Lecture in a lecture hall

For higher education institutions, universities & continuing education providers

Start of semester, application deadline, exam period: Why does your team answer the same questions by hand every year?

ivato digitalises service and administration in higher education institutions and universities: an AI assistant that answers from your regulations, information sheets and circulars, online registration for courses, seminars and conferences, digital committee work and continuing education as a new source of income. Your systems stay. Your team gains time for advice, research and students.

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Clients from this industry

Your day-to-day

Do you recognise these sentences from administration, the office and the specialist department?

Higher education institutions and universities have a lot of knowledge and few staff to distribute it. The same questions come in waves: at the start of the semester, before deadlines, after every change to the regulations. Added to that are registrations, committees and reports. That is exactly where we start.

You recognise 0 of 4 statements

Tap the statements you recognise from your day-to-day work.

The pattern behind it: Valuable knowledge sits in documents, and people spend their time passing it on by hand again and again.

Talk about it ↓

Processes

Where does your organisation lose the most time?

First choose your organisation, then a stage. You will see how it works today in many institutions, what ivato implements there and what changes as a result. Which stages hold the biggest lever for you, we clarify in the initial call.

Today

The same questions in every wave

Prospective students ask by email, phone and chat about degree programmes, requirements and deadlines. The answers are in regulations and on web pages that are hard to find.

With ivato

AI assistant for prospective students

  • Answers from regulations, statutes and FAQ with source
  • Around the clock on the website and in the inbox
  • Handover to advisers with a summary

What changes

Advice for the cases that need people

Standard questions are answered immediately, and student advisers have time for individual conversations.

The descriptions show typical processes. Decisions on admission, exams, membership and resolutions always stay with the responsible persons and committees.

Case studies

What does this look like in a higher education institution or a university in practice?

Two examples from university administration and continuing education, each with starting point, solution and result. What they all have in common: existing systems stayed, and after 8 to 12 weeks the solution was running in everyday work.

  • University of applied sciencesapprox. 8,000 students

    AI assistant for student advice and applications

    Starting point
    At the start of the semester and before application deadlines, thousands of enquiries to student advice and the registrar's office, mostly about deadlines, documents and admission requirements.
    Solution
    AI assistant on the website and in the inbox that answers from examination regulations, admission statutes and FAQ, with source reference. Unclear cases go to advisers with a summary.
    Result
    Standard questions are answered around the clock. Advisers have time for individual cases.
    Go-live
    10 weeks
    Email enquiries
    −40%
    Answers with source
    100%
    Available
    24/7

  • Continuing education centre of a universityaround 40 certificate courses

    Continuing education as a source of income, registration to certificate digital

    Starting point
    Good courses, little visibility among companies. Registration by PDF, invoicing by hand, corporate customers without a history of contacts.
    Solution
    Course pages with online registration and payment, CRM for companies and HR departments, automatic attendance certificates, follow-up for further courses.
    Result
    More registrations from companies, less administrative effort per participant, predictable income.
    Go-live
    12 weeks
    Registrations online
    95%
    Certificates
    automatic

More case studies

Solutions

Which tools does ivato use in higher education institutions and universities?

Proven building blocks, adapted to your organisation, your regulations and your systems. The core is almost always the same: your existing knowledge becomes accessible, and recurring processes run digitally.

  • AI assistant with source reference

    Answers from regulations, statutes, information sheets and circulars, names source and date, hands unclear cases to people. Labelled as AI.

    To scaling with AI →

  • Registration for courses, seminars & conferences

    Online registration with price groups, payment, waiting list, attendee lists and automatic certificates.

    To implementation →

  • Committee portal

    Meeting documents, circular resolutions with deadlines, draft minutes and resolution archive for the board, committees, senate or faculty council.

    To reducing cost pressure →

  • CRM for continuing education & alumni

    Companies, participants and alumni with history, interests and touchpoints. Targeted outreach instead of a circular email to everyone.

    To sales & CRM automation →

  • Project & third-party funding administration

    Budgets, receipts, milestones and reports per project in one place. Draft reports are produced from the recorded data.

    To the strategy →

  • Knowledge base for staff

    Internal processes, templates and rules retrievable by question. New staff and volunteers find their way around faster.

    To securing succession →

Systems & procurement

Do we have to replace campus management?

No. Your campus management system and your finance software stay in the lead. We work in front of and alongside them: service, registration, committees and knowledge. For the commissioning we provide a specification and a fixed-price offer in the form your procurement office needs.

Your systems stay

  • Connection to existing campus and finance systems via interfaces or exports
  • Accessible design of the interfaces according to current requirements
  • Data protection under GDPR and state data protection law, coordination with your data protection officer
  • Data stays on servers in Germany
AI ActBITV · Procurement

How do public and non-profit organisations use AI responsibly?

With clear rules: under the EU AI Act people must be able to recognise when they are speaking to an AI. Public bodies such as universities must also make digital services accessible, and commissioning follows procurement law. We build assistants that answer only from approved sources, name their sources and hand over to people, and we supply the documents your procurement office needs.

As of: 10/2026 · simplified presentation, not legal advice

Clarify in conversation ↓

Process

How do we start, in line with committees, budget and procurement?

With a conversation, preferably with administration, IT and data protection at the table. After that you decide step by step. We align schedule and documents with your committee and budget cycles.

  1. Step 1

    Initial call

    45 minutes. We discuss bottlenecks, systems and framework conditions and show suitable examples.

    free of charge

    Request a conversation ↓

  2. Step 2

    Analysis & specification

    Inventory, benefit in hours and service quality, roadmap and a specification that is suitable for your procurement.

    Fixed price by scope

    To the strategy →

  3. Step 3

    Implementation & support

    We implement the chosen building blocks, connect your systems, train your team and support the solution on an ongoing basis.

    Fixed price · 8-12 weeks

    To implementation →
projects successfully supported
1,000+
projects successfully supported
years of experience
25+
years of experience
offered in a tender-ready form
Fixed price
offered in a tender-ready form
dedicated contact person on the project
1
dedicated contact person on the project

Frequently asked questions

What registrars, managing directors and heads of administration want to know beforehand

Your question is not here? In the initial conversation we take 30 minutes for your specific topic.

That depends on the contract value and your procurement rules. We provide a clear specification and a fixed-price offer, in lots on request, and coordinate with your procurement office early.

The assistant answers only from sources you have approved and names the source and date for every answer. If the question cannot be answered unambiguously, it says so and hands over to a person with a summary. Answers are checked regularly by sampling.

The specialist departments, just as they maintain their documents today. New or amended regulations, information sheets and circulars are uploaded, older versions are replaced. We set up the process so that no technical knowledge is needed.

Data is processed in compliance with GDPR and applicable state data protection law, transmitted encrypted and not used to train third-party AI models. Coordination with your data protection officer is part of the project.

If it is easier than today, yes. The committee portal and circular resolutions work via a link on the smartphone, without training. Those who prefer paper continue to receive the documents, generated from the same system.

Read on

Contact

Exchange ideas with one of our specialists from your industry.

45 minutes, free of charge. Preferably with administration, IT and data protection.

  • Reply within one working day
  • Documents suited to your procurement office

Request a conversation

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