Illustrative case vignette
An independent school answered every family — in season, at night, at scale
A two-person admissions office covered a full inquiry season without adding staff, and files completed weeks earlier.
Illustrative composite — not a client testimonial
This example describes a possible workflow change without presenting modelled figures as verified performance.
Where it started
Inquiries arrived in seasonal waves, mostly in the evening. The office replied within one to two business days, and families frequently went quiet between inquiry and application. Application files were tracked in a spreadsheet with a column for every missing document.
What we built
The build was phased so the first value landed in weeks, not quarters.
- One response layer across form, chat, phone and email, connected to the SIS
- Tour and shadow-day booking against live availability, with waitlist fill
- Application file automation: requests, chasing, extraction and completeness scoring
- A funnel dashboard by division, source and entry year
What we mapped first
- Six inquiry entry points, none connected to each other
- Tour scheduling handled by email across three calendars
- Eleven document types with different sources and chase patterns
- No shared definition of a complete file
Illustrative voice of the team
“The evening inquiries used to wait for us. Now they are answered, booked and on the calendar before we open.”
Director of Admissions (illustrative)
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