King’s College London’s Welcome Week App: A Game-Changer in Student Engagement

Starting university is an exciting yet overwhelming experience for many students. With thousands of students arriving from around the world, universities face the challenge of providing clear, accessible, and timely information to guide them through Welcome Week. King’s College London, one of the world’s top 25 universities, recognized the need for a more efficient, mobile-first approach.  By replacing static PDFs with a dynamic Welcome Week app powered by Guidebook, King’s streamlined event communication, reduced administrative strain, and enhanced the student experience. Discover how this innovative approach resulted in 17,000 downloads, 1 million+ sessions, and a stronger sense of belonging for students. Here’s what happened behind the scenes to bring this vision to life.

The Challenge: Streamlining Communication for Welcome Week

King’s College London, one of the top 25 universities globally and among the oldest in the UK, serves a diverse student body of over 27,600 students from 150 countries. However, the university faced a significant challenge when it came to student orientation:

• Outdated Communication Methods: The university relied on static PDFs for Welcome Week schedules, which were not mobile-friendly.
• Inaccessibility: Students found it cumbersome to access timetables and event details on their phones.
• High Margin for Error: Updating event details manually often led to inconsistencies in the information.
• Administrative Overload: Staff spent extensive time correcting errors in schedules and responding to student queries.

Emma Young, Head of Student Engagement & Communications, shared; 

“Prior to Guidebook, the scope of human error was massive. A student may have downloaded a copy of the PDF, but it could have incorrect information. It was really inconvenient for everyone.”

The Solution: Use Guidebook to Build a University App for Orientation Week

King’s College London partnered with Guidebook to develop a mobile app for their undergraduate and postgraduate Welcome Week. This app served as a centralized, real-time communication tool for students, families, and staff across four campuses. The university leveraged Guidebook’s features to: 

• Improve processes
• Reduce errors
• Enhance engagement

Key Features in King’s College London’s Welcome Week App

1. Personalized SchedulesStudents could create tailored schedules and use built-in navigation to locate event venues across campuses. This made planning their week seamless and stress-free.
2. Live Updates and NotificationsWith real-time updates, students received push notifications for changes in event times or locations, eliminating confusion and ensuring they had the latest information.
3. Collaborative Content ManagementUsing Guidebook’s Collaborate Portal, the university streamlined content contributions from multiple team members, enabling swift approvals and updates. This reduced administrative bottlenecks and improved efficiency.

Results: Increased Engagement with King’s Welcome Week App

• Impressive Adoption Rates: The app saw 17,000 downloads within two months, surpassing the university’s initial goal of 7,000.
• High User Activity: Over one million sessions were logged, with 580,000 sessions during Welcome Week alone.
• Positive User Feedback: 85% of students rated the app 4 or 5 out of 5 stars, citing ease of use and convenience.
• Enhanced Staff Support: The app empowered staff to assist students more effectively, fostering a sense of collaboration during Welcome Week.

→ Get the Complete King’s College London Case Study Here

Why King’s College London Chose Guidebook for Their Student Orientation Software

King’s College London selected Guidebook for its:

• Ease of Use: Both staff and students found the platform intuitive and accessible.
• Customizable Features: The app aligned with King’s digital enhancement goals by offering a tailored solution.
• Streamlined Processes: Real-time updates and collaborative tools reduced administrative workloads.
• Enhanced Engagement: The app fostered a sense of belonging and community among students.

How to Create a Custom University App for Orientation Week

When choosing a student orientation app, prioritize:

1. Ease of Navigation: Ensure the app is simple for both administrators and users.
2. Customizable Features: Look for tools like personalized schedules and real-time updates.
3. Collaboration Tools: Streamline content management with shared portals.
4. Proven Results: Select a platform with a track record of successful university partnerships.

Ready to transform your student orientation experience? Speak with our sales team today and discover how Guidebook can help your institution. Contact Us Now.