During this year’s admission campaign, Vasyl Stefanyk Carpathian National University used an AI voice agent from Optima-Voice for the first time. The university named her Stefania in honour of the university’s patron, Vasyl Stefanyk. This is not only a symbolic step in supporting the brand, but also a way to make the digital service closer and more understandable for applicants.
The university’s design team also joined the launch of the AI, creating Stefania’s own visual image in corporate colors. This helped make the new service recognizable, friendly, and modern.
Artificial intelligence took over a significant portion of routine queries, allowing staff to focus more on individual consultations and complex cases. Applicants received quick answers — even during rush hours and during alarms.
How it worked
Stefania became the first “operator” for the most common questions of applicants. She answered requests regarding:
• deadlines for submitting documents;
• features of entrance exams;
• competitive selection rules;
• scholarships and social programs;
• electronic office work.
If the situation required human intervention, the call was automatically forwarded to an Admissions Officer.
Results of cooperation: the numbers speak for themselves
During the introductory campaign, Stefania processed:
• 1021 calls from applicants and their parents;
• total duration of conversations — 2798 minutes 32 seconds;
• the average duration of one call is 2 minutes 44 seconds.
Thanks to automation, the university saved 46 hours of staff time, who were able to use this time for consultations on complex cases and organizing the admissions campaign.
Admissions Committee Feedback
The Admissions Committee management notes the positive effect of the implementation:
“Thanks to Optima-Voice and our Stefania, we were able to answer applicants’ questions much faster and focus on individual work. This has truly improved the quality of service,” the commission emphasized.
Benefits for applicants
Applicants received several key benefits:
• quick answers to frequently asked questions at any time;
• minimal waiting time for connection with the operator;
• the ability to obtain information even on the busiest days;
• access to responses even during air alerts.
Results and plans Cooperation with Optima-Voice and the launch of Stefania became an important step towards modernizing communications with applicants. The university plans to continue implementing innovative solutions that will make the admission campaign even more accessible, convenient, and applicant-oriented.