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Ez AcademyAI Training · HRD Corp Claimable
In-House Training Proposal

AI-Powered WhatsApp & Workflow Integration for Managers

A 2-day programme that turns HH Group's department WhatsApp groups into AI assistants, then connects them into approvals, SQL Account and one daily management report.

2 Days14 training hours
6 Departmentsbuilt on your own workflows
HRD Corpclaimable course
Prepared forDato' Bryan Chan · Hiap Huat Group
TrainerAnson Yee · HRD Corp TTT Trainer
Date10 November 2026
01 · Background

Where HH Group is today

Every department already reports its work in WhatsApp groups and email. The information is there, but someone has to read it and retype it into Google Sheets, and management has to chase several groups to see the full picture.

Operations

Hourly machine status, maintenance updates, QC results, DO and invoice updates

Retyped into Google Sheets

Sales

Quotation approvals and purchase order approvals

Retyped into Google Sheets

Finance

Account entry confirmations and supplier payment confirmations

Checked in SQL Account

Logistics

Truck arrangement, truck condition and maintenance approvals

Tracked manually

Human Resources

Daily attendance by email

Tracked manually

Compliance & Admin

Daily compliance updates

Tracked manually
The idea of this programme: staff keep using WhatsApp exactly as they do now. An AI assistant in each group reads the messages, writes them into the right sheet, follows up approvals, and sends management one daily summary. No new app for staff to learn.

Today

Supervisor posts updateWhatsApp group, every hour
↓hours later
Admin reads it laterWaits until free
↓
Retyped into Google SheetBy hand, errors possible
↓
Manager asks for statusChases in chats and meetings

After the programme

Supervisor posts updateSame WhatsApp group, nothing new to learn
↓seconds
AI assistant reads itText, photo or voice
↓
Row added to Google SheetAbnormal items flagged
↓
Manager gets daily summaryOne WhatsApp message at 6 pm
02 · Programme overview

Programme at a glance

Course titleAI-Powered WhatsApp and Workflow Integration for Managers
Training typeIn-house, face-to-face, HRD Corp Claimable Course
Duration2 days, 10:00 am – 6:00 pm (7 training hours a day, lunch 1:00 – 2:00 pm)
ParticipantsDepartment heads and executives from Operations, Finance, HR, Compliance & Admin, Sales and Logistics (about 13–15 people, maximum 25)
PrerequisitesUses WhatsApp, email and Google Sheets daily. No programming needed
BringLaptop and smartphone per participant. Projector and Wi-Fi at the venue
Training providerNew Asia Academy (HRD Corp Registered Training Provider)
TrainerAnson Yee, HRD Corp TTT-accredited trainer

How the two days fit together

Day 1 · MorningUnderstand AIHow AI works, how to use Claude, and which daily tasks to hand over
→
Day 1 · AfternoonRecord updatesA WhatsApp group assistant turns messages into sheet records
→
Day 2Approve, connect, reportApprovals, SQL Account data and one daily report for management

Learning outcomes

By the end of the programme, participants will be able to:

How we teach and assess: short talks (30%), live demonstrations on HH Group's own workflows (30%) and hands-on exercises (40%). Assessment by pre-test and post-test, a group presentation of one department workflow on Day 2, and the HRD Corp evaluation form.

How the 14 hours are spent

70%doing & seeing
30%Short talks
30%Live demonstrations
40%Hands-on exercises
03 · Schedule

Daily schedule

Both days run from 10:00 am to 6:00 pm with a one-hour lunch. Short breaks are taken in class as needed.

Two-day timeline

10am11am12pm1pm2pm3pm4pm5pm6pm
Day 1
S1AI & Claude
S2Map updates
Lunch
S3Message → record
S4Teach the assistant
Day 2
S1Approvals
S2SQL Account
Lunch
S3Management report
S4Safe use & rollout
Morning: understand & plan
Afternoon: build & test
Day 1 · WhatsApp AI

Stop retyping updates

By the end of Day 1, each department has a WhatsApp group assistant that turns everyday messages into Google Sheet records.

10:00–11:30Session 1
11:30–1:00Session 2
1:00–2:00Lunch
2:00–4:00Session 3
4:00–6:00Session 4
S1

How AI works & using Claude

10:00 – 11:30

Before building anything, everyone needs the same picture of what AI is, what it can and cannot do, and how to talk to it. We use one simple analogy, the AI house, that the whole course builds on.

What we cover
  • The AI house: the land (where the system lives), the frame (its structure), the rooms (departments) and the housekeepers (AI assistants). Claude is the head housekeeper
  • What an assistant is made of: instructions + knowledge + memory + tools
  • Smart vs basic AI models; a fixed workflow vs an assistant that thinks; subscription vs usage cost
  • Using Claude: let it learn the company first, then give instructions with the formula what, details, why, plus an example. Say “you do it for me” and grant only the access it needs

The AI house

Claudehead housekeeper
OperationsAI assistant
SalesAI assistant
FinanceAI assistant
LogisticsAI assistant
HRAI assistant
ComplianceAI assistant
Frame: how the system is structured
Land: where the system lives
InstructionsKnowledgeMemoryTools
Hands-on
Live opening demo (one sentence sends the course form to the class group), pre-test, then each participant writes and improves their first instructions in Claude.
Result
Everyone can explain how AI works in plain words and give it clear instructions.
S2

Map your daily updates

11:30 – 1:00

AI pays off only on the right tasks. Each department lists what it repeats every day and works out how much time it costs, so we automate what matters most.

What we cover
  • Connect, not build: use the WhatsApp, Google Sheets and SQL Account you already have instead of new apps
  • Green, yellow and red tasks: what AI can do alone, with checking, or should not do
  • Working out hours spent each month, and an AI assistant's cost vs a staff member's time

Green, yellow, red tasks

✓ Green: AI does it aloneRecord machine status, attendance, truck schedule
! Yellow: AI does it, a person checksQC results, DO and invoice updates
✕ Red: a person decidesApprovals, payments. AI only reminds and records
Hands-on
Each department fills in a worksheet of its daily WhatsApp and email updates, then presents its top 3 tasks to automate.
Result
A ranked list of tasks to automate for every department.
S3

From message to record

2:00 – 4:00

This is where WhatsApp messages become data. We place one AI assistant in a department group and watch it turn a normal message into a row in Google Sheets.

What we cover
  • One group, one AI employee: the assistant reads the message, fills the sheet, confirms, and asks when something is unclear
  • Sensors: what starts the automation (a new message, a set time, a change in a sheet) and how often it checks
  • Handling real formats: short forms, photos and voice messages

One group, one AI employee

Message in the groupText, photo or voice
↓
Sensor starts the assistantNew message, set time or sheet change
↓
Assistant reads & checksUnclear? It asks in the group
↓
Row added to Google SheetAnd a short confirmation
Hands-on
Live build: the hourly machine status message becomes a row in the Operations sheet. Then each department connects its own sheet and tests with its real messages.
Result
A working assistant recording one department's updates.
S4

Teach and correct the assistant

4:00 – 6:00

An assistant is like a new staff member: it starts empty and gets better when it is taught and corrected. Participants learn to do that themselves, without the trainer.

What we cover
  • Giving the assistant your SOP: a person needs 10–20 explanations, an assistant about 3
  • A new assistant asks the head housekeeper (Claude) for the tools it needs
  • AI talking to AI: turning days of explanation into one clear instruction
  • Testing, spotting mistakes and correcting them

The teaching loop

↗
1 · TeachGive the SOP
↘
4 · Save ruleRemembered next time
Assistant gets better
2 · TestReal messages
↖
3 · CorrectFix its mistakes
↙

A person needs 10–20 explanations. An assistant needs about 3.

Hands-on
Each department builds its own case: maintenance, QC, DO / invoice, truck arrangement, truck condition or compliance. Test, fix, then recap the day.
Result
A task map per department and at least one working WhatsApp-to-sheet assistant.
Day 2 · Integration

Approvals, SQL Account and one report

By the end of Day 2, approvals happen in WhatsApp with a proper record, AI can read your accounting data, and management receives one daily report covering all departments.

10:00–11:30Session 1
11:30–1:00Session 2
1:00–2:00Lunch
2:00–4:00Session 3
4:00–6:00Session 4
S1

Approval workflows

10:00 – 11:30

Quotations, purchase orders, supplier payments and maintenance all wait for someone's approval in WhatsApp. We turn that into a clear flow where nothing is lost and every decision is recorded.

What we cover
  • How an approval flow works: request, right approver, approve or reject, record who and when
  • AI records, reminds and notifies. A person always decides
  • Reminders sent to WhatsApp instead of the calendar

Approval flow

RequestQuotation, PO, payment, maintenance
↓
AI sends to the right approverReminds if no reply
↓
✓ ApproveManager decides
✕ RejectWith a reason
↓
Recorded: who, when, whySheet updated, requester notified
Hands-on
Review the records made since Day 1, then a live build of the Sales quotation approval. Groups apply the same pattern to PO, supplier payment and maintenance approval.
Result
One approval flow working end to end, and a plan for the others.
S2

Connecting SQL Account

11:30 – 1:00

HH Group's accounting lives in SQL Account. This session explains, in non-technical words, how another system is connected and what AI can read from SQL Account.

What we cover
  • What an integration is: our house is built; connecting another system means asking to take things from its cupboards. Access keys, read vs write, keeping keys safe
  • What SQL Account can provide: sales invoices, customer payments, purchase invoices, stock items, customers, journal entries
  • Drawing the data flow: where data comes from, where it goes, which record is the master

Data flow

Sales invoices
Customer payments
Purchase invoices
Stock items
Customers
→
AI assistantreads with an access key
→
Finance answers
Outstanding list
Daily report

SQL Account stays the master record. AI only reads.

Hands-on
Live demo: AI answers finance questions from SQL Account data (sample data if API keys are not ready). Finance and Admin list the accounting data they check every day.
Result
A clear map of which SQL Account data feeds which report.
S3

One report for management

2:00 – 4:00

Management today has to check chats, sheets, email and accounting separately. We bring them together into one daily summary, with answers on demand.

What we cover
  • Tracking: like a car's dashboard, the system tells you when something goes wrong
  • Instant reports: ask “what happened today?” and get the answer
  • Deciding each department's figures, limits and alerts

What goes into the daily report

OperationsMachinesQCSalesQuotationsPOsFinanceCollectedOutstandingLogisticsTripsTrucksHRAttendanceLeaveComplianceDueOverdueDailyreport

Inner ring: departments. Outer ring: the figures each one reports.

Hands-on
Live demo of a daily summary sent to WhatsApp. Each department specifies its part of the report, then we review the assembled report together.
Result
The design of HH Group's daily management report.
S4

Safe use, rollout and assessment

4:00 – 6:00

Before anything goes live, the team agrees on the rules and a 30-day plan, so the assistants are used safely and actually adopted after the course.

What we cover
  • Safe use: who may use which assistant, which data AI may read, approvals and payments always need a person, activity logs
  • Cost view: an assistant working 24 hours vs a staff member's 8
  • Saving each finished task as a reusable skill

30-day rollout plan

Week 1
Week 2
Week 3
Week 4
Pick owners
First 2 assistants
Approval flows
SQL Account data
Daily report live

Rules from day one: approvals and payments always need a person; every action is logged.

Hands-on
Groups prepare a 30-day rollout plan with an owner for each assistant and present one department workflow. Post-test and HRD Corp evaluation form.
Result
A 30-day rollout plan, an approval workflow, a list of SQL Account data to connect and the report design.
04 · About SQL Account

Connecting SQL Account: what to know

SQL Account offers an official API that lets other systems read and write accounting data. A few points decide whether HH Group can connect it after the training.

Version

The API needs SQL Account version 5.2025.1038.875 or newer. Older versions need an upgrade first (check under Help → About).

API licence

The API is a separate licence from SQL Account. SQL dealers list it at about RM1,000 per company per year (plus SST). Final price is set by your SQL dealer.

Where it runs

SQL Account must run on a computer or server that stays on and connected to the internet. Access keys are created per company database.

For the training

The training does not depend on the API. If keys are not ready, Day 2 uses sample SQL Account data to show exactly how it will work.

05 · Outcomes

What HH Group gets after 2 days

The same people, sending the same WhatsApp messages, with the retyping, chasing and checking taken over by AI assistants.

Today
After the programme
Operations
Hourly machine status, maintenance and QC sent by WhatsApp, then retyped into Google Sheets
The assistant records the same messages in the sheet and flags anything abnormal
Sales
Quotation and PO approvals in WhatsApp, approved quotations retyped into a sheet
Manager approves in WhatsApp; the sheet updates with who approved and when
Finance
Account entries and supplier payments confirmed by WhatsApp
Confirmations logged in one place; invoice and payment figures read from SQL Account
Logistics
Truck arrangement, truck condition and maintenance approvals in WhatsApp
Daily truck schedule and condition recorded automatically; approvals tracked
HR
Daily attendance by email
Attendance summary added to the daily report
Compliance & Admin
Daily compliance updates in WhatsApp
Updates recorded and overdue items reminded
Management
Follow up in chats and meetings to know the status
One daily WhatsApp summary of all departments, and answers on demand
06 · Investment

Investment and next steps

HRD Corp ClaimableHRD Corp Registered Training Provider
Training providerNew Asia Academy
Funded by your HRD Corp levy
HRD Corp Claimable

HH Group pays from its HRD Corp levy. HH Group applies for the grant; we prepare the quotation, course content and trainer profile. Training is scheduled after the grant is approved.

Day 1 · WhatsApp AIRM10,500
Day 2 · IntegrationRM10,500
Total, 2 daysRM21,000
One group, up to 25 participants

What we need before class

  • Participant list with names and departments
  • Sample Google Sheets (machine status, maintenance, quotations, truck schedule), sensitive figures removed
  • Screenshots of a few department WhatsApp groups
  • Google account type: company Workspace or personal Gmail
  • SQL Account: desktop or cloud, version number, and your SQL dealer's contact
  • Preferred training dates

The training fee covers the 2-day programme. Setting up the assistants permanently across all departments, and the live SQL Account connection, can be quoted separately after the training. The SQL Account API licence and any version upgrade are paid to your SQL dealer.