Case Study

Recruitment and Admission Platform for SWPS University

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


Providing Online Service

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

Automation of Manual Processes

Reducing the level of labor intensity of recruitment processes by replacing the circulation of paper documents with electronic ones. Streamlining the process of obtaining data on candidates for studies and students. Ensuring smooth handling and processing of applications from candidates for studies (in one recruitment, the university records over 25,000 applications).

Effective Communication

Improvement of communication processes with Dean’s Offices, academic teachers and Scholarships service.


A recruitment platform built on Salesforce, which serves as a comprehensive recruitment portal, offering full access to its designed functionalities from both computer and mobile devices.



Full (360-degree) view of the candidate’s profile, including: all applications, documents, processes and communication history.


A solution to handle issues candidates send to general university emails in order to ensure a seamless flow of information.


A clear and expressive form of presenting the current status of recruitment campaigns.


The Salesforce system offers the possibility to establish up to 200 automatic messages for communication with candidates.


The recruitment portal manages cases and inquiries submitted by candidates to ensure a positive candidate experience.


The flexibility of the recruitment procedures, documents, and certifications required from students at various stages of the recruitment process.

Student Information System (SIS)

Connecting academic, administrative, and financial information across various university departments to improve effectiveness and accuracy.

Electronic Signature

The implementation of a digital method for concluding a contract between students and the university.

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Candidate Experience

20% increase in the number of recruited candidates. Providing candidates with a better experience and more self-service in the new system. Better level of knowledge verification and candidate examination process management.


The ability for candidates to set up dates for interviews, both in person and online. Enhancing communication between the institution and the prospective student, as well as between the various organizational units involved in the recruitment and admissions process.

Work Efficiency

The reduction of manual processes and the need for paper documents. The time from the candidate’s application to the final admission decision is reduced. Thanks to the introduction of the possibility of concluding a digital contract, the first fully digital recruitment process was implemented.


The collection of a significant volume of diverse data allowed for the improvement of decision-making processes at all levels (from a single case through courses, directions, and locations, up to the university level).

Strong Brand

Enhancing the reputation of the university as a cutting-edge learning institution in the marketplace.

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