Automated Student Onboarding for Private Tutoring

Challenge

The team was spending excessive time moving prospects through the sales cycle manually. Downloading, uploading, and organizing files and folders for each new student in Google Drive, Gmail, and Asana led to slow onboarding, errors, and duplicated work.

Solution

• Deployed new customer-facing and internal forms to capture leads and required info in one place
• Automated creation and updating of student records and folders across Google Drive, Gmail, and Teachworks
• Integrated Asana, Gmail, Google Drive, Teachworks, Slack, and Edison to trigger workflows and communications automatically
• System automatically finds or creates the correct student, builds Google Drive folders, and sends onboarding emails from a single form submission

Results

Sales cycle reduced from over 3 weeks to less than a day. Manual onboarding work reduced by 90%. Errors from manual file handling eliminated. Team can now process more students with the same staff.