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Services:
Web Portal Development / School Operations Transformation / Financial Integration / UX/UI Design
Tools:
Modular Back-Office Ecosystem, Workflow Automation Engine, Finance/Billing Integration, Notification System
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01
General

The Junior & Senior School sought to consolidate core administrative functions such as contact management, admissions, payments, and exam logistics, into a single, unified platform. The initiative aimed to retire disjointed spreadsheet-based processes in favor of a centralized, efficient digital workspace.

02
Objectives

The primary objectives were:

  • Unified Management: Unify stakeholder contacts, application pipelines, and financial transactions in one system.
  • Digital Transformation: Digitize and streamline student-facing application workflows (e.g., Extracurricular Clubs).
  • Financial Visibility: Deliver real-time insight across orders, invoicing, and receipts.
  • Maintainability: Implement a flexible configuration layer to simplify ongoing system administration.
03
The Challenge

Key operational challenges included:

  • Data Silos: Operational data was scattered across spreadsheets, obscuring the true status of applications and payments.
  • Revenue Inefficiency: Revenue collection relied on manual tracking and labor-intensive follow-up.
  • Complex Demand Management: Handling waitlists and cancellations for extracurricular activities was prone to error.
  • Reconciliation Issues: Correlating examination entries with payment status was a manual, error-prone process.
04
The Solution

We deployed a modular, secure back-office portal tailored to the school’s specific operational needs. The solution features:

  • Centralized CRM: A comprehensive, searchable directory for secure contact and profile management.
  • Intelligent Workflows: Structured application pipelines for activities with automated status tracking (Success, Waitlist, Cancellation).
  • Financial Control: Integrated billing and reconciliation tools providing instant insight into paid, pending, and failed transactions.
  • Integrated Administration: Automated monitoring of exam confirmation status linked directly to financial records.
  • Dynamic Configuration: Robust tools for managing academic calendars, holidays, staff hierarchies, and system rules.
05
The Result

Admins gained total visibility and control over school operations and revenue streams. By establishing consistent logic for school rules and data, we simplified maintenance and communication. The transition to transparent, trackable automated workflows has drastically reduced administrative overhead and eliminated manual intervention risks.

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