Student Enrollment Support Services for Schools
A family who hears nothing back today has usually enrolled somewhere else by the weekend.
We automate the reply that lands the moment an inquiry does, because speed there is free. Whether the family actually enrolls comes down to whoever calls them back and helps them past whatever is stopping them — and that is who we staff.
Sound familiar?
The friction we hear most.
An inquiry left overnight enrols with a competitor by morning
Speed is the whole game at the top of the funnel, and a family that waits a day usually stops waiting on you.
A file sits incomplete because one transcript never arrived
An admissions file at ninety percent complete is still a no, and nobody is tracking which single document is holding it up.
Attendance drops for two weeks before anyone calls the family
By the time a pattern is obvious enough to notice, it has usually already become a withdrawal risk instead of a conversation.
Financial aid paperwork stalls while the term start date gets closer
One missing signature can hold up a disbursement, and chasing it down is a job that competes with everything else an advisor is already doing.
Who joins your team
Roles we staff.
Admissions & Enrollment Coordinator
Responds to inquiries fast enough to matter and keeps prospective families moving toward a decision instead of going quiet.
Document & Records Coordinator
Chases outstanding admissions documents until a file is complete, and flags exactly what is still missing.
Student Support & Scheduling Coordinator
Schedules advising, tutoring and support appointments, and follows up attendance drops before they become withdrawals.
Financial Aid & Re-enrollment Coordinator
Chases financial aid paperwork against deadlines and runs re-enrollment outreach between terms.
Day to day
What they handle, every day.
- Respond to enrollment inquiries within the window that decides whether a family chooses you
- Chase outstanding admissions documents until a file is complete
- Schedule and reschedule advising, tutoring and student support appointments
- Follow up on attendance drops before they become withdrawal risks
- Chase financial aid paperwork and flag files missing a signature
- Field parent and student questions about enrollment status
- Coordinate re-enrollment outreach between terms and academic years
- Send reminder sequences for orientation, registration and payment deadlines
- Route escalations about a struggling student to the right academic staff
- Process withdrawal and leave-of-absence requests through to completion
The handoff
Where automation stops. Where the team starts.
Automation is genuinely faster at the first, predictable touch — that part is not in question, and we build that side too: managed AI agents and custom automation sitting on the systems you already run. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand. Both halves come from us, on one account.
An inquiry form is submitted at 9pm on a Sunday
Where AI stops
An automated reply goes out within minutes with program information and a clear next step, faster than any office could open on a Sunday night. It cannot tell why the family has not filled out the application three days later.
What our team does
Calls, finds out what is actually holding them back — cost, timing, a question nobody answered — and moves them past it toward a decision.
A student misses class for the second week running
Where AI stops
An automated system flags the pattern and drafts the outreach note the day it crosses the threshold, catching what a manual attendance review would miss for weeks. It cannot tell whether this is a scheduling problem or a student who is about to withdraw.
What our team does
Calls the family, works out what is actually going on, and loops in the right support staff before it becomes a withdrawal instead of a conversation.
A financial aid file is missing one signed form two weeks before term
Where AI stops
An automated reminder identifies the exact missing document and sends it the moment the gap is detected, which clears most stalled files without anyone picking up a phone. It cannot get a family that is avoiding the paperwork because they are worried about the cost to actually respond.
What our team does
Calls the family directly, has the honest conversation about what they can afford, and gets the form back before the seat is offered to someone else.
An admissions file sits at ninety percent complete for a week
Where AI stops
An automated system flags exactly which document is outstanding and nudges the applicant automatically, which is the fast way to close most files. It cannot tell that the applicant has gone quiet because they are deciding between your program and somebody else's.
What our team does
Calls the applicant, hears what is actually undecided, and makes the case that gets the file finished before the offer moves to someone else.
Built for this work
AI we build for Education providers.
Not an off-the-shelf chatbot. These are systems we build around how this work actually runs, on the software you already use — each one with a trained person behind it for the moment it needs judgment.
Inquiry response agent
Replies to a new inquiry in seconds with answers about the actual program, then books the callback with an admissions person while interest is still live.
Enrollment document agent
Chases transcripts, financial aid forms and enrollment paperwork item by item, so nobody discovers a missing document the week term starts.
Melt-prevention agent
Monitors admitted students who have stalled between acceptance and their first day and prompts a human call before the seat quietly empties.
Outcomes
What changes.
Inquiry response coverage
Enrollment application acknowledged
Inquiries left for the next business day
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Education providers — the staffing saving on its own, before the routine share of the work gets automated and stops being paid for at all.
What this could save you on Education providers
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$58,471/yr
GH cost, all-in
$20,800/yr
Annual saving
$37,671
64.4% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. Every number above is either something you entered or something listed here: nothing is hidden, and nothing is rounded in our favor. It is disclosed in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% (FICA 7.65%, plus federal and state unemployment) |
| Benefits load | 25% — insurance, retirement and supplemental pay only, since tax and leave are costed separately |
| Paid leave | 20 days (roughly 12 vacation days plus 8 public holidays) |
| Workstation and software | $1,500 |
| Cost per hire | $1,300 (SHRM 2026 median for nonexecutive roles) |
| US voluntary turnover | 18% a year (published US range is 13%-18% — we use the top of it) |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
| Self-managed seat | $450 a month salary at cost, plus $70 a week for the desk, plus a $695 recruitment fee over 2 years |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- Student education records handled under student record privacy obligations
- Financial aid data handled under access controls you define
- Payment data never captured or stored by the team directly
- Named-individual access to student records, logged and auditable
Related services
Common questions
Before you ask.
Will families know they are not speaking with our own staff?
Families calling in generally assume they have reached your own admissions office. That assumption holds up because the team answers under your institution's name and is trained on your specific programs, details and policies rather than a script written for any school.
How do you handle student and financial aid records?
Student education records are handled under student record privacy obligations, with named-individual access and controls you define. Financial aid data is treated with the same care, and payment data is never captured or stored by the team directly.
An autoresponder already answers our inquiries. What actually gets a family to enroll?
A phone call from someone who noticed the file stalled and knows why. Automation replies fast and keeps the paperwork moving, but it cannot tell whether a family is stuck on cost, timing or an unanswered question, and that conversation is what decides whether they enroll. Anything involving a struggling student or a financial hardship goes to a person by default.
Can the team work inside the student information system we already use?
Yes. The team works inside whatever student information, admissions and scheduling systems you already run, using logins you issue and permissions you control. Nothing is migrated and nothing new is installed on your side.
What size school or program does this make sense for?
A single-campus school fielding inquiries alongside everything else, through to a multi-program institution running admissions at scale. Smaller programs usually start with inquiry response; larger ones add document chasing and financial aid follow-up.
How quickly can inquiry response coverage start?
Two weeks is typical. The first week maps your programs, admissions process and the systems you already use; the second runs live coverage supervised alongside your own staff before full handover.
Also in commerce & operations
We staff the same half of the work here.
Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us