How the city of Kortrijk saved more than 15 minutes per dossier thanks to CheckHub

A pilot project carried out with CEVI to digitalize document collection within the Vreemdelingen module

Presentation of the client

The city of Kortrijk is a Belgian municipality located in West Flanders.

Within its population services department, teams manage dossiers related to foreign nationals through the Vreemdelingen module, which involves the collection and validation of numerous administrative documents.

The challenge

Before integrating CheckHub, teams were facing significant pressure at the service counters.

Citizens often had to visit multiple times to complete their dossier, leading to longer processing times and a considerable administrative workload for staff members.

Processes still relied heavily on paper, with a growing need for digitalization and process optimization.

The CheckHub solution

As part of the partnership between CEVI and CheckHub, a pilot project was implemented within the Vreemdelingen module for the city of Kortrijk.

The integration allows documents to be requested digitally. Citizens receive a unique link by email and can upload their documents without creating an account, using a computer, tablet, or smartphone.

The solution automates several steps of the process:

• Automatic reminders
• Document validation and compliance checks
• Centralization and direct addition of documents to the dossier

Both staff members and citizens can easily track the progress of dossiers through a clearer and more structured process.

The system was perceived as smooth and accessible, both for staff members and citizens.

Results obtained

The pilot project carried out in the city of Kortrijk led to:

• 15 to 20 minutes saved per dossier
• Reduced paper usage
• Shorter processing times

These improvements helped reduce administrative workload, improve dossier processing efficiency, and strengthen citizen satisfaction.