The problem
Admissions is a season-driven flood. H-Farm College processes 2,000+ applications a year, and the work around each one — communications, follow-ups, sorting, and triage — was largely manual. Tasks that should take minutes were taking days, prospective students waited for replies, and the team's time went to administration instead of actually engaging applicants.
When the bottleneck is your front door, every delay is a lost candidate.
What I built
I automated the admissions pipeline end-to-end across three fronts:
- Communications workflows — the repetitive applicant-facing messages and internal hand-offs became automated, event-driven sequences, so nothing falls through the cracks during peak season.
- Applicant scoring — incoming applications are scored automatically, letting the team prioritize attention where it matters instead of working through an undifferentiated queue.
- AI chatbot for prospective students — a conversational assistant answers prospective-student questions instantly, deflecting routine queries and capturing intent around the clock.
The whole system was designed to absorb seasonal spikes without adding headcount, and to keep working long after launch — not a one-off project, but durable infrastructure.
The results
- 2,000+ applications/year flowing through an automated pipeline.
- Tasks that used to take days now happen immediately.
- Productivity went up right away, and the admissions team was set up for the long term rather than firefighting each cycle.
Want the same?
If a seasonal flood of inbound — applications, leads, tickets, requests — is overwhelming your team, automation plus a well-scoped AI assistant can carry the load. Book a 30-minute call and tell me what's piling up.