For Institutes
Onboarding process for partner institutes & businesses
A structured onboarding ensures that we send you the right candidates, with realistic expectations, complete documentation and a clear plan for visa and arrival. This page shows how we go from first conversation to active cooperation and regular reporting.
Steps
From first call to your first arrivals
- Introductory call (30–45 minutes). We discuss your programs, target groups, current recruitment channels and expectations. You get an overview of how StuWoLi works with students, agencies and partner institutions.
- Criteria and program profile. We collect your admission requirements (HZB, grades, language, deadlines), capacity, preferred countries and any special conditions. This becomes your internal “matching profile” at StuWoLi.
- Agreement and listing level. We decide together whether you start with a basic listing, featured listing or a co-branded project and, if needed, sign a cooperation agreement.
- Technical setup. We define how you want to receive candidate files (email, shared folder, integration), and how often you’d like summary reports.
- Soft launch. We start with a limited number of candidates to test fit and communication. You provide quick feedback on applicant quality, and we fine-tune matching rules.
- Regular cooperation. Once both sides are satisfied, we move to steady cooperation with regular candidate flow, reporting and optional joint marketing.
Communication
Communication and reporting
We adapt to your preferred way of working while keeping processes simple:
- Dedicated contact person at StuWoLi (German or English).
- Structured email subject lines for quick filtering and archiving.
- Optional shared overview (spreadsheet / dashboard) with status for all candidates.
- Quarterly review call to discuss numbers, feedback and next steps.
Frequently Asked Questions
How long does onboarding usually take
For a basic cooperation we can complete onboarding within one or two short calls and a few emails. More complex setups (e.g. co-branded projects or technical integrations) can take longer, but we move as fast as your internal processes allow.
Do we need a formal contract to start
For simple, non-exclusive cooperation a short written agreement or confirmation is usually enough. For commercial projects or higher volumes we recommend a formal contract covering legal and financial aspects.
Can we pause or adjust cooperation later
Yes. If your capacity changes or you want to focus on specific regions or programs, we can adjust your profile at any time. The onboarding is designed to be flexible, not a rigid long-term commitment.
How do you ensure data protection and GDPR compliance
StuWoLi follows GDPR principles and only shares applicant data with partner institutions that are directly involved in their application. Details can be covered in our cooperation agreement.
If you are considering international recruitment or want to stabilise your existing channels, we will gladly walk you through this onboarding process step by step.