and exchange in detail.

  • Request for required documents.
  • Status of all steps required to start the exchange.
  • Date planning and confirmation of all parties.
  • Electronic exchange of documents wherever possible.

5. Outbound

Confirmation of the exchange and booking of travel arrangements.

  • Arranging insurances such as health and liability insurance.
  • Booking of flights.
  • Electronic exchange of documents wherever possible.
  • Check Inbound status.
  • Check flight status both before departure and during the journey.

6. Inbound

Welcoming the participant(s) and providing all practical information for their stay.

  • Confirmation of agreed accommodation
  • Arrival procedures such as pickup from the airport.
  • Preparation of practical informations fr participants.
  • Introduction of a local confidant person for the participant.
  • Introduction to agreed locations, activities and contacts.

7. Reporting

Reporting on the exchange’s progress and highlighting events and situations that require attention.

  • Regular reporting by participant, employer, hosting family and confidant.
  • Visit(s) by confidant to ensure accommodation and progress.

8. Evaluation

Confirmation from all involved parties on how they experienced the exchange and discharge of the organisation.

  • Evaluation by participant, employer, hosting family, and confidant.
  • Confirmation of the end of the exchange and discharge of the organisations

Do you want to manage your International Exchanges more efficiently?

Contact Lily or Paul at support@flexchange.world if you want to discuss how FLEXChange can help your organisation by streamlining international exchanges and deployments.

We look forward to discussing your requirements and ensuring that you can manage your exchanges with a Hub and a Phone Portal that meet the requirements of your organisation.