IU_Application Portal for Dual Students

[01]

The application portal is designed for "duale Studenten," a unique feature of the German higher education system. Dual students split their time between university studies and practical work experience with partner companies ("Praxispartner"). The portal’s main goal is to help these students create their application documents and apply for positions with partner companies.

BACKGROUND

[02]

Although an existing portal was in place, it had significant usability and technical issues. Historically, improvements to the portal were not prioritized within the company. However, negative online reviews and direct user feedback emphasized the growing importance of addressing these issues.

THE CHALLANGE

[03]

To better understand user pain points, I conducted a journey-based usability tests and interviews with 22 participants (ages 18–43, mixed genders). The research revealed several key challenges:

  • The website and application process often caused frustration.

  • Common criticisms included chaotic organization, frequent technical problems, and unclear communication (for example, lost documents and confusing email notifications).

  • Users reported feeling uncertain and discouraged by these issues.

  • Despite these frustrations, users valued a fast and straightforward application process and reacted positively when those criteria were met.

RESEARCH

[04]

Worsening reviews on social channels drew the company's attention to the portal as a business priority. As a result, a dedicated project team (comprising three developers, one product owner, and myself as the UX designer) was formed to address these problems and redesign the application experience from the ground up.

IMPACT

The first major issue we addressed in the portal redesign was the high number of ineligible applications, many from students unable to study in Germany. To tackle this, we introduced a new onboarding and qualification flow. Right from the start, applicants are welcomed with a clear introduction to the portal’s main features—especially the ability to view and apply for job positions, a top priority for our users. The onboarding then guides applicants through a few simple qualification questions, such as whether they possess the required “Abitur.” Those who do not meet essential criteria are redirected to our international product, ensuring they access opportunities that better fit their profile. Since launching this onboarding flow (tracked with Amplitude), users have moved through it easily, and study advisors now receive about 35% fewer ineligible applications, allowing them to dedicate more time to supporting qualified candidates.

Achieved 72.8% (DE) and 44.6% (INTL) completion rates,improving applicant quality through early filtering.

ONBOARDING & QUALIFICATION FLOW

[05]

[06]

USER JOURNEY

The next key challenge we tackled was the user journey itself. Previously, users landed on an overcrowded, desktop-first interface cluttered with unnecessary information and actions. The application process was split into four main steps, each leading to four additional sub-steps. Users could only progress to the next step after completing the previous one, but the experience required constant navigation to new pages. This fragmented approach left users—especially our Gen Z target audience—feeling lost and uncertain about what to do next, highlighting the need for much stronger guidance.

To resolve this, we restructured the entire flow around a central main screen. Now, users are presented only with the next actionable step, clearly displayed and easily accessible from the main dashboard. Each phase of the process is delivered as a streamlined wizard, which dynamically adapts according to the user’s responses. This step-by-step guidance helps users stay oriented and confident, making the overall journey smoother, more intuitive, and more successful.

[07]

MAIN SCREEN

Following the redesign of the application journey, we moved on to developing a new main screen. The previous interface was clouded with unnecessary detail and designed primarily for desktop users, which made navigation overwhelming—especially on mobile. Our new approach is mobile-first, aligned with our brand guidelines, and centered around clarity and user engagement.

On the new main screen, users see only their next required action, minimizing distractions and reducing cognitive overload. We also introduced a status bar with gamification elements to make progress visible and keep users motivated. Additionally, users can always view their most recent completed step and, if needed, click to review all steps in the process. This structure ensures users always know where they are and what comes next.

The redesigned main screen is currently still in development. After the MVP goes live, we plan to conduct the first round of user testing to gather feedback and refine the experience further.

[08]

MATCHING CRITERIA

The next major improvement was the development of a personalized matching flow. Our goal was to efficiently collect key information from users in order to recommend the most suitable “Praxis” (practice or internship) positions available. We designed this flow to follow the same user-friendly and engaging structure as our onboarding, presenting one question per screen and incorporating playful elements such as a game-like status bar and expressive emojis to keep users motivated.

This flow enables us to both match users with relevant opportunities and filter out positions for which they do not meet the qualifications, improving the quality of matches for everyone involved. For the MVP, we focused on specific questions tailored to our most popular study programs, but our long-term plan is to further refine and expand the matching logic to cover all courses—ensuring each user receives the best possible recommendations. The flow dynamically adapts based on user responses, further personalizing their journey. As with other features, we will conduct usability testing after the MVP launch to guide future iterations.

[09]

DOCUMENT BUILDER

Another key area we focused on was rebuilding the document builder. The previous tool was cumbersome and unintuitive for users, and—critically—it didn’t allow study advisors to correct errors made by applicants. As a workaround, advisors often recommended using third-party tools like Canva so they could actively revise documents, forcing users to duplicate their efforts and introducing significant friction into the process.

To address these issues, we designed a new document builder centered around a main dashboard. Users are guided through specific questions, and can preview and edit their documents at any point by clicking directly on sections to make corrections. The tool is designed for real-time collaboration, allowing both users and study advisors to access the same interface and work together without switching platforms.

The new document builder is still in development, with usability testing planned after the MVP launch. Looking ahead, we see strong potential to further improve the user experience by integrating AI assistance—for example, helping users write their motivation letters more easily—which will be explored in future iterations.

[10]

CONCLUSION & NEXT STEPS

As we move forward, our immediate focus will be on finalizing two critical flows: the praxis (internship) application and the immatriculation process. For the praxis application, we are taking inspiration from “Tinder”-style interactions, aiming to introduce a highly engaging, gamified experience that makes exploring and matching with opportunities both intuitive and enjoyable for users. The immatriculation flow, on the other hand, will center around simplifying the process of uploading required documents, ensuring clarity and ease of use.

Once these key flows are complete, we will conduct comprehensive usability tests across the entire journey. Feedback and insights from these tests will guide further iterations and refinements, ensuring we deliver an experience that truly meets the needs and expectations of our users.

[11]

LEARNINGS

  • Early user interviews provide direction: Initial interviews helped us clearly identify pain points and user needs before starting design.

  • Data-driven insights are valuable: Tracking user behavior with Amplitude allows us to monitor the new flows and quickly catch any issues or drop-offs.

  • Simplicity is key: Streamlining the interface and focusing on one action per step reduces confusion and supports a smoother experience.

  • Mobile-first is essential: Optimizing for mobile ensures we address the needs of the majority of our users.

  • Collaborative features add value: Enabling advisors and users to work together on documents will improve outcomes.

  • Gamification and engagement: Status bars and step-by-step guidance help motivate and orient users, especially younger audiences.

  • Iterative launch approach: Delivering the full journey as an MVP sets a strong foundation for testing and future improvements after launch.