Inquiry to Tour Workflow
- 1Parent submits inquiry form on website
- 2Automated email sends school brochure PDF
- 3SMS invitation to book a campus tour is sent
- 4Tour confirmation and parking instructions delivered via text
Systems for Private Schools
Modern Enrollment Systems for Independent Private Schools
Private schools generate revenue through tuition, enrollment fees, and philanthropic giving from their community. Inefficient inquiry management and manual re-enrollment processes often lead to seat vacancies and delayed tuition payments.
Education & Childcare
- Admissions Pipeline Tracker
- Automated Tour Scheduling
- Enrollment Document Portal
- Tuition Follow-up Automation
- AI Admissions Receptionist
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Prospective families submit interest forms through the school website for specific grade levels.
- 02
Campus Tour
Automated scheduling for open houses and private tours based on faculty availability.
- 03
Application
Collection of transcripts, teacher recommendations, and application fees through a secure portal.
- 04
Assessment
Coordination of student shadow days and entrance examinations with automated reminders.
- 05
Admissions Decision
Sending formal acceptance packages and enrollment contracts for electronic signature.
- 06
Matriculation
Onboarding new families with tuition deposit processing and orientation schedules.
- 07
Re-enrollment
Yearly automated outreach to existing families to secure intent for the upcoming term.
Where it leaks
Common problems for private schools.
01
Application Attrition
Many families fall out of the funnel because the time between the initial tour and the formal application invitation is too long. Without automated follow up, highly qualified applicants may choose a competing institution.
02
Manual Re-enrollment
Chasing current families for contracts and deposits every spring consumes hundreds of administrative hours. This manual process makes it difficult to project seat availability for new applicants accurately.
03
Fragmented Data
Student records, medical forms, and tuition history often live in separate spreadsheets or paper files. This lack of a central record makes it nearly impossible to provide personalized support to families.
04
Tuition Delinquency
The business office often spends time manually emailing families about overdue balances or expired payment methods. Without automated payment reminders, cash flow becomes unpredictable during the summer months.
05
Parent Communication Gap
Important school updates often get lost in cluttered email inboxes, leading to missed deadlines and low event attendance. Lack of a unified SMS or portal strategy decreases parent satisfaction and community engagement.
What LATTICE can build
Systems built around how you work.
Admissions Pipeline Tracker
A visual dashboard to manage students from the first inquiry through to the final matriculation deposit.
Automated Tour Scheduling
Allows parents to book school tours directly into the admissions director's calendar without back and forth emails.
Enrollment Document Portal
A secure client portal where parents can upload immunization records, birth certificates, and signed contracts.
Tuition Follow-up Automation
Sends gentle SMS and email reminders to families when a tuition installment is late or a credit card is nearing expiration.
AI Admissions Receptionist
An intelligent chat and phone assistant that answers common questions about tuition, uniform policies, and term dates.
Re-enrollment Campaigns
Triggers personalized messages to current families in early spring to collect re-enrollment deposits automatically.
Alumni Engagement Workflows
Maintains communication with former students for fundraising efforts and homecoming event invitations.
Example systems
What it looks like in practice.
Contract Completion Sequence
- 1Admissions marks student as accepted
- 2Digital enrollment contract sent to both parents
- 3Daily reminders sent until both signatures are captured
- 4Tuition deposit invoice generated upon completion
Re-enrollment Drive
- 1System checks for current enrollment status on Feb 1st
- 2Notification sent to parents to confirm seat for next year
- 3Automated deposit collection through secure link
- 4Final roster updated for the Head of School
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from private schools
Can we handle different tuition tiers and financial aid?
Yes. The system can be configured to manage various billing schedules, sibling discounts, and specific scholarship adjustments within the client portal. This ensures that every family sees the correct balance due for their specific situation.
How does this help our admissions director during peak season?
It removes the burden of repetitive data entry and manual follow-up. By automating the collection of transcripts and application fees, the director can focus on interviewing families and building the school community.
Is the parent portal secure for sensitive student documents?
We prioritize security by using encrypted portals for all document uploads. This keeps student health records and family financial information private and accessible only to authorized administrators.
Can we send school-wide alerts through the system?
The platform supports bulk SMS and email broadcasts. This is particularly useful for weather-related closures, urgent campus updates, or reminders about major school events like graduation.
Does this replace our existing classroom management tools?
Our focus is on the business and administrative side of the school, including admissions, payments, and parent communication. We complement your classroom tools by ensuring the enrollment and financial data is handled professionally.