How ProblemShared automated its training in a fast-growing business

ProblemShared is an online mind health platform. They are a practitioner‑led, CQC-regulated community of experts, working together with individuals and organisations such as NHS trusts and integrated care boards, universities, insurers and private medical healthcare providers.

They provide access to the highest-quality mental healthcare services and neurodevelopmental assessments for autism, attention deficit hyperactivity disorder (ADHD) and specific learning difficulties, as well as post-diagnostic care and support.

The Challenge

Since it was founded in 2018, ProblemShared was using external training providers to deliver mandatory training to its 350+ employees, but it had no way to manage its internal resources or shared learning content. Absolutely everything was hosted in SharePoint folders, and training completion was tracked via spreadsheets, meaning it was a highly manual, time-consuming process to deliver and track training activity.

The growing pressure on the NHS to provide autism and ADHD assessments and treatment meant that ProblemShared became a Right to Choose provider of these services, which drastically increased demand. This led to a big recruitment drive, requiring rapid onboarding and training to get new employees up to speed so they could help tackle the backlog of patients.

As a fully remote company comprising a lot of neurodiverse individuals, ProblemShared needed a better, more intuitive way to manage and deliver its internal training. The L&D team started to look for an LMS that would support free-flowing information, knowledge and support across the organisation.

The Solution

In early 2024, ProblemShared found 5app. The ProblemShared team were impressed with the user friendliness of 5app, as well as the fact it would help them manage all of their internal training and communications in one place – no more trawling through SharePoint!

The training available on the platform needs to be accessible to nurses, doctors, occupational therapists, midwives and, of course, mental health professionals, so the intuitive nature of 5app means it’s suitable for absolutely everyone.

ProblemShared Learning Hub homepage

ProblemShared soft launched its 5app platform, which it called the ProblemShared Learning Hub, in September 2024. Despite the fact that ProblemShared’s Compliance Officer, Ebony, wasn’t an L&D expert, she was still able to spearhead the setup and launch of the LMS, which is a testament to the ease of use of 5app.

“I had no L&D background so launching an LMS was all completely new to me, but it's been such a seamless, easy process from start to finish.”
- Ebony Mitchell, Compliance Officer, ProblemShared

The soft launch involved moving all SharePoint training onto the ProblemShared Learning Hub, as well as integrating the company’s HRIS, HiBob, to create accounts for new hires.

The ProblemShared Learning Hub is also integrated with iHasco, a 5app content partner, with ProblemShared getting access to over 80 elearning courses within the LMS. This allowed them to introduce compliance training to the wider company, replacing the old, outdated SharePoint courses with fresh, engaging iHasco content.

The iHasco content sits alongside mandatory business-wide training, such as health and safety and display screen equipment (DSE), alongside additional training to comply with CQC regulations, such as safeguarding and preventing radicalisation. The majority of training must be renewed every 12 months, which can be easily managed in 5app.

Mandatory compliance training in the ProblemShared Learning Hub

A customised dashboard has now replaced ProblemShared’s spreadsheets for course completion tracking, which allows the team to check learning completions and employee engagement at a glance.

Slides from live town halls and all-hands meetings are made available in the Hub, alongside SOPs, cheat sheets and FAQs, making the ProblemShared Learning Hub a one-stop shop for everything a new or existing employee could possibly need to do their job and complete their training.

Town hall meeting uploaded to the ProblemShared Learning Hub

ProblemShared is currently setting up nudges to remind people to complete their training, which will help boost learner engagement further.

The Results

The ProblemShared learning team has already enjoyed significant time savings since the launch of 5app. It’s much quicker and easier to find and manage training, and the integration with HiBob means that assigning training can be fully automated, as playlists and learning assets are assigned to specific roles, with that information pulling through automatically from HiBob to 5app.

With so many neurodiverse employees at ProblemShared, the ability to break content down into manageable, bite-sized assets has made a noticeable difference to learner engagement. Instead of being faced with pages and pages of documentation, ProblemShared can now build clear, intuitive playlists with videos and graphics to help everyone process the information they need to do their jobs.

Across 384 learners, 5,683 assets have been opened in less than six months, with around 50 employees logging into the platform every day. ProblemShared has also set up a nudge to remind employees to log back into the platform if they haven’t used it in a week, which helps maintain strong engagement across the entire organisation.

“Switching from our old spreadsheets and SharePoint training to 5app has been amazing. Our learners are loving the fact that everything is consolidated on one platform, and it’s saved me a ton of time too by automating so much of the learning management!”
- Ebony Mitchell, Compliance Officer, 5app