Wednesday with Stefano, career services director at a university
A Wednesday morning at a university career office. 12 recruiter messages to approve, 3 stage conventions to track, a placement report due Friday for the board. The same workflow that used to be three spreadsheets and four email threads.
08:30 — The Mediation Inbox
Stefano runs the career services office at a mid-sized Italian university — 8,000 students, 4 staff, a budget that doesn't grow. Wednesday morning he opens the platform on the office screen and starts with the Mediation Inbox.
There are 14 recruiter messages waiting for review. Each one is a message a company wants to send to one or more students at his university. Before InTransparency, recruiters either contacted students directly through LinkedIn (no oversight) or emailed Stefano's office and asked him to forward (slow, error-prone, no audit trail). Now every recruiter message routes through here first.
He approves 12. Two he edits — one had a salary range below national minimum that he flagged the company about, one had a fixed-term contract structure that didn't comply with Italian labor rules for that role. He rejects one outright (a multi-level marketing pitch dressed up as a sales role).
The whole pass takes 22 minutes. Every approval is logged. If a student or a parent ever asks how a recruiter got their contact, the answer is in the audit log.
09:00 — Offer Moderation
Next, the Offer Moderation queue. Six job postings tied to his university are pending approval. Two are from companies the office already has signed conventions with — auto-approved on the new platform settings he configured last month. Four need manual review.
One is fine. One has a description that mentions "stage curriculare" but offers a part-time work contract — he flags the company. One is from a company the office has had complaints about (they ghosted students in a previous internship cycle); he holds it pending a conversation with the company. One is good, and he approves.
10:00 — Stage CRM
The Company CRM kanban is up next. He drags two cards from "First contact" to "Convention drafted" — both are companies that responded to last month's outreach. He drags one card from "Convention signed" to "Stage in progress" — a student started yesterday at an automation firm in Brescia.
The kanban is a system that used to be three spreadsheets and a shared mailbox. Now it's one view. His staff member Chiara sees the same view and updates her cards in parallel. They never overwrite each other.
11:00 — The placement pipeline
Friday's board meeting needs a placement update. In the old workflow he'd email the secretariat, ask for the spreadsheet, wait two days, manually pivot it.
He opens Placement Pipeline and pulls the live view: 47 stages active, 12 starting next month, 8 completed last month. For each completed stage he sees the mid-stage and final evaluations the tutor and the company submitted, the hours logged, and any flags raised during the stage. Three of the eight resulted in a conversion to first hire. Two of the three converted at the company where the stage happened.
He exports a CSV for the board. Not because the platform's dashboard is bad, but because the rector likes Excel. The export is one click.
12:30 — Lunch, and an email
At lunch he gets an email from a recruiter at an automation systems integrator near Brescia. They want to interview a second-year ITS student named Marco, who isn't enrolled at his university (Marco is at the Bergamo ITS Academy). The recruiter asks if Stefano can introduce them to the Bergamo career office.
Stefano forwards the contact, then notes the request in his platform. The platform is built for the full institutional landscape — universities, ITS Academy, technical schools — and his Bergamo counterpart uses the same workflow. The introduction is a one-line email instead of a half-day of figuring out who handles what.
14:30 — Algorithm registry
In the afternoon he has a quarterly check-in with the university's DPO. The DPO wants to see the algorithm registry — the public document that explains how the matching engine ranks candidates. Stefano pulls it up. The DPO reads it, asks two questions about the personality scoring (it's optional and visible to the student before any match), and signs off.
The AI Act compliance work is being handled by the platform. Stefano doesn't have to build a registry from scratch or hire a legal consultant to draft one for the university.
What changed
What changed isn't that Stefano works less. He works on different things. The hours that used to be spent reformatting spreadsheets and forwarding emails are now spent on company outreach, student coaching, and the placement strategy conversations he's wanted to have for years.
The board sees real numbers, not a survey. The students see vetted recruiters. The companies see a single point of contact. The staff sees the same view.
That's the platform from the career office.