Client Overview

A local community college in New Hampshire relied on an online enrollment form to collect prospective student and applicant information. Their admissions and enrollment teams used an internal CRM to manage candidate records, follow-ups, and status changes—but key data was being moved between systems manually.

The Challenge

The college’s enrollment workflow had three persistent problems:

  1. Manual re-entry from the online form into the internal CRM created delays and frequent data inconsistencies (duplicate records, missing fields, stale contact info).

  2. Profile data needed to be updated after the initial sync (e.g., program of interest, status, readiness steps, notes, and other attributes) using additional API calls—something the team had no clean way to automate reliably.

  3. Weekly visibility was limited. Leadership needed a consistent weekly report summarizing new enrollments and record updates, without staff spending hours pulling and formatting data.

Our Solution

We delivered a lightweight integration layer that automated the full enrollment data pipeline—from intake to CRM updates to weekly reporting.

  • Automated Form-to-CRM Sync:
    We connected the online enrollment form system to the internal CRM so each new submission triggered an automated sync, including field mapping, validation, and de-duplication logic to prevent record clutter.

  • API-Driven Candidate Profile Updates:
    After the initial record creation/match, the workflow executed a sequence of API calls to update the candidate profile in the CRM (e.g., updating standardized fields, applying statuses/tags, and enriching the record based on enrollment responses). This ensured the CRM was not only populated—but kept accurate and actionable.

  • Weekly Enrollment & Update Reporting:
    We implemented a scheduled weekly reporting job that aggregates:

    • net-new enrollments (new candidates created)

    • candidate records updated (changes made since last report)

    • key breakdowns (e.g., program interest, source, campus/location where applicable)
      Reports were delivered in a format the team could use immediately (e.g., emailed summary + spreadsheet/table output for tracking and sharing).

  • Reliable, Low-Maintenance Architecture:
    The integration was designed to handle spikes in submissions, retries on transient API failures, and clear logging for troubleshooting—so staff weren’t pulled into technical fire drills.

Results

  • Faster processing of new enrollments: submissions appeared in the CRM quickly and consistently, reducing delays in outreach.

  • Improved data quality: fewer duplicates, fewer missing fields, and more accurate candidate profiles due to automated validation and structured updates.

  • Less administrative burden: staff no longer spent time re-entering data or stitching together weekly reporting.

  • Better weekly decision-making: leadership received a dependable, repeatable summary of enrollment activity and record changes—without manual effort.

Conclusion

By integrating the college’s online enrollment form with their internal CRM, automating profile updates via API, and generating weekly enrollment reports, we helped the admissions team operate with cleaner data, faster follow-up, and better visibility—without adding complexity to their day-to-day workflow.