FEATURED PROJECT

Private school admissions,
fully automated.

A complete inquiry-to-enrollment automation system built for ALC Campus — turning manual admissions admin into a self-running pipeline.

INDUSTRY
Education / Micro-Schools
SERVICES
CRM Pipelines, Email + SMS Automation
DELIVERABLE
End-to-end admissions system
01 The system in action

Real interfaces, real automations

Every family touchpoint runs through a connected pipeline — no spreadsheets, no missed follow-ups.

app.gohighlevel.com / pipelines / admissions
ALC Admissions Pipeline
All stages This week
NEW INQUIRY12
Anderson Family
Form submitted
AF
Patel Family
Lead magnet
PF
Garcia Family
Form submitted
GF
CAMPUS VISIT8
Chen Family
Visit Mar 14
CF
Williams Family
Visit Mar 16
WF
Lopez Family
Visit Mar 18
LF
DISCOVERY DAYS5
Brown Family
Day 2 of 3
BF
Singh Family
Forms pending
SF
ENROLLED23
Martinez Family
Welcome sent
MF
Kim Family
Tuition paid
KF
Davis Family
Welcome sent
DF
CRM PIPELINE VIEW
Every family is automatically tracked through pipeline stages, with full visibility into where everyone is in the journey.
9:415G 100%
AC
ALC Campus
Today 2:14 PM
Hi Madison! Did the Anderson family attend today's campus visit?
Reply YES or NO
YES
✓ Got it! Sending the Discovery Days form to the Andersons now.
AUTOMATED SMS LOOP
Two-way SMS keeps Madison in the loop with one-tap responses.
Workflow Builder
TRIGGER
Form submitted: Inquiry
WAIT
1 day
Active • 247 contacts in flow
WORKFLOW BUILDER
Triggers, delays, and sends wired into one visual flow.
02 Workflow architecture

Five connected automation phases

Each phase handles a distinct part of the family journey — together they form one seamless system.

Phase 1 — Inquiry & nurture
Capture leads and guide them to book a campus visit
Automated Lead source
Inquiry formWebsite submission Inquiry callBooked via calendar Lead magnetResource download Contact added to pipelineTagged as "New inquiry" Wait 1 dayBuilt-in delay Nurture email sentCTA: book a campus visit
Phase 2 — Campus visit
Confirm, remind, and verify attendance automatically
Automated Manual reply Decision point
Parent books campus visitPipeline stage updated Confirmations sentEmail + SMS reminders Day-before reminderAttendance confirmation message SMS sent to Madison"Did they attend? YES or NO" Madison's replyRoutes the contact YES NO Visit completedDiscovery days form sent No show / rescheduleReschedule prompt sent
Phase 3 — Discovery days
Schedule trial days and evaluate family fit
Automated Manual action Decision point
Family submits availabilityMadison notified by email + SMS Madison reviews + confirmsAligns with guides' schedules Discovery days bookedConfirmation + reminders sent Intake forms sentQuestionnaire, waiver, contacts Fit evaluationMadison assesses after visit Waitlist Good fit Not a fit WaitlistNurture until spot opens Acceptance email→ proceed to enrollment Not a good fitRespectful nurture flow Good fit families continue to Phase 4 — Enrollment
Phase 4 — Enrollment
From acceptance to fully enrolled student
Automated Manual action
Acceptance email sentIncludes deposit payment link Deposit paidAuto-confirmation sent Contract sentReminders if unsigned Paperwork signedMadison notified Tuition invoice sentMadison sends + advances stage Tuition paidContact moves to Enrolled Enrolled — welcome sequence sent
Reminders & notifications
Cross-pipeline automations triggered at key stages
Trigger event Family reminder Internal alert
Visit bookedTrigger ConfirmationEmail + SMS sent Day-before reminder24 hrs prior 1 hr post-visitTrigger SMS to Madison"Did they attend?" No-show flaggedTrigger Reschedule promptSent to family Discovery bookedTrigger Confirmation+ intake forms Pre-visit remindersForms incomplete Acceptance sentTrigger Deposit remindersIf unpaid after delay Contract sentTrigger Sign remindersIf unsigned after delay Paperwork signedTrigger Madison notifiedSend tuition invoice Tuition invoice sentTrigger Tuition remindersIf unpaid after delay EnrolledTrigger Welcome sequenceOnboarding emails
03 Outcomes

What changed for ALC Campus

Before automation, admissions ran on memory and spreadsheets. After, the system runs itself.

Simplified
Admissions process

Every stage in the family journey is mapped, automated, and consistent — from first inquiry to first day.

Consistent
Parent follow-up

Every family gets the same timely confirmations, reminders, and nurture — no one falls through the cracks.

Reduced
Manual admin work

Confirmations, reminders, paperwork, and welcome sequences run on autopilot, freeing Madison for high-value work.

Full visibility
Pipeline insights

Real-time view into where every family stands — who needs follow-up, who's ready to enroll, who's waitlisted.

GSD Ninjas
Operational systems & automation for service businesses
ALC Admissions Automation
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