Education
From inbox chaos to a single student operating system
A multi-office education consultancy replaced fragmented tools with EduSaaS and a governed AI assistant — cutting manual coordination and accelerating enrolment.
Pacific Education Group
Client challenge
Where the work was stuck
- Counsellors tracked students across email, spreadsheets, and a generic CRM that did not understand intakes or document packs.
- Branch managers could not compare conversion or workload without a monthly rebuild of reports.
- Incomplete files surfaced late, delaying offers and creating avoidable student drop-off.
- New staff took weeks to learn ‘how we really do things’, because process lived in people’s heads.
Solution
Consulting approach and software delivered
- We mapped the enquiry-to-enrolment journey across four offices and designed a single student record in EduSaaS.
- Document checklists, expiry alerts, and counsellor workloads were made visible to managers without extra reporting work.
- SOPAN AI Assistant was connected to policy and programme knowledge so staff could draft accurate follow-ups with sources.
- Change was sequenced by office: one branch live, then a two-week hypercare window, then the rest of the network.
Results
Outcomes you can put on a board pack
0%
reduction in manual coordination
0×
faster counsellor onboarding
0%
gain in operational efficiency
Before vs after
The operating picture changed
Before
- Leads duplicated across tools
- Documents chased by email
- Branch reporting rebuilt monthly
- Onboarding depended on shadowing
After
- One pipeline and student file
- Checklists with expiry and audit
- Live conversion by office
- Playbooks inside the product
Technology stack
EduSaaSSOPAN AI AssistantAWSPostgreSQLNext.jsMicrosoft 365
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