How to Connect Yoco with Loom for South African Education & Training Businesses
South African Tool
Yoco
The leading card machine and point-of-sale solution for South African small businesses.
R500 for every business that transacts over R1,000
Global Tool
Loom
Async video messaging tool for recording and sharing screen recordings, walkthroughs, and team updates.
Why this matters in South Africa
South African education and training providers manage student enrolments, payment plans, SETA accreditation records, and learner progress across tools built for other industries. SETA reporting alone consumes 20+ hours per quarter for accredited training providers.
Compliance note: Private higher education institutions must be registered with DHET. Training providers offering NQF-aligned programmes must be accredited with the relevant SETA. Skills programmes must comply with the Skills Development Act and SAQA framework.
South African training providers often struggle to reconcile Yoco payment confirmations with the rigorous evidence requirements mandated by SETA for learner portfolios of evidence (PoE). While Yoco processes ZAR transactions for course fees, the manual extraction of these receipts for SETA audits creates a significant administrative bottleneck. By using Loom to record secure, screen-shared walkthroughs of payment verification against learner profiles, you create a verifiable audit trail that links financial records to specific NQF-aligned programme progress. This workflow replaces static, easily lost screenshots with narrated, time-stamped video evidence that confirms payment status and enrolment dates. Because this process involves sensitive personal information, you must ensure all Loom recordings are restricted to private, password-protected links to maintain POPIA compliance. This method reduces the time spent manually compiling financial evidence for quarterly SETA reporting by providing a clear, visual verification process that auditors can easily review.
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How to add Yoco to Loom
- 1
1. Export your monthly Yoco transaction report as a CSV file to identify specific student payments that require verification for your SETA-accredited learner records. Ensure that all personally identifiable information (PII) is handled in accordance with your organisation’s POPIA-compliant data processing policy.
- 2
Open your student management system or learner database to the specific student profile that requires a payment status update for their PoE. Keep this window ready to display the relevant NQF-aligned programme enrolment details without exposing unnecessary sensitive data.
- 3
Launch the Loom desktop application and select the "Screen + Camera" recording mode to capture your verification process. Ensure your microphone is active so you can verbally confirm the student’s name, ID number, and the specific ZAR amount received against the Yoco transaction ID.
- 4
Navigate to your Yoco Business Portal in a separate browser tab and locate the specific transaction reference number. Highlight the transaction on screen while narrating the date and amount to provide a clear, visual link between the payment and the learner’s account.
- 5
Switch back to your student management system to demonstrate the manual entry or status update of the payment record. This visual confirmation serves as a secondary audit log, proving that the financial data has been correctly mapped to the learner’s progress record.
- 6
Stop the recording and immediately set the Loom video privacy settings to "Private," ensuring that only authorised internal staff or specific auditors have access via a secure, password-protected link. Never share these links on public platforms or unencrypted communication channels to avoid potential POPIA data breaches.
- 7
Copy the secure Loom link and paste it into the "Evidence" or "Notes" field within your internal student management database. This creates a permanent, searchable reference point that links the Yoco financial transaction to the learner’s specific training milestone.
- 8
Compile these links into a master spreadsheet when preparing for your quarterly SETA audit or SARS compliance review. This allows your compliance officer to verify financial evidence by clicking through the recorded walkthroughs rather than manually cross-referencing thousands of individual receipts.
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Are you still doing admin manually?
Calculate what it's costing your business in rands
Frequently asked questions
Is Yoco compatible with Loom?
Yes. Yoco and Loom can be connected via their APIs or through automation tools like Zapier. This guide covers the exact process for South African education & training businesses.
How long does the setup take?
Most businesses complete the initial setup in 1–3 hours. If you already have active accounts on both platforms, you can have a basic automation running in under an hour.
Do I need a developer?
Not for basic Zapier-based integrations. Custom API integrations will need development support. Melamu Tech Ventures builds these — get in touch if you need a tailored solution.