Education · 2024
How a school group tripled admissions throughput
K-12 school group, 3 campuses
Illustrative sample — not a real client engagement
These projects demonstrate the kind of work and the level of detail a real case study will carry. They are composites, not client work, and carry no client attribution. Real engagements replace them as clients give written permission.
- 3×
- Admissions throughput
- 12 → 4 days
- Enquiry to enrolment
- 89%
- Fees collected online
- 0
- Queue days at the fee window
Applications processed per staff-day, season over season
Median time across the full admissions cycle
Digital payments as a share of total collection, term 2
Previously 5–6 days per term
At a glance
- Industry
- Education
- Timeline
- 3 months
- Team size
- 4
- Investment
- ₹18,00,000
- Payback
- 7 months
The problem
Admissions enquiries arrived by phone, walk-in and web with no shared record, so follow-up depended on whoever remembered. Applications were printed, filled by hand and re-keyed. Fee collection meant queues at the office window on the first week of every term.
The challenge
Parents ranged from highly digital to no email address, so the system could not assume online-only. The academic calendar also meant a hard deadline — missing the admissions window would cost a full year.
Our approach
We built for the least digital parent first, then added convenience for everyone else. Applications could be completed by office staff on behalf of a walk-in parent using the same form, so there was one data path rather than two. That decision is why the office could still serve parents who arrived in person without maintaining a parallel paper process.
What we built
The solution.
Unified enquiry capture
Phone, walk-in, web and WhatsApp into one queue with counsellor assignment.
Assisted applications
Staff can complete an application with a parent at the desk — same form, same data path.
Online fee collection
Instalments, partial payments, automatic receipts and reconciliation.
Parent portal
Application status, documents and payment history without a phone call.
Technology used
- Next.js
- Laravel
- MySQL
- Razorpay
Timeline
How it ran.
Discovery
Weeks 1–2Observed a full admissions day at the main campus.Design
Weeks 3–4Forms tested with eight parents across the digital-confidence range.Build
Weeks 5–11Fortnightly demos with office staff.Launch
Week 12Live two weeks before the admissions window opened.Return
Did it pay for itself?
Investment against measured annual return. Figures agreed with the client's finance team rather than estimated by us.
- ₹18,00,000
- Investment
- ₹32,00,000
- Annual return
- 7 months
- Payback period
What we'd do differently
The part that didn't go to plan.
We launched with WhatsApp notifications switched on for every event, which parents found intrusive within a fortnight. We had to add granular preferences in the first month. Notification defaults deserve as much thought as the features themselves — we'd now ship conservative and let people opt in.
What's next
Attendance and exam modules planned for the next academic year.
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