
Introduction
When student enrollments surged by nearly 50%, the cracks in their system started to show.
Manual processes that once worked fine turned into bottlenecks. Duplicate student records caused confusion, payment reconciliations lagged, and critical leads often went untouched for days.Â
This leading EdTech provider, known for enabling students to earn alternative college credits, was scaling faster than its infrastructure could handle. With multiple disconnected platforms managing data, sales, and renewals, their teams were spending more time fixing errors than creating opportunities. Each missed follow-up or delayed renewal meant lost revenue and frustrated students—threatening to stall their momentum just when growth was at its peak.Â
The Roadblocks Slowing GrowthÂ
- Several operational hurdles were creating friction across their business:
Â- Data was scattered across multiple systems (PST Airtable, Navision) without a unified flow.Â
- Duplicate student records confused, as learners used the same ID on different platforms.Â
- Sales reps lacked visibility into student journeys, leading to overlap and missed rewards.Â
- Manual entry of tasks and activities consumed valuable staff hours and introduced frequent errors.Â
- Tracking purchases, renewals, and payment reconciliation was a fragmented and inefficient process.
Problems & Challenges
The Salesforce-Driven TransformationÂ
We implemented a comprehensive Salesforce integration and automation strategy designed for their complex EdTech ecosystem:Â
- Centralized Data Migration – Moved all customer and purchase records into Salesforce with a unique ID system to eliminate duplicates.Â
- Automated Lead-to-Opportunity Flow – Set up automatic lead conversion to accounts, contacts, and opportunities during purchases.Â
- Profile-Based Access & Sales Segmentation – Created separate sales cycles for early childhood and higher education to prevent overlap and improve accountability.Â
- Payment & Communication Automation – Integrated Stripe for smooth reconciliation and implemented SMS automation for instant updates.Â
- Custom Error Logging & Traceability – Built an error framework to improve integration visibility and reduce troubleshooting time by nearly 40%.
Solution
The Impact: Smarter Processes, Better ResultsÂ
Within the first quarter after the Salesforce integration, the organization achieved:Â
- 30% reduction in manual tasks, freeing up staff to focus on student engagement.Â
- Improved payment reconciliation accuracy, reducing revenue leakage.Â
- A true 360-degree view of student interactions and purchases, enabling smarter decisions and targeted follow-ups.Â
The Road AheadÂ
With Salesforce now powering its operations, the EdTech leader is set to launch advanced automation for renewals and AI-driven enrollment predictions to further enhance growth.Â
Looking to streamline your EdTech operations with Salesforce?
Let’s create a system that drives efficiency, scalability, and student success.Â
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