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From the PDF record to the academic system, with no manual processing
A university replaced the manual processing of enrolment, credit-transfer and scholarship records with digital workers that read the documentation, validate requirements, chase what is missing and register the record in the academic system, which has no API.
−78%
processing time per record
91%
records completed without human intervention
0
transcription errors in the academic system
ROI and economic impact
What the project returns in the first year.
Return on project cost and operating savings, estimated from the pilot and the first twelve months. Before proposing anything, the real return is calculated on your process.
7.2x
ROI in the first year
On the project cost, counting registrar overtime and avoided complaints.
€140,000
saved per year
Enrolment peaks without overtime or temporary staff, and zero transcription errors to fix.
THE CHALLENGE
Every enrolment campaign, the registrar received thousands of records by email and form: IDs, diplomas, transcripts and supporting documents as PDFs and photos. Each was reviewed by hand, incomplete documentation was chased and the data was transcribed into the academic system screen by screen. The peak lasted weeks and transcription errors generated complaints.
- Heterogeneous documentation (PDF, photos, scans) that had to be read and validated by hand
- Legacy academic system with no API: everything was transcribed screen by screen
- Seasonal peaks impossible to absorb with the registrar’s headcount
- Transcription errors and incomplete records detected too late
WHAT TWINNY DID
- Intelligent document processing (IDP) that extracts and classifies every document in the record
- Automatic validation of requirements against the study plan and admission rules
- Chasing missing documentation by email and WhatsApp, with follow-up until complete
- Registration and updates in the academic system via RPA, with no API needed
- Escalation to a person only for ambiguous cases, with the record already prepared
- Every action logged and traceable: which document was read, which rule applied and what was written to the system
The enrolment peak used to mean a month of overtime. Now the registrar reviews exceptions: the record arrives read, validated and already loaded in the system.
MODULES AT PLAY