WineWise: Structured Administration for Advanced Wine Education

WineWise: bringing order to the chaos of wine education

Advanced wine education can easily descend into chaos without structured course registrations. WineWise, based in Antwerp and founded by entrepreneurs Sybille Troubleyn and Piet van den Nieuwenhuyse, is a leading institution in wine education. As one of the few institutes authorized to offer the prestigious WSET Level 4 qualification—an internationally recognized standard based in London—they set the benchmark for excellence. In addition to wine courses, they also provide training in spirits, sake, and, more recently, beer.

Background

WineWise faced a challenge in managing their administrative data. Errors in data exchange and a lack of structure in both their administration and website led to frequent frustrations. Additionally, the website’s information architecture was unclear, often resulting in inquiries and phone calls from prospective students. While their website was linked to Coachview, the system’s output was limited and not flexible enough. Certain processes, such as retakes and standalone courses, were entirely handled outside of Coachview. Recognizing the need for an overhaul, WineWise sought our expertise. With our extensive experience integrating Coachview with WordPress, we had already helped numerous organizations in the Netherlands—this time, we brought our expertise across borders.

Project objective

How can WineWise achieve a more efficient and user-friendly solution for their administrative processes and course registrations while maintaining their professional image and reinforcing their unique position as the only Benelux provider of WSET® certification?

Our solution

To support WineWise, we followed a structured approach with the following steps:

1. Identifying challenges: Collaborating closely with the WineWise team, we mapped out key pain points in administration and user experience.
2. Planning and design: We developed a new sitemap and wireframes, forming the foundation for a redesigned website with improved functionality and structure.
3. Development and implementation: Our team implemented integrations, automations, and visual improvements tailored to WineWise’s needs and its clientele.
4. Testing and optimization: After implementation, we conducted extensive testing to ensure seamless performance, including full integration with Coachview.

Technology & services

We provided the following technical solutions and services:

• Coachview integration: A complete synchronization between Coachview and the WordPress website with both automatic and manual sync options. We worked closely with Coachview’s Belgian division to ensure a flawless connection.
• New website design: A fully redesigned website with a modern, structured appearance. The design combines intuitive navigation with enhanced functionality for both desktop and mobile users. Wireframes and a well-planned sitemap ensured a logical structure and an optimal user experience. The WSET training methodology was integrated seamlessly while preserving WineWise’s unique visual identity.
• User-friendly registration process: A streamlined and mobile-optimized registration process with clear steps and real-time feedback to improve conversion rates.
• Highlighting successful students: A dedicated space to showcase successful students, offering recognition and serving as inspiration for future participants.
• Automation and optimization: Automatic processing of registrations and payments via iDeal, eliminating redundant functions such as the waitlist.
• Enhanced information accessibility: The addition of an FAQ section and search functionality for better user support.
• User training: A comprehensive training program to enable the WineWise team to manage the new systems independently and efficiently.

The outcome

The results of our collaboration with WineWise speak for themselves. The improved structure and user-friendly design have not only enhanced administrative efficiency but also contributed to a noticeable increase in conversion rates and course registrations.

The administrative chaos has been transformed into a streamlined, organized system. Visitors can easily navigate the site to find relevant information and register for courses, while the WineWise team spends significantly less time on manual administrative tasks. This allows them to focus fully on delivering high-quality education.

Additionally, the new website strengthens WineWise’s position as the exclusive Benelux provider of WSET® certification, further reinforcing their expertise and reputation in the industry.