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A SaaS document platform for schools and public institutions
Project goal
To give school directors and their teams a faster way to produce correct, up-to-date paperwork - turning a library of expert-written templates into documents they fill in and generate online in seconds.
Our scope
Product design
UI design
Development
Project duration
March–October 2025
Ongoing development
Technologies used
Next.js
Symfony
Redis
Client
Wiedza i Praktyka
Deep expertise on one side, endless paperwork on the other
Wiedza i Praktyka is a Polish publisher whose editors, many of them practising lawyers, keep schools and public institutions on the right side of fast-moving regulation. Running a school means a constant stream of formal documents, from staffing decisions to notices for parents. Each one has to match the rules as they stand today. Getting the wording wrong carries real formal risk. WIP wanted to turn the know-how it already had into something more useful than a library of PDFs: a tool that produces the right document, correctly, in seconds. That tool is Dokumentis and we built it.
The design problem: make hundreds of different documents feel like one
Before we wrote much code, we put real time into the product design, because the hard problem here was never a single screen. It was holding consistency across enormous variety. A staffing decision, a data-protection notice and a funding application look nothing alike on paper, yet someone should feel at home filling any of them. We studied a pile of dashboards and form patterns from tools inside and outside this field, to work out what made editing feel quick in some and a chore in others. Then we prototyped the filling experience and tested it against the messiest documents we could find, tuning it until moving through a long, unfamiliar form stayed obvious. The interaction model that came out of that work is what every template in Dokumentis sits on today.
From a library of templates to a finished document in seconds
The promise on the homepage is plain: create a school document in seconds. Making that true took a few parts working together. Behind the app sits a records database the school fills in once, covering its students, teachers and staff. Every template is interactive, so the moment a director opens one it pulls the right details straight in, the institution's own data and the chosen person's data already in place before a word is typed. As the gaps get filled the app checks the data as it goes, validating things like PESEL numbers and dates so a finished document never trips on a formality. What used to mean copying, pasting and checking by hand turns into a short guided form.
One template, multiple documents
The bigger saving is volume. A decision that has to reach thirty pupils, a notice for every teacher on staff, all of it can be produced in a single pass. Whoever is generating the documents picks the records they need from a collection, a class of students or the teaching staff, then the app fills a copy for each of them. The afternoon this used to swallow is simply gone. For a busy office in the first week of a school year, that is the difference Dokumentis was built to make.
Templates that stay current, kept current by the experts who write them
A document tool is only as good as its templates. In this field the templates change whenever the law does, so a large part of what we built is the half customers never see: a backoffice where WIP's editors run the whole library themselves. They lay out each template, place the fields on the page, decide what auto-fills from where and publish a new version the moment a regulation shifts. No developer sits in that loop. The people who know the rules are the ones keeping the documents right, so a customer opening a template always has today's version, not last year's.
The editor that makes the self-service possible
That independence rests on one piece of craft: a visual editor for the templates themselves. A member of WIP's team drags fields onto the PDF, sets how each one behaves, ties it to the data that should fill it and decides when it appears. Eight field types cover everything from a single ticked box to a multi-line clause, with rules that show or hide parts of a document depending on the answers. It is the kind of tool that looks effortless on the customer's side precisely because a lot went into it on ours.
A complete product, not a single clever feature
Dokumentis is a full SaaS. We built the parts that let it stand on its own alongside the document engine. There is a marketing site for each industry, a fourteen-day trial, sign-up and card payment through PayU, subscription plans and the everyday business of managing a team and its access. Inside the panel, customers organise documents in folders, give them statuses and owners, archive and search them. Every change is recorded for audit. New customers can bulk-import their records from a spreadsheet and be working within minutes. All of that came together between March and October 2025.
A new app on top of the systems WIP has run for years
WIP has run its business on a set of internal systems for years, covering its products, its subscriptions, its users and its billing. None of that was going to be swapped out, nor should it be. So we integrated with all of it over API. Signing up, subscribing, paying, managing users and products: in the new app, every one of those runs through the systems WIP already relies on. Getting that seamless took real work, because a clean experience for the customer had to sit on top of infrastructure with years of history behind it. The result is that Dokumentis fits the business as it actually operates, instead of asking the business to bend around the app.
Built for many industries from the very first day
We designed Dokumentis to be more than an education tool from the outset. The platform is industry-aware. A subdomain decides which world a visitor lands in. From there the marketing, the record types, the templates and the pricing all follow that industry. Education went live first and runs in production today at oswiata.dokumentis.pl. HR is coming up behind it. Accounting is already mapped out. Because the groundwork was laid for many sectors rather than one, moving Dokumentis into a new field is mostly a question of content and configuration, not a rebuild. That is what lets WIP keep growing the product without us starting from scratch each time.
Outcome
Dokumentis took WIP's expertise off the page and made it something schools use every day. What used to live inside a publication now runs as a product people open every morning. The library keeps itself current. The platform is ready for the next sector. The partnership carries on.
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