How Western University Saved Six Weeks a Year on Placements with InPlace

Western University’s Schools of Kinesiology and Health Studies saved six weeks a year on placement matching and communication time, doubling placement volume.

Saved Time

Saved over six weeks a year in placement matching and communication time.

Increased Placements

Doubled placement volume, up to 300 placements annually, with just two staff.

Satisfied Employer Partners

98% of employers report satisfaction, citing ease of system use and communication.

The Situation

Before InPlace, Western’s Kinesiology placement operations were entirely manual. Staff managed resumes, site tracking, student documents, and employer communication using spreadsheets and personalized emails. Placement matching could take up to a month and relied heavily on synchronous collaboration.

“Matching used to take a month. Our eyes were sore from reading resumes,” said Allison Kampman. “And I would send out hundreds of personalized emails manually. Now, it’s just a few clicks.”

This system wasn’t scalable, especially with staff transitions on the horizon, and it limited the team’s ability to grow or improve quality.

Western University

Western University’s Schools of Kinesiology and Health Studies offer diverse undergraduate programs centered on human movement and physical activity. While placements are not tied to professional licensure, they remain a vital part of experiential learning. Each year, the program manages 250–300 placements, all coordinated by just two staff members: one dedicated to students and one to employers.

Impact

InPlace delivered transformative results for both staff and stakeholders:

Efficiency: Matching time was reduced by more than three weeks. The team now matches students asynchronously and independently, without needing constant updates or meetings.

“We’re doing twice as much in half the time,” said Allison. “Now, we can each match five or ten students individually, without stepping on each other’s toes.”

Employer Experience: Employers embraced the system—98% now use InPlace with little or no support. Many log in regularly and complete documentation, time sheets, and evaluations with ease.

“I thought I’d be fielding constant questions,” said Allison. “But I only hear from 2–3 employers out of 75–80. The others just log into InPlace, fill in the requirements and they’re done.”

Support & Onboarding: InPlace’s support team consistently exceeded expectations.

“AAA five stars,” said Alyssa Craik. “It surpassed my expectations. Every person I’ve interacted with has been helpful, prompt, and respectful—never made me feel silly for asking questions.”

Placement Matching Resolution

Western implemented InPlace’s full suite of tools, including Placement Management, Log Books, Communication Templates, and Dashboards, to manage all aspects of placement. Key features include:

Placement Manager & Attributes: Streamlines placement matching with data-driven filters
Communication Templates: Enables mass, personalized email sends in seconds
Employer & Student Portals: Self-service access to documents, resumes, evaluations
Logbooks & Site Visits: Time tracking and outreach managed digitally
Onboarding & Reporting: On-demand documentation, query filters, and reminder features

Now, the team can focus on high-impact tasks like employer development and student support. They’re exploring further use of evaluation tracking, agency reminders, and attribute-based site visit logs to fully centralize operations in InPlace.

“I can meet with more employers face-to-face now,” Allison shared. “We’re growing the program with confidence because everything we need is in InPlace.”

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