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Less paperwork, more time for the children

Partner: Lebenshilfe München e.V.

One tool for the whole workflow: school assistants sign their hours on a phone, and coordinators export the official funding-body proof in a click — no more paper timesheets sent by WhatsApp and re-keyed into spreadsheets.

Challenge

School assistants are with each child every school day — and every hour must be recorded and signed, because that is what the funding body pays against. Coordinators keep this running across many children, assistants, and schools, where every sick day, substitution, or holiday must reach the right timesheet and monthly total.

Until now, assistants sent photos of paper timesheets via WhatsApp, the office copied every hour by hand into spreadsheets, and each month someone rebuilt every child's proof of service in the exact format the funding body requires — slow, and easy to get wrong.

Process

1
Problem
Over 150 school companions still log their hours on paper, in Excel and via WhatsApp. It's time-consuming, error-prone and frustrating.
2
Solution
Together with Lebenshilfe Munich, we build a central, GDPR-compliant platform that captures hours digitally, signs them securely and exports them ready for billing.
3
Pilot & Testing
The first version is now running with the initial school companions in a real-world test. We refine the solution step by step based on their feedback.
4
Rollout & Scale
Next, we automate further processes and bring the solution to Lebenshilfe organizations across Germany – freeing up more time for the children.

The School-Companion Platform

Assistants record hours on their phone and sign with a finger. Sick days, substitutions and holidays update the plan automatically. Coordinators see everything in one view and export the funding-body report in a few clicks.