Student Recruitment and Admissions Platform for SWPS University

Headquarters: Warsaw, Poland
Students: 17,500 at undergraduate, postgraduate, and doctoral levels
Campuses: 6, located in major Polish cities

Education Cloud Experience Cloud

Student Recruitment and Admissions Platform for SWPS University

The Challenge

Key challenges we addressed

Providing Online Service

Providing candidates and students with a high level of service in electronic form. Transitioning the student service system to a modern form, fully enabling tracking of learning progress, efficient and accessible.

Automation of Manual Processes

Reducing labour intensity of recruitment processes by replacing paper document circulation with electronic ones. Ensuring smooth handling and processing of over 25,000 applications per recruitment cycle.

Effective Communication

Improvement of communication processes with Dean’s Offices, academic teachers, and Scholarships service to ensure seamless information flow across departments.

The Solution

Comprehensive Salesforce Recruitment Portal

A recruitment platform built on Salesforce, serving as a comprehensive recruitment portal with full access to all designed functionalities from both computer and mobile devices.

The platform provides a 360-degree view of each candidate’s profile including all applications, documents, processes, and communication history. It supports up to 200 automatic messages, self-service portal for candidates, SIS integration, and electronic signature for digital contracts.

360-Degree Candidate View

Full view of the candidate’s profile including all applications, documents, processes, and communication history for comprehensive admissions management.

Automated Communication

The Salesforce system offers up to 200 automatic messages for communication with candidates, along with email management for handling general university email inquiries.

Self-Service Portal

The recruitment portal manages cases and inquiries submitted by candidates to ensure a positive candidate experience with clear status overview of recruitment campaigns.

Customisable Recruitment Processes

Flexibility of recruitment procedures, documents, and certifications required from students at various stages, with SIS integration connecting academic, administrative, and financial information.

Electronic Signature Integration

Implementation of a digital method for concluding contracts between students and the university, enabling the first fully digital recruitment process.

360-Degree Candidate View

Full view of the candidate’s profile including all applications, documents, processes, and communication history for comprehensive admissions management.

Automated Communication

The Salesforce system offers up to 200 automatic messages for communication with candidates, along with email management for handling general university email inquiries.

Self-Service Portal

The recruitment portal manages cases and inquiries submitted by candidates to ensure a positive candidate experience with clear status overview of recruitment campaigns.

Customisable Recruitment Processes

Flexibility of recruitment procedures, documents, and certifications required from students at various stages, with SIS integration connecting academic, administrative, and financial information.

Electronic Signature Integration

Implementation of a digital method for concluding contracts between students and the university, enabling the first fully digital recruitment process.

Is this for you?

Your institution may benefit from this solution

High Application Volume

You process a high volume of applications and need to streamline the recruitment and admissions workflow.

Paper-Based Processes

You still rely on paper document circulation and want to transition to a fully digital recruitment process.

Candidate Experience

You want to improve the candidate experience with self-service capabilities and transparent application tracking.

Cross-Department Communication

You need better communication between departments involved in the recruitment and admissions process.

20% Increase in Recruited Candidates

Providing candidates with a better experience and more self-service resulted in a 20% increase in recruited candidates, along with improved knowledge verification and examination process management.

Better Communication

Candidates can set up interview dates both in person and online. Enhanced communication between the institution and prospective students, as well as between organisational units involved in the process.

Increased Work Efficiency

Reduction of manual processes and paper documents. Time from application to final admission decision reduced. First fully digital recruitment process implemented with digital contracts.

Data-Driven Decision-Making

Significant volume of diverse data collected allows for improved decision-making at all levels — from individual cases through courses and directions to the university level.

Stronger University Brand

Enhanced reputation of the university as a cutting-edge learning institution in the marketplace through modern digital capabilities.