About the Client

GeoAccess is a leading inspection supplier operating on behalf of Network Rail, specialising in safety-critical inspection activities across rail infrastructure. With a workforce of approximately 1000 people, including a large contingent workforce, GeoAccess manages a complex compliance landscape involving 30,000 individual training and compliance data points.

Their operations are built on ensuring the highest safety and compliance standards, with a focus on maintaining audit-ready evidence for Network Rail while scaling efficiently to meet peak demand periods.

The Challenge

GeoAccess already had robust compliance workflows in place, but relied on spreadsheets, SharePoint and manual coordination. Managing 30,000 data points, including tracking certifications, verifying credentials and monitoring expiry dates was time-consuming and inefficient. This administrative burden pulled the team away from higher-value activities like
risk management and operational planning.

The manual processes in place created risks such as lapsed certifications in a safety-critical environment, audit exposure due to fragmented evidence and operational drag during peak demand. Scaling these processes without adding headcount or cost was a critical priority.

The Solution

GeoAccess partnered with Visibly to streamline and modernise their training and compliance management processes without disrupting their existing workflows.

Visibly’s Training and Compliance Management Platform was leveraged by HSEQ leadership, site teams and frontline workers, acting as the backbone for these improvements. Centralising all training and compliance data into a single source of truth dramatically reduced complexity and manual effort.

With automated tracking of certifications, expiry dates and compliance gaps, team members benefited from clear and immediate insights. Collecting and providing evidence for audits and assurance checks became significantly more efficient.

Perhaps most importantly, the user-friendly tools drove much higher frontline engagement, making it easier for workers to take ownership of their compliance requirements.

The Results

The operational impact of deploying Visibly was immediate and measurable. GeoAccess achieved a 55–60% reduction in the administrative effort required to manage training and compliance. This allowed the HSEQ team to redirect their focus to more strategic responsibilities such as risk management and operational support, instead of being bogged down by manual updates.

The organisation reached a state of being 99% audit-ready at all times, with real-time visibility into compliance data and clearly-defined mitigation plans for any identified gaps. Accessing evidence for audits became significantly faster, cutting response times from days to minutes.

On a business level, frontline engagement with training and compliance processes soared by 70%. Team members took greater ownership of their certifications, which reduced the amount of follow-up required by managers.

Crucially, the company was able to scale confidently during peak operational periods without needing to increase administrative headcount, leading to improved cost efficiency as manual effort and duplicated work were minimised.

Ahead of a planned surge in inspection activity, the HSEQ team was able to quickly confirm workforce readiness across multiple roles using Visibly’s centralised system. What once took days of spreadsheet checks and coordination was reduced to a simple, single-view process: training gaps were identified, mitigation actions triggered and certification statuses verified

Why It Matters

By reducing administrative overhead and improving visibility, GeoAccess has embedded compliance, efficiency and continuous improvement into their daily operations. This not only ensures the safety of their workforce but also strengthens their ability to meet Network.

Rail’s high standards for audit readiness and operational excellence.