Every inquiry to a private school enters one admissions board in the CRM, and each stage change sends the family its next step, from tour reminders to an offer letter with a deposit payment link once the principal approves.
Typical results
≈6 hrs/wk
Admissions officer time saved on follow-ups
7 days
In one stage before a family gets a nudge
≈3 days
From interview to offer letter
Figures reflect typical results for this kind of automation.
The challenge
Private school admissions often run on spreadsheets, inboxes and memory. Inquiries arrive from the website, open days and phone calls, and each family needs tour details, a document checklist, assessment-day instructions and interview times. The admissions officer sends these by hand, families who go quiet are rarely followed up, and offers wait for the principal's sign-off by email.
Before and after
Inquiries that reach deposit paid
+15%Admissions officer hours on follow-ups per week
−67%Days from interview to offer letter
−70%The automation
Website inquiries, open-day sign-ups and phone calls enter one CRM admissions board with stages from tour booked to deposit paid. Each stage change triggers the next step: tour reminders, a document checklist, assessment-day instructions and interview slots. When the principal approves the decision in the CRM, the family receives an offer letter with a deposit payment link. A family that sits in one stage for 7 days gets a reminder, and the admissions officer gets a follow-up task.
How it works
- 01
Every inquiry on one board
Website inquiries, open-day sign-ups and phone calls enter the CRM admissions board at the first stage.
- 02
Stage changes send next steps
Tour reminders, the document checklist, assessment-day instructions and interview slots go out as each stage changes.
- 03
Principal records the decision
After the interview, the principal sets the decision in the CRM with the assessment and interview notes in view.
- 04
Offer letter and deposit
Approved families get an offer letter with a deposit payment link, and payment moves them to the final stage.
- 05
Stalled families nudged
A family sitting in one stage for 7 days gets a reminder, and the admissions officer gets a follow-up task.
Starts from
- Website inquiries
- Open-day sign-ups
- Phone inquiries
Delivers
- Stage-based family messages
- Offer letter after approval
- Deposit payment link
The impact
About 15% more inquiring families reach the deposit stage, mostly because quiet families are followed up on time. The admissions officer saves roughly 6 hours a week on routine messages, and offer letters go out about 3 days after the interview instead of 10.
Questions about this automation
How does the principal approve decisions?
After the interview, the family's record shows the assessment results and interview notes in one place. The principal sets the decision field in the CRM to approve, waitlist or decline. Only an approval sends the offer letter and deposit link, and waitlist or decline messages are reviewed by the officer before they go out.
Can families book tours and interviews themselves?
Yes. Tour and interview messages include a booking link that shows open slots from the admissions calendar, and the chosen time is saved to the family's record with reminders before the visit. Rescheduling uses the same link, so the officer does not handle back-and-forth messages.
What does the admissions team need to start?
A CRM the admissions team can use, the school's existing letters and checklists, the deposit payment method and the stage rules, such as when to send a reminder and who gets the task. This is a multi-step build, usually rolled out in stages, often starting with inquiry capture and tour booking.