Digitalizing University Credit Transfers: from spreadsheets to a platform

Changing universities or starting a new degree should be an exciting decision. Yet for many students, the first obstacle comes too early: the credit transfer process. Endless spreadsheets, multiple steps, unclear procedures, and, in some cases, decisions that seemed more a matter of luck than a structured system.

This was the reality at a major Argentine university, where credit transfers were managed through outdated on-premise applications, supported by Excel spreadsheets. The result was predictable: duplicated data, long review times, and a frustrating experience for both students and academic advisors.

Modernizing this process wasn’t just about digitalizing forms—it meant rethinking the entire experience: from students submitting their completed courses to advisors evaluating complex rules for double degrees or program articulation.

At Bitlogic, we guided this transformation by building a credit transfer platform from scratch, entirely in the cloud. The new system integrates microservices, modern front-ends, and scalable databases—but most importantly, it connects intelligently with the broader academic ecosystem: admissions, program management, double degrees, academic records, CRM, and even BPM.

What changed with the new platform?

• Self-service student portal: Students can upload their transcripts and instantly see which courses are recognized. Through this portal, applicants and students can submit credit transfer requests and track their progress in real time.

• AI-powered credit transfer management: A solution for academic advisors that allows them to configure credit transfer rules, monitor progress, and maintain up-to-date records. Once an advisor selects two degree programs, the AI automatically evaluates their compatibility—for example, indicating that International Trade and Business Administration share 80% of their courses. All of this is part of a comprehensive process for analyzing curricula, now enhanced with artificial intelligence.

• Integration with existing academic systems: Ensures consistency and traceability in every process, triggering related student workflows.

• Scalability and security: Built on a cloud-based microservices architecture.

This project is part of a broader transformation of the student experience. The university also digitized its admissions process, creating an agile, self-service workflow that increases student enrollment while reducing call center workload. Integration between the two systems allows credit transfer simulations and enrollment to be faster and more accurate, improving the experience from the very first interaction.

The change was so profound that credit transfer ceased to be “just another procedure” and became a strategic process, essential for supporting student mobility and academic flexibility. Best of all, the platform continues to evolve, with ongoing improvements and new features designed to reduce administrative workload while offering a smoother experience for students taking the next step in their academic journey.

In short, what was once a non-scalable system is now a tool that opens doors.

When technology serves education, administrative procedures stop being obstacles and become allies in learning.

We’re designing the future of education. Let’s talk—the coffee is on us. ☕️