Case study · Independent School
Admissions inquiries
When inquiry form data is manually transferred from one software program to another, it can easily cause a marketing logjam. Usually if a person is picking info up from one software interface and putting it into another, they're likely grabbing it from a spreadsheet. That spreadsheet seems like it does heavy lifting: it's a launch pad for follow-up action items, a place to filter spam, a place to track touch points, and it's shared with multiple people. But if one person, who is overworked already, has to check it, manipulate it, categorize it, and transfer data from it, then that spreadsheet becomes a bottleneck.
Every inquiry form populates a spreadsheet. Spam is manually deleted from it. Then contacts are manually placed into an email program and tagged. This is laborious, relies on one human, and causes a delay in uploading to the email client. This means the latest leads don't always get the newest messaging.
SageRock tied the website, the forms, the spreadsheet, and the email client together through APIs. We made a custom AI bot that syncs the spreadsheet every 15 minutes, sorts each row into real, borderline, or bot, and adds the real families to the email client, tagged as website inquiries. The email journey kicks off the instant the new contact lands in the system. Then the enrollment person gets a personal email from the bot that shares the family inquiry data and the email program opens and clicks, so they can do a personal follow-up.
No more manual uploading. The lead funnel is streamlined. The human follow-up is intact and can happen after a lead engages. No time is wasted doing jobs better suited to technology.
6 hours, $475, and we comped it to stay within their monthly retainer because they've been clients for over 10 years.
At a glance
Read every 15 minutes, sorted, and pushed into the email client on its own.
The follow-up email is sent instantly while the lead is hot, and the engagement is tracked.
Each new inquiry lands in the inbox with message, phone, and engagement history.