Hellewi and Visma Sign: Boosting efficiency and automation in education management

Summary

• Education providers across the Nordics are digitising paper-heavy processes with integrated electronic signing.
• Hellewi, a management and online platform for training and cultural services, integrated Visma Sign to simplify daily work for teachers, students, and administrators.
• The integration enables automatic signing and archiving of contracts, attendance lists, and consent forms.
• Customers save time and meet legal retention requirements more easily through built-in digital archiving.
• Both organisations highlight ease of use, automation, and smooth collaboration as key success factors.

Digital transformation meets education

As digitalisation advances, more organisations are seeking ways to eliminate paper-based workflows and save time and resources.
Education is one of those sectors where signatures are collected daily — from employment contracts to student consents and attendance records.

To simplify these processes, Hellewi, an education management system, integrated Visma Sign’s e-signature solution.
The result? A smoother experience for education providers, teachers, and students alike.

What is Hellewi — and who is it for?

“Hellewi combines a management system and online platform designed especially for education and recreational training providers,” explains Perttu Tikka, CEO of Wildfrost Oy, the company behind Hellewi.

Their main customer groups include:

• Public sector organisations
• Liberal adult education institutions and community colleges
• Municipal and city culture and sports departments
• Art education schools
• Private education and training providers

Hellewi offers an end-to-end solution for managing everything from course registrations to administration.
For some customers, it even handles payroll and facility bookings.

Multiple use cases for electronic signatures

Depending on the month, Hellewi users sign between 500 and 3,000 documents.
According to Tikka, e-signatures have quickly become essential for several processes:

One of the most important use cases is employment contracts. When new positions are created, agreements can now be signed electronically directly within the system.

For organisations operating across large geographic areas, this has eliminated the need for travel just to finalise paperwork.

Signatures are also required for various statutory documents.

In adult education, for example, signatures are needed to store student data in the system. Teachers also sign attendance records, and participants or guardians approve consent forms.

Why Visma Sign?

When Wildfrost was evaluating e-signature providers for integration, Visma Sign stood out.

“Ease of implementation was the deciding factor for us. Many of our customers were already using Visma Sign, and its strong position in the public sector made it an obvious choice,” says Tikka.

We could also leverage existing agreements, which made onboarding much smoother.

Integration made simple

The Hellewi–Visma Sign integration was designed to be as effortless as possible.

It’s a very straightforward setup. Once both services are activated, the connection can be made directly in Hellewi’s settings. The system automatically processes the request and links the accounts — it’s by far the simplest deployment we’ve done.

Once activated, signing becomes seamless:
Employment contracts are sent with a single click, consent forms can be sent to multiple recipients at once, and attendance records can be approved digitally — even through Hellewi’s mobile app.

Benefits for customers and end users

For Hellewi’s customers, automation has been the biggest win.

Automation is definitely the key benefit. Before, we had to upload contracts manually. Now, thanks to Visma Sign, the process is truly streamlined.
In municipalities with long distances between offices, this has saved an enormous amount of time.

Another major improvement is digital archiving:

“We’ve expanded the service so that documents required to be retained for a certain period are now automatically archived via Visma Sign. This has been very popular, as it helps organisations meet their legal obligations easily”, Tikka explains.

Benefits for Wildfrost as a software provider

For Wildfrost Oy, integrating Visma Sign has been a significant extension to their service offering.

It’s modern business — customers want to manage everything in one place.

Tikka is eager to promote Visma Sign. “The integration is easy to implement and intuitive to use. Collaboration with Visma Sign has been close and supportive — we’ve always received help when needed”, he summarizes.

A complete solution

Today, Hellewi covers almost all key signing and archiving processes through the Visma Sign integration. The result is a comprehensive, automated solution that saves time, reduces paperwork, and improves user experience for everyone involved.

The partnership between Hellewi and Visma Sign demonstrates how smart integration can transform workflows, free up valuable time for teaching and management, and make digital administration truly effortless.

Ani Rumpu is a content creator in the marketing team at Visma Solutions. With a long background in journalism, she believes that in marketing, as in news, honesty always beats empty words.