About The University
Organisation type
University
Challenges solved
- Streamlined administrative tasks by reducing reliance on manual processes.
- Improved integration with external systems for better coordination.
- Enhanced operational efficiency for conferencing and events while preparing for future growth.
Client since
2024
Size of operation
- 946 beds
- 120 venue spaces, including meeting rooms, classrooms and event spaces
Product suites
- Conferencing & Events Management
- Residential Management
- Student Accommodation Management
What makes Edinburgh Napier University unique?
First in Scotland to embed sustainability projects into all operations.
Popular venue for international conferences and film festivals.
Named Scotland's most successful university for graduate enterprise, supporting over 500 student start-ups.
Introduction
Edinburgh Napier University, known for its dynamic campus life and robust commercial offerings, faced mounting challenges with its existing systems for managing residential management and conferencing operations. The manual and fragmented processes left staff struggling to meet growing demand, risking operational efficiency and customer satisfaction. With Kinetic, the university found a partner to streamline operations and enhance its commercial business.
“The shift to KxConferencing and KxResidential is a game-changer for us. It’s streamlined our processes and given us the confidence that we can scale up without losing control or efficiency.”
Inga Nugaryte
Event Coordinator, Edinburgh Napier University
The Need for a New Solution
Before implementing KxConferencing and KxResidential, Edinburgh Napier University faced major hurdles with fragmented, manual event and residential management systems. As Inga Nugaryte, the Event Coordinator, explained:
“We knew the issues we were facing with our existing tools, manual processes, and a lack of centralisation in event and residential management. We were struggling with keeping everything organised and transparent.”
Inga Nugaryte
Event Coordinator, Edinburgh Napier University
The previous systems left staff overwhelmed and unable to efficiently manage increasing demands. Managing conference bookings with a “conference bible” and using a shared drive for client details led to numerous inefficiencies and the possibility of human errors. Moreover, generating client quotes required manually calculating rates and then creating, saving, and emailing PDFs—tasks that were both time-consuming and error-prone.
The Kinetic Solution: Centralising Operations
Kinetic’s integrated solutions, KxConferencing and KxResidential, provided Edinburgh Napier University with a streamlined, centralised platform that eliminated these operational bottlenecks. By automating key processes like booking confirmations, tracking updates, and generating reports, Kinetic’s systems have empowered the team to focus on higher-level tasks. Inga shared:
“The integration of systems has been a massive help. Kinetic’s system is exactly what we needed to make commercial operations smoother and more efficient.”
Inga Nugaryte
Event Coordinator, Edinburgh Napier University
Reduced Administrative Load and Enhanced Efficiency
Before Kinetic, administrative tasks in both the conferencing and residential teams were overwhelming at times. “The earlier processes took huge amounts of admin, labour, and time. We were constantly trying to improve, but it felt like we were always behind,” Inga explained.
KxConferencing and KxResidential dramatically reduced the manual work, freeing up staff to focus on customer engagement and higher-value activities. As a result, operational efficiency considerably improved, with a huge drop in the time taken for administrative tasks.
“The system has automated much of the manual work, saving us nearly 35% of our time. This allows us to focus more on customer engagement and other strategic priorities.”
Inga Nugaryte
Event Coordinator, Edinburgh Napier University
Flexibility and Scalability for Growth
One of the key benefits of Kinetic’s solutions is their scalability. As Edinburgh Napier University continues to grow and manage more events, the Kinetic platform easily adapts to meet evolving needs. Inga expressed confidence in Kinetic’s ability to keep pace with the university’s expansion.
“As we expand and take on more events, I know Kinetic will continue to meet our needs. The system is flexible and scalable, which is essential for us as we manage more commercial business each year.”
Inga Nugaryte
Event Coordinator, Edinburgh Napier University
The ability to scale without compromising service quality means that Edinburgh Napier University can continue to grow its commercial operations, knowing that Kinetic’s platform will support the increased demand efficiently.
Maximising Results and Looking Ahead
Since beginning the implementation of Kinetic’s integrated solutions, Edinburgh Napier University has seen substantial improvements in conferencing and residential management. Manual processes have been replaced with automated workflows, improving resource management and customer service.
The impact has been clear: “It’s been great working with Kinetic. The system has helped us move towards a more efficient and sustainable approach to managing our commercial operations,” Inga shared.
Looking forward, the university is excited to continue leveraging Kinetic’s solutions to drive even greater success in event and residential management.
“The system equipped us with the tools to scale our operations confidently and easily, ensuring that we can continue providing world-class experiences to our clients and guests.”
Inga Nugaryte
Event Coordinator, Edinburgh Napier University
Edinburgh Napier University’s journey with Kinetic has revolutionised its conferencing and residential management. By centralising operations, reducing administrative load, and offering a flexible, scalable platform, Kinetic has empowered the university to streamline its processes and enhance the overall customer experience. With Kinetic as a trusted partner, the university is well-positioned for continued growth and success in its commercial business.
If you’d like to learn more about how KxConferencing and KxResidential can transform your institution’s operational efficiency and commercial capabilities, please contact the Customer Experience Team. We’d be happy to assist you.