Automated Operations for an Education Company
An end-to-end operations system that automated student onboarding, contract management, payment processing, parent notifications, and business reporting. The result was less manual work, improved customer experience, and complete visibility into enrollment and financial performance.
Overview
This education business relied on several manual processes to manage student enrollments, contracts, payments, and parent communications. As the number of students grew, administrative tasks were taking up more time each week and making it harder to maintain an efficient workflow. I built a custom solution using Airtable and Make.com to automate key operational processes, improve visibility into business performance, and reduce the need for manual work.
Challenge
The client was spending hours each week manually adding students, processing payments, sending notifications, and tracking enrollment data. Information was spread across multiple systems, making reporting time-consuming and increasing the risk of errors. The business needed a more efficient way to manage operations while providing a smooth experience for both staff and parents.
Solution
I built a custom operations system using Airtable and Make.com that automated the client’s enrollment, contract, payment, and reporting processes. Student registrations are automatically captured and organized in Airtable, while parents receive notifications, contracts, and payment instructions without manual intervention. Payment data is processed automatically and recorded in Airtable, with parents receiving confirmation when payments are received. To improve visibility, I also created dashboards that give the client a real-time view of enrollments, revenue, expenses, profit, and other key business metrics. By connecting these workflows into a single system, the client was able to reduce manual work, improve accuracy, and manage day-to-day operations more efficiently.
Results
The new system reduced administrative workload by approximately 10 hours per week and eliminated many repetitive manual tasks. The client now has a centralized view of enrollments, payments, and business performance, allowing them to make faster and more informed decisions. Automated notifications improved the parent experience, while streamlined processes created a stronger operational foundation for future growth.