How a Simple API Integration Saves Viden Djurs 250 Hours a Year

Customer: Viden Djurs — Danish vocational education provider

Sector: Education

Purpose: Automate course-evaluation administration and reporting

Solution: API integration connecting the learning system, Microsoft, and Surveyxact

Scale: 400+ courses evaluated each year, ~30 minutes admin per evaluation previously

Outcome: 250 hours saved annually; 99.81% process success rate

Viden Djurs runs more than 400 courses a year, and every one is evaluated. That used to mean roughly 30 minutes of manual data entry per evaluation — and plenty of room for mistakes. A simple Surveyxact API integration now handles it automatically, saving 250 hours a year and pushing the process success rate to 99.81%.  

Course-evaluation admin was a burden because Viden Djurs runs more than 400 courses a year and each evaluation required around 30 minutes of largely manual work. As Digital Project Manager Bo Størup Nielsen puts it, the process “required a lot of keystrokes in the system” — which made it both slow and prone to human error.

The motivation to fix it was strategic. Bo Størup Nielsen and the Viden Djurs leadership treat process optimisation and quality improvement as an active strategic priority, and the API integration became a textbook example of how separate systems in an organisation can be connected to save time and reduce the risk of human error.

The integration connects Viden Djurs's learning system, Microsoft, and Surveyxact so they work together seamlessly via API. Rather than replacing existing tools, it strengthens the programs already in place by letting them exchange data automatically. The same setup handles a wide range of different tasks:

• Creating respondents
• Sending out questionnaires for ongoing measurements
• Transferring collected data to management reporting in tools such as Power BI
• Ongoing clean-up, such as deleting measurements and data that no longer need to be kept in Surveyxact

The integration saves 250 hours a year and has raised the process success rate to 99.81% since implementation. Because the old process was largely manual, the risk of human error was high; that challenge has now been practically eliminated.

The setup also builds in a quality step: the team reviews reports themselves before they are sent on to the customer, to make sure nothing has gone wrong. At the same time, it can automatically split reports so that some users have access to everything while individual departments see only their own.

The integration solved a reporting gap by automatically pulling data out of the state evaluation system and into Surveyxact, where tailored reports are generated. The state system that course participants use to complete their evaluations gave Viden Djurs few options for extracting statistics — a real limitation for an organisation that wanted usable insight.

Now the API extracts data from the AMU system, feeds it into Surveyxact, generates standalone reports across different areas based on criteria Bo's team has defined, and shares them with all relevant stakeholders.

• 250 hours saved every year
• 99.81% process success rate since implementation
• Human-error risk practically eliminated
• Automatic, criteria-based reporting that the state system couldn't provide
• Automatic report splitting by access level and department

A simple API integration is valuable because it connects systems an organisation already owns, turning repetitive manual work into an automated flow without new platforms or major investment. The Viden Djurs case is deliberately ordinary in its technology — and that's the point: the setup is simple enough that almost any organisation can replicate it.

The lesson for other organisations is that the biggest gains often come not from new tools but from connecting existing ones. When the learning system, Microsoft, and Surveyxact talk to each other automatically, staff are freed from keystrokes and error-checking to focus on higher-value work.