Instytut Językowy
Website Redesign and Process Automation for a Language School
Website redesign and full-cycle automation for the Instytut Językowy language school in Poland. Previously, the website was overloaded, while business processes were spread across disconnected services. We unified everything into one system: course registration, testing, payments, and applications now work together seamlessly without manual data transfers.
- End-to-End Automation
- CRM and Integrations
- Multilingual Support
4
interface languages: PL, RU, UA, EN
2
stages of level assessment: test and audit
CLIENT GOALS
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Replace the outdated and overloaded website with a user-friendly platform featuring structured content and clear conversion funnels.
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Combine disconnected services for testing, registration, and payments into one system and eliminate manual data transfers.
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Automate course registration, testing, and application processing.
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Build a scalable foundation for future functionality growth and integrations with external systems.
Problem Solving
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New Website and Technology Stack
- Built the website on WordPress so the client could manage content independently without relying on developers.
- Critical processes — testing and audit registration — were implemented using React Bundle for dynamic and responsive interactions.
- Optimized pages for SEO and implemented caching to ensure high website performance.
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Registration and Testing Automation
- Implemented a two-step level assessment process: a free written test followed by an audit session via Zoom or Skype.
- Integrated course registration with teachers’ Google Calendar schedules, allowing users to instantly select available time slots.
- Added automatic reminders and follow-ups to prevent applications from being left unanswered.
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Unified System: CRM, Payments, Languages
- Connected a custom CRM built with AppSheet: applications are tracked automatically, while data synchronizes across all website processes.
- Integrated payments through Tpay, providing a familiar and user-friendly payment flow.
- Added multilingual support with WPML: Polish, Russian, Ukrainian, and English.
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Project Specifics
- External service integrations were one of the key challenges. Synchronizing registrations, testing, payments, and CRM processes reliably required careful system architecture.
- Large volumes of data. The system had to remain fast and responsive as the number of tests, applications, and users increased, so scalability was planned from the start.
- Data security. Due to legal requirements regarding document storage, additional protection measures were implemented: contact information and documents are not stored on the project server and are immediately transferred to encrypted Google Drives or the CRM.
PROJECT
SCALABILITY
The website and automation system are fully operational in production and cover the entire customer journey — from the first placement test to course registration and payment. Managers no longer transfer data manually, applications are not lost, and the school communicates with its audience in four languages. The system was built modularly, allowing new functionality to be added without rebuilding the platform. We continue to work with the client, expanding and improving the system.
INTEGRATIONS / TECH STACK
TIMELINE AND TEAM
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3
Developers -
1
UI/UX Designer -
1
QA Tester -
1
Content Manager -
1
Project Manager
2+ years
we have been working with the client since November 2023, continuously developing and supporting the project.