Challenge.
Many customers prefer to submit their documents in person at the job centre to be sure they are received, which leads to high volumes at service counters, extensive manual processing and less time for individual consultations. The City and District of Heilbronn job centres set out to make this process simpler, faster and more modern—paperless and without waiting times. To achieve this, scan stations were planned as an on‑site digital solution, enabling documents to be captured securely and transmitted automatically. Ease of use without any technical prior knowledge was a key requirement, alongside accessibility, multilingual support and clear user guidance. The goal was to introduce a solution that would noticeably reduce the workload for employees while simultaneously improving service for customers.
The scan stations are a real benefit for us as they allow applicants to submit their documents in digital form conveniently, securely and without waiting times directly on site. The confirmation feature provides additional reassurance. It is a truly intuitive and reliable solution that we have been able to offer thanks to Bechtle, and it has also significantly reduced the workload for our employees. Throughout the entire implementation process, Bechtle supported us in a highly competent, solution‑oriented and partnership‑based manner.
Marco Krebs, Managing Director, Heilbronn District Job Centre
Solution.
Together with Bechtle, the Heilbronn job centres implemented this vision step by step, tailoring it precisely to day‑to‑day operations on site. At the heart of the solution is a custom web app developed by Bechtle, based on requirements defined in joint workshops with the specialist departments. The user interface is clearly structured, high‑contrast and designed to be accessible. The software differentiates between the city and the district, each with its own design, colour coding and separate target addresses. Operation is intuitive—applicants select their location directly on the start page and can then submit documents or arrange an appointment. The application guides users through each step of the scanning process, from entering their customer number to displaying a live preview of the scanned document. Personal details can be entered manually or read automatically via QR code from a customer card, and before submission, documents can be reviewed, replaced or deleted, with an optional confirmation of receipt sent to the applicant’s email address. The application runs in secure kiosk mode via PROVISIO SiteKiosk and all four scan stations assembled by Bechtle access the centrally hosted, GDPR‑compliant application. The admin interface is equally straightforward, allowing texts and background images to be customised with ease. Bechtle took responsibility for the entire technical implementation, from rollout through to ongoing operation. In everyday use, the scan stations have proven to be stable, low‑maintenance and clearly focused on service.
Business benefits.
- Digital document submission – Allows customers to submit documents securely and independently directly on site.
- Accessible system – Designed to support ease-of-use for people with disabilities.
- Rollout by Bechtle – Everything from a single source from initial ideas to implementation.
- Intuitive use – Guides users through the process with a clear interface, colour‑coded navigation and just a few clicks.
- Scalable concept – Can be extended to additional locations or services as needed.
- Stable operation – Ensured by professional software and regular maintenance provided by Bechtle.
- Central administration – Enables flexible adjustment of content and settings from a central point.
- More efficient workflows – Reduces the workload for employees, creating capacity for even better service.