K-12 Education Data Systems

Unify your data. Streamline your workflows. Focus on students.
——————————————

Your Problem (and you’re not alone)

• Google Sheets everywhere: Recruitment leads pile up in shared spreadsheets—no version control, no audit trail, no alerts.

• Disconnected systems: The CRM you use for parental outreach doesn’t talk to the online application portal, so recruiters keep reaching out to parents already further down the funnel.

• Duplicate records: “Is Emily Ramirez the same person as Emely Ramirez?” Hard to tell when data lives in five places.

• Family chaos: You can enroll a student, but you can’t see that her two siblings are already in the system; or that Mom was an alumna who attended three open-house events last year; or that the Dad submitted a form once and your recruiters are still trying to get hiumto submit an application for their *already* enrolled child.

• Workflow whiplash: One team automates emails in Mailchimp, another builds Zapier zaps, a third runs manual mail-merges—no unified logic.

• Legacy Email & Form Templates: Old systems haven't kept up with newer releases, look like they were made in the 2010s, and may no longer make sense in your applicants' current recruitment journey.

• Touchpoint amnesia: Event RSVPs live in Eventbrite, info-requests in Gravity Forms, campus-visit notes in a binder. By the time you read an application, you’ve lost the story of how the family first engaged.

—————————————

Our Service: Education Data Integration & Workflow Design

We turn fragmented data into one clean, relational ecosystem so you can recruit, enroll, and support families with confidence.

Phase 1 – Data Discovery & Audit

• Map every source: Google Sheets, SIS, CRM, application portals, event platforms, email tools.

• Identify the source of truth: Prioritize data sources, determine how to identify duplicate & conflicting records with fuzzy-matching algorithms, and document workflows to resolve duplicate data and conflicts.

• Document family relationships (parents ⇄ students ⇄ siblings) that never existed in any single system (primary vs. secondary guardian, siblings, children, age, grade, enrollment status).

• Diagram both the current systems and propose ideal system possibilities.

• Agree upon concrete goals to inform how the system is built.

Phase 2 – Centralized Data Hub Build

• Suggest an ecosystem of integrations or 3rd-party solutions based on budget and LOE available.

• Real-time connectors or nightly ETL to keep all source systems in sync — no manual exports.

• Stand up a secure, cloud-based data warehouse (AWS, BigQuery, Snowflake, or Azure) owned by you.

• Create a golden record for every person and family: unique ID, contact graph, recruitment history, application status, event attendance, communications log.

• Document manual import records process to prevent duplicates but also update existing records.

Phase 3 – Workflow & Automation Unification

• Design one recruitment funnel that triggers emails, tasks, and calendar events from the hub.

• Replace spreadsheet checklists with Waterfall-style or Kanban-style pipelines visible to Admissions, Marketing, and Finance.

• Build family-centric dashboards: “The Johnsons—2 kids enrolled, 1 prospect, attended STEM night, requested financial-aid webinar.”

Phase 4 – Reporting & Continuous Improvement

• Self-service HubSpot templates: funnel conversion, event ROI, diversity metrics, goal-tracking.

• Built-in anomaly alerts (e.g., duplicate email detected, application abandonment, event no response).

• Training and documentation so your staff — not us — own the system going forward.

—————————————

Deliverables You Can Hold Us To

1. Enrollment Rate – Improve % of pledged students that show up to Day One classes.

2. Data Source Inventory & Deduplication Report – 100 % overlap identified.

3. Centralized Hub Schema & Access Credentials – you control the keys.

4. Family Relationship Graph – every parent linked to every child and application, past & present.

5. Recruitment & Enrollment Workflow Playbook – step-by-step, system-agnostic.

6. Live Dashboards – refreshed daily, exportable to PDF for board meetings.

7. Contract Hyper-care – Slack channel with <4 hr response time.

—————————————

Tech We Love (and will meet you where you are)

SchoolMint, PowerSchool, Alma, HubSpot, Salesforce Education Cloud, Zapier/Make, Tableau, Python dbt, AWS — open architecture means you’re never locked in.

—————————————

Next Step

Book a 45-minute Data Pain Call. We’ll screen-share your current sheets and systems, spot the quickest wins, and send you a one-page Integration Roadmap—no charge, no obligation.

Stop wrangling spreadsheets or using incorrect data points. Start welcoming families.
Let’s unify your education data today.