Enrollment Pipeline Tracker
Stop losing applicants between inquiry and enrollment.
What changes when you build this
The gaps you're living with today,
and what this tool fixes.
Problems
- Applicant data lives across email inboxes, Google Forms responses, and a shared spreadsheet that three people edit simultaneously
- Nobody knows the real yield rate until weeks after the enrollment deadline when someone manually reconciles numbers
- Programs hit capacity without warning because enrollment counts update only when registrars process paperwork
- Follow-up tasks for incomplete applications fall through the cracks — no one owns the outreach
- Board enrollment reports require a full day of CSV exports and manual formatting every quarter
Solutions
- Every applicant tracked from first inquiry through enrolled status in a single pipeline view
- Real-time yield calculations per program so admissions can focus effort where conversion is lowest
- Capacity limits per program with automatic alerts when seats are filling or targets are at risk
- Task assignments for incomplete applications with due dates and follow-up reminders
- Live enrollment numbers feed directly into reports — no quarterly scramble
What the data model looks like
Refine generates this table structure from your
prompt. Edit columns, types, and relationships after.
100%
Mistakes to avoid
These are the failure patterns teams hit most often
when building this.
No follow-up on incomplete applicationsFix: Auto-assign a follow-up task with a due date when an application is missing required documents.
No follow-up on incomplete applications
Fix:Auto-assign a follow-up task with a due date when an application is missing required documents.
Capacity surprisesFix: Set alerts at 80% and 95% capacity so admissions can shift recruitment focus before programs fill or fall short.
Capacity surprises
Fix:Set alerts at 80% and 95% capacity so admissions can shift recruitment focus before programs fill or fall short.
Stage definitions vary by personFix: Use enum fields with fixed stage values so 'applied' means the same thing across every counselor.
Stage definitions vary by person
Fix:Use enum fields with fixed stage values so 'applied' means the same thing across every counselor.
Stale data in reportsFix: Pull enrollment numbers from live pipeline data, not monthly snapshots.
Stale data in reports
Fix:Pull enrollment numbers from live pipeline data, not monthly snapshots.
No visibility into counselor workloadFix: Build an assignment view showing applicant count per counselor to balance caseloads.
No visibility into counselor workload
Fix:Build an assignment view showing applicant count per counselor to balance caseloads.