Transforming Student Enrollment and Lead Management with AI-Powered Automation
1,200+
leads efficiently tracked
80%
reduction in support cost
Zero
missed student enrollments
Jashan Preet Singh
Director
"Builts Ai feels like an extension of our team — automating our lead management and enrollment workflows has completely transformed how we operate."
Use Case:
AI-Powered Student Enrollment & Lead Management Automation
Industry:
Education & Career Training
The Challenge: How can Thompson Career College streamline lead management and automate enrollment workflows?
Thompson Career College (TCC), a leading career training institution in London, Ontario, faced a challenge common to educational institutions: managing high volumes of leads while ensuring timely follow-ups and seamless student onboarding. The admissions team struggled to track leads effectively, manage marketing campaigns, and coordinate follow-ups. Manual processes led to delays, missed opportunities, and inconsistent enrollment experiences.
“We needed a system that could manage our leads efficiently, automate follow-ups, and ensure that every student enrollment triggers the necessary forms, LOAs, and portal access — all without adding more administrative burden.”
TCC also wanted to handle off-hour calls and inquiries seamlessly, while reducing errors and missed opportunities in their admissions pipeline.
The Solution: AI-Powered Enrollment Management and Website Integration
Builts.ai implemented AI Operating System (AIOS) and custom website workflows to transform TCC’s admissions and lead management operations.
CRM & Lead Management – Centralized lead tracking with automated marketing campaigns and follow-up reminders, ensuring no lead is ever lost.
Automated Enrollment Workflows – Once a lead converts to a student, all required forms, Letters of Acceptance (LOA), and portal enrollments are triggered automatically, removing manual intervention.
AI-Powered Calling System – The entire call system is automated. AI agents handle calls during off-hours or when staff are unavailable, ensuring students are always engaged.
Integrated Website & Portal – The website seamlessly connects with CRM workflows and AI automation, allowing prospective students to submit information and be automatically enrolled into the system with minimal friction.
Outcome: Operational Transformation and Streamlined Enrollment
TCC successfully automated 80% of follow-up and reminder workflows, ensuring leads are tracked accurately and students are enrolled without delays.
The admissions team now manages over 1,200 leads efficiently while maintaining a personalized student experience. Automated enrollment and document workflows eliminated missed forms, LOAs, or portal access issues, ensuring every student is onboarded seamlessly.
AI call agents handle off-hour inquiries, reducing missed calls to zero and improving overall responsiveness without increasing staff.
This automation has allowed TCC to scale admissions efficiently, reduce manual work, and provide a superior experience for both staff and students.
Ready to transform your educational operations like TCC?
Implement AI-powered lead management, automated enrollment, and intelligent call systems to streamline operations and enhance student experience.