Recruitment Management Platform
Formamind built a digital platform for the Queen Hedvig Scholarship Foundation, replacing manual work with a secure system that manages the entire scholarship process from start to finish.
Tech stack:
The client
Queen Hedvig Scholarship Foundation
The Queen Hedvig Scholarship Foundation supports talented students in pursuing international education. Each year it runs a nationwide scholarship program connecting high schools, universities, and sponsors. The Foundation’s goal is to make studying abroad more accessible and organized for outstanding students.
The challenge
Digitize the entire process
The Foundation managed applications through spreadsheets, forms, and email threads, which made coordination across schools slow and error-prone. The task was to create one platform that digitalizes every stage of the scholarship process - from candidate management and communication to document handling and voting - while staying secure, reliable, and easy to use.
Our strategy
From consultations to structure
After consultations with the Foundation’s board, we planned a system divided into two parts: a public Interactive Handbook for students and a private recruiting CRM for administrators and schools. The structure focused on scalability, clean design, and a modular backend prepared for future extensions.
what about results?
The solution
The platform combines a public Interactive Handbook with a private CRM. The handbook digitalizes all source materials and presents them in an interactive format with structured chapters, internal links, and search. An AI assistant trained on handbook content answers user questions and links directly to relevant sections. Each university and major includes images and detailed metadata, searchable through filters and pagination.
The CRM manages candidates, recruitment stages, and communication. Accounts are created manually by administrators and schools, with permissions based on user roles. The system includes meeting scheduling, document uploads, automated and manual notifications (email, SMS, in-app), and full audit logging. Reports can be exported to TXT or XLSX. A competency-testing module is planned as an additional feature for students to self-evaluate academic skills online.
what matters
Security and accessibility
Since the platform stores data of school students, security and privacy were key. It uses HTTPS, JWT authentication for the Next.js client, session authentication for Wagtail, and role-protected routes. The login system implements OPAQUE, the most secure password-based protocol available. The platform complies with GDPR.
Accessibility follows WCAG 2.1 AA and the European Accessibility Act. It also integrates the Formamind Accessibility Widget (accessibility.formamind.com), allowing users to adjust text size, spacing, and contrast.
What now?
The future of the platform
As the Foundation continues to grow, new requirements appear. We continue to add new features, improve modules, and maintain the system. This collaboration ensures the platform grows with the Foundation’s international reach.
In conclusion
Unified scholarship management experience
The new platform replaced fragmented tools with a single, cohesive system that manages both public information and internal operations. It made the recruitment process faster, clearer, and more secure for everyone involved. The Foundation now runs its programs efficiently and continues to develop them on the platform built by Formamind.
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