Proj3ctS enables Ambits to scale with a future-proof, low-code solution that halves administrative costs and enhances user experience.
Ambits, a fast-growing Belgian startup specializing in leadership mentoring, faced a significant challenge: a manual, inefficient back-office process that hindered scalability and transparency. To support their growth ambitions, Ambits turned to Proj3ctS for a tailored digital transformation.
The Challenge
Ambits connects executives and management teams with experienced mentors through structured six-month programs. With a growing client base—including major players like Belfius and Umicore, as well as SMEs and startups—the administrative burden of managing mentor-mentee journeys became unsustainable. Initially handled via Excel by a single student worker, the process was inaccessible, error-prone, and lacked scalability. A later switch to off-the-shelf mentoring software proved too rigid, unintuitive, and disconnected from Ambits’ existing tools.
The Solution
Proj3ctS stepped in to lead the transformation. Leveraging its expertise in digital strategy, architecture, and project management, Proj3ctS designed a scalable solution built on the Microsoft Power Platform. The new application was developed using low-code technology, ensuring rapid deployment and seamless integration with existing tools like Jotform and Outlook.
Proj3ctS coordinated the entire project lifecycle—from high-level architecture to stakeholder alignment—ensuring that the final product met Ambits’ unique operational needs.
Key Features & Results
- Automated Communication: All forms and emails are now automatically routed to the right stakeholders, eliminating manual follow-ups.
- Centralized Data Access: Key users have real-time access to relevant data based on their roles, improving transparency and collaboration.
- Integrated Time Tracking: Mentors can now log their hours directly in the platform, offering valuable insights into program efficiency.
- User-Friendly Interface: Designed with simplicity in mind, the platform ensures a frictionless experience for both internal teams and external mentors.
- Cost Efficiency: Administrative costs have been reduced by 50%, freeing up resources for strategic growth.
A Scalable Foundation for Growth
The application went live in May 2023, just six months after project kickoff. Since then, over 50 mentoring projects have been successfully migrated to the new platform. The solution is fully scalable, allowing Ambits to onboard new users without significant increases in licensing costs.
“Proj3ctS quickly understood our complex workflows and translated them into a powerful, intuitive tool. The result is a back-office that supports our operations instead of slowing them down,” says Gerrit Sarens, CEO of Ambits. “We now have a clear, real-time view of our mentoring programs, which is essential for our continued growth.”
Looking Ahead
Ambits is now operating with a robust digital backbone that supports its mission: delivering impactful mentoring experiences. With all essential features in place, the organization is ready to explore future enhancements and “nice-to-haves” that will further elevate the user experience.
“Together with Proj3ctS, we’ve built a solution that aligns with the four pillars of successful digital change: people, process, technology, and data,” says Dries Vandevyvere of Proj3ctS. “Delivered on time and within budget, this project empowers Ambits to focus on what truly matters—growth and meaningful mentorship.”
