Student Depot

Challenge

Student Depot, a market leader in private dormitories in Poland, was looking for a modern system for managing the electronic document circulation. The solution previously used did not meet the team’s expectations – the key need was to streamline daily operations by making document approval processes easier and more flexible to configure. Above all, the system had to be scalable and allow for the addition of features that would automate other internal processes within the organization.

Solution

After analyzing the available options, Student Depot decided to implement Enovatio Workflow. The key reasons for this decision were:

• System intuitiveness – the ability to independently build and modify business processes without involving the IT team.
• Flexible substitution management – the system automatically assigns tasks to the appropriate person in case of user absence.
• Scalability – the ability to configure multiple companies within one platform.
• Expert support and consultations – during the analysis and implementation phases, the client could rely on expert advice tailored to the organization’s specific needs.

As part of the implementation, 12 companies were configured within a single system instance, ensuring central management and consistency of processes across the entire organizational structure. Additionally, integration was carried out with an accounting office using Comarch Optima, enabling automatic data flow for financial and accounting operations.

Results

Thanks to the implementation of Enovatio Workflow, Student Depot:

• Streamlined daily work for operational and administrative teams.
• Gained full control over processes across all companies.
• Minimized the risk of document circulation disruptions with an efficient substitution mechanism.
• Automated data integration with the accounting office, eliminating manual operations.

Client’s Voice

“We were looking for a solution that would not only streamline document circulation but also be easy to use and flexible. Enovatio Workflow met our expectations – both operationally and financially. We are currently analyzing and discussing the expansion of the system with additional features.”
– Grzegorz Trautmann, CFO of Student Depot

Summary

The implementation of Enovatio Workflow at Student Depot is an example of successful digital transformation within a group with a distributed structure. Thanks to the flexible and scalable solution, the organization gained not only better control over document circulation but also a foundation for further growth and process optimization.