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education16 weeksMulti-campus vocational training provider

Cutting a training provider's enrolment cycle from nine days to two

9 → 2 daysApplication to confirmed enrolment
98%Fees collected within 30 days
12% → 3%Applicant drop-off during processing
3 days → 20 minTerm report assembly
The challenge

What was not working

A four-campus training provider processed every enrolment through four spreadsheets and a manual invoice step. Average time from application to confirmed enrolment was nine working days, and roughly 12% of applicants dropped out during the wait. Fee collection required a weekly manual chase list, and term reporting took two staff three days to assemble.

The solution

What we built

Cyntra built a single enrolment platform covering application intake, document collection, eligibility checks, automated fee invoicing and campus allocation. Student records became the single source of truth across admissions, academics and finance, with a parent portal exposing status, documents and payment.

How we ran it

1

Discovery

Two weeks mapping the enrolment process across all four campuses, which revealed three materially different local variations nobody had documented.

2

Architecture

Designed a unified student record with campus-scoped access, plus a fee engine supporting per-programme structures and instalment plans.

3

Build

Eleven weeks of delivery in fortnightly increments, starting with application intake so the admissions team saw value in week three.

4

Migration

Migrated 14,200 historical student records with de-duplication and a reconciliation report signed off by the finance director.

5

Rollout

Piloted at one campus for a full intake cycle before rolling out to the remaining three.

“The enrolment window used to be the most stressful period of our year. Now it runs largely by itself and our admissions team spends its time on applicants rather than spreadsheets.”
— Director of Operations, vocational training group
Services delivered

The engagements behind this project

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