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Managing partnerships, student mobility and audit-ready data sets: QS MoveON as a technology partner of Erasmus+
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10 April 2026
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Managing partnerships, student mobility and audit-ready data sets: QS MoveON as a technology partner of Erasmus+
Our ‘Managing Erasmus+ at scale: Simplifying mobility and partnership’ webinar, hosted by Eleni Bolou-Schlesinger, Aurelia Cheoseaua and Barbora Gemzova, asked its audience to identify the main problem that their international office is experiencing. 36 percent of respondents chose ‘tracking and maintaining social agreements with other institutions’ and ‘too many systems, spreadsheets and manual workarounds means that time investment is excessive’. Another 27 percent highlighted ‘managing learning agreements and making last minute changes at scale’ was their biggest concern. We presented a solution to alleviate these issues: QS MoveON.
What is QS MoveON?
In the webinar, Aurelia describes MoveON as “an operational system that covers the whole of Erasmus management and is highly customisable and can reflect the real processes and any reporting needs or any internal needs for any institution.” It is a workflow manager designed to help staff in international offices manage their university’s different international partnerships and agreements.
The results of the poll conducted live in our webinar reflected a wider trend: that current workflows and programmes like Excel are no longer effective in managing international partnerships. Many universities are interested in maintaining and expanding their international outreach, engaging in multiple projects with other institutions, increasing their number of international students and making data driven decisions when allocating time and financial investment. “Mobility is growing across the EU and globally,” claims Aurelia and “a digital-first approach is no longer optional.”
MoveON is designed to manage partnerships effectively and gives visibility to all staff. It is a system designed to organise large data sets and is able to produce publishable assets from that data, ensuring that the office is always audit-ready and meets the reporting requirements of Erasmus and the university.
It also integrates partnership data with QS insights which help to inform strategy: whether a partnership is effective and should be maintained or built upon, or whether investment in other areas would be more beneficial.
How QS MoveON differs from the current Erasmus + technology
The current Erasmus+ system also has a digital first approach and offers users an app with which to manage partnership data. As a technological partner, QS MoveON provides an alternative data management system which complies with Erasmus requirements but also allows clients to manage partnerships and projects with universities outside of the EU.
The MoveON system is customisable, more advanced in data processing, and allows for visibility across teams to produce reports and use data effectively.
It also has a portal for students which allows them to be empowered on their own learning journey, consequently saving time for the international office staff and streamlining their workday.
An efficient workflow for your international office
The most prominent issue that university international offices face is that their current systems are not streamlined enough to keep up with increasing demand. The time demand for small but necessary tasks such as updating students, transferring and updating several data sets, and locating information to move to and from different departments is excessive.
MoveON presents a solution by automating all of this, giving staff more time to focus on using data innovatively and informing overall strategy. Barbora highlights that the automation of the MoveON system means that there are “fewer lost files, no disputes about the most recent versions of an agreement, fewer errors, better reporting, and more strategic oversight”. She reports that feedback times are also significantly optimised with clients claiming that “it may sound too good to be true, but agreement sign times are shrinking from three months to one day with MoveON.”
Ana Luisa Marques at PUCPR claims that “MoveON has significantly contributed to centralising agreement-related information that was previously scattered across spreadsheets, folders, and emails.” The centralised system of QS MoveON means that all relevant teams and staff can access the same information and, if an update is made or data or documentation is added, changes will be visible by all staff.
How QS MoveON enhances the student experience
Some of the issues that students experience while studying abroad are confusion around multiple sites and systems that they must navigate, a lack of communication and transparency regarding the progress of their application and navigating the steep learning curve around immigration and what is applicable to their situation.
QS MoveON addresses all of these concerns. Barbora explained in the webinar that the QS MoveON system offers students a single user-friendly portal where they can receive clear instructions about what is required of them and check on the progress of their application. Students can access all their uploaded documents easily and receive guidance about the migration process which is specific to their situation.
Dr Maria Nieves Sanchez Menendez at Universidad Complutense de Madrid, a customer of QS MoveON commented “The new portal offers a much more intuitive interface and makes navigation easier. Students can access and track their mobility information independently, which encourages engagement and autonomy.” It empowers students to monitor and track their own student journey, giving them peace of mind and making requirements clear. It also means that international offices will spend less time answering questions from students and can spend more time solving the bigger problems.
Customisation and integrating QS MoveON
QS offers MoveON users an “implementation phase” where the database will be set up in collaboration with a product manager from QS. This is because the MoveON system is highly customisable and allows universities to alter and adjust their databases and dashboards according to their specific needs. The project manager will show staff at the university how to make and maintain these changes so that the software is able to work optimally as well as altering the software to meet the university’s specific needs.
Barbora explains that customisations that universities may want to make “depends on the region of where we are, the country, which mobilities are actually managed. Some universities will only focus on Erasmus mobilities, but other universities will focus on national mobilities, overseas mobilities, freemovers, traineeships, staff mobilities, long term mobilities, short term mobilities.” MoveON can work for every situation. “We can use our standard system but also customise it to any institutional needs.”
Where you can learn more about adopting QS MoveON at your university
Aurelia highlights that QS MoveON is currently being used in over 500 international offices in over 70 countries, 300 of which are in the EU and are being used alongside Erasmus agreements. "The level of adoption demonstrates that MoveON is already being used to manage mobility, agreements, grants and any type of reporting on a large scale.”
She says, “We are very proud to talk about our community because MoveON is more than just a software. It’s a very active community where people come together to discuss their experiences, challenges and they are helping us to improve the solution on a monthly and quarterly basis.” The QS Higher Education Summit Europe hosts the QS MoveON Conference and is a meeting point for this community to engage with each other and talk about their experiences so that the system can be improved based on real life examples.
The first day of the conference is an introduction to the software providing updates on its evolution. According to Barbora, it “involves a lot of training sessions led by our technical team about the new functionalities and plan for the next year.”
The second day is “led by MoveON users who present their challenges, workflows and scenarios that they have developed in MoveON including complex Erasmus processes and other partnership management approaches.”
For more information around QS MoveON, visit our website or join the conversation at this year’s QS MoveON Conference which will be hosted in Budapest, Hungary on the 24th-25th of June 2026.
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