Project case study · Education & campus operations
Connecting family inquiries, enrollment and campus operations
Adaptiv Stratum connected public enrollment inquiries to staff follow-up for a private Montessori school with multiple campuses. Separate staff workflows supported admissions and facilities coordination.
Delivered by Adaptiv Stratum using virtual agents and connected systems. Client name and identifying details are withheld.
- Industry
- Education & campus operations
- Contribution
- Public inquiry handoff, staff enrollment checklists and reporting
- Scope
- Public questions, staff enrollment administration and facilities coordination
- Status
- Delivered workflow
The problem
A family inquiry needed an administrative next step.
The school's inquiry information and enrollment checklists were spread across systems, local spreadsheets and messages. Following a family's next step could depend on finding the right email or asking someone who remembered the details.
Adaptiv Stratum connected public family inquiries with staff follow-through. Separate staff-facing work connected document checklists and administrative context, preserving the difference between an inquiry, an application milestone and an enrolled student.
The work and decision
Carry public questions to staff and keep record work distinct.
Adaptiv Stratum connected public enrollment inquiries with staff handoff and supported separate staff workflows for admissions administration and facilities requests. The virtual agent answered routine campus, tour and application questions using approved public guidance. It did not access identifiable student enrollment status or student records.
Within the separate staff-facing admissions workflow, document-submission status and required checklists helped registrars distinguish an item received from one still needing review. Existing student-information and financial systems stayed in place.
Separately, facilities requests carried campus, room or equipment context into maintenance coordination. Repair queues and parts information stayed attached to the location needing attention. That work had its own follow-through and was not an enrollment record or a reason to expose family information.
Responsibility. The virtual agent supported public questions and inquiry handoff. School administrators and registrars handled record-based follow-up and retained admissions, placement, exceptions and official student-record decisions. Maintenance coordinators retained facilities responsibility. Connected reporting did not make family information appropriate for every role or turn these functions into one unrestricted shared record.
Delivered workflow
Follow the public inquiry into staff review.
Capture the public question
Keep the campus preference, grade-level interest and family's question together for staff handoff.
Provide approved information
Support routine tour and application questions within the available enrollment guidance.
Staff follow the checklist
School staff followed document status and required paperwork within the admissions workflow.
Staff review enrollment questions
School staff reviewed exceptions and individual enrollment questions requiring registrar judgment.
A conversation or checklist was not an admission decision.
School staff reviewed document submissions and individual enrollment questions. An item received could still need review.
The result
Staff could follow enrollment work in its own context.
Families had a structured route to public enrollment information and responsible school staff. In the separate staff-facing workflow, leadership reporting kept inquiries, application milestones, document status, enrollment counts, attendance summaries and facilities activity distinguishable. An open repair request was not completed maintenance.
The delivered capability supported administrative follow-through across campuses.