Enrollment Data Health Check

A close look at how family records move through your network today: your intake forms, your automations, your enrollment platform, and how it all connects. Every finding is written down and grouped by when it needs to be fixed.

What we review

Five areas, reviewed in your live systems with your team.

Your recruitment process

We document how your team manages new leads, qualifies them, and processes applications, to find hand-off points and areas of friction.

Your intake forms

Field by field: year labels, validation, school lists, sibling and multi-child intake, and the Spanish version.

Your automations

Every workflow, owner rule, follow-up task, and email your CRM sends, including last season’s that are still running.

Your enrollment platform

How applications get there today, and what its API and file exports allow for a sync with your CRM.

Your data map

A diagram of how your team, family records, applications, and systems relate, today and after the fixes. We don’t change your SIS, but we plan your records to line up with it, with a unique ID for every child and parent.

What you get

A report your team and leadership can work from.

Enrollment calendar

Your key dates from applications opening through registration, next to the work that has to land before each one.

Data map diagram

Your current state and a proposed future state, in a file your team can open and edit.

Recruitment process map

How your team moves a family from new lead to qualified lead to processed application, with each hand-off and point of friction marked.

Data-flow map

Each hand-off from form to enrollment platform, and where guesswork or re-keying creeps in.

Findings report

Each finding says what we found, where it lives, why it matters, and what we recommend.

Deadlines

Findings grouped by when they need to be fixed: before applications open, before your next enrollment event, and later.

What a finding looks like

An example, with details changed.

Before applications open

The ZIP code field accepts any text

What we found

The application’s ZIP code field has no validation.

Why it matters

Bad ZIP codes can break address matching, require follow-up calls, and break any priority logic and/or routing assignments.

Recommendation

Create a custom field, “Application Zip Code,” and make it required. Require five digits and limit entries to qualified ZIP codes, with an error alert for anything outside the valid entries. A workflow maps the input to the default “ZIP code” field.

After the Health Check

We go through the findings with your team and work out the fixes together: updated forms, team assignments and escalations, validation rules, and a sync with your enrollment platform. You get one quote for the full solution.

Timing

As little as 3 business days for a simpler setup, and longer when you run more forms, workflows, or systems.

Price

Priced to your network’s scale, based on what we learn in your Enrollment Chat, and credited toward your build if you proceed. If you don’t proceed with a build, the fee is non-refundable.

Book a 30-Min Enrollment Chat

Pick a time that works for you. Bring last year’s goal and where you landed.

Book a Chat