Inbound inquiry capture
Wei Liu — referred by Hannah's college counselor at her current school — fills out the "Inquire about admission" form on briarwood.edu. Interface365 captures the lead with full source attribution to the counselor referral. Note: the form deliberately collects only name + contact + grade + interest area — no transcripts, no test scores, no academic detail. FERPA-protected records live in the SIS; the CRM stays clean.
Source ("Counselor referral") is configured under Settings → Sources, so attribution is automatic — and Ms. Reiss is tagged on the lead immediately so reciprocity tracking starts on Day 1 (sending schools that yield strong applicants get personal thank-yous + an invite to next year's counselor breakfast). Inquiries land round-robin on whichever counselor is on intake duty.Qualification call & lead enrichment
Daniel calls Wei the next morning, qualifies the family's interest, and enriches the lead record with custom fields. The lead status flows New → Contacted → Qualified.
Lead conversion — one click, three entities
With the lead qualified, Daniel clicks Convert. Interface365 creates a Contact + Source organization + Deal all linked, and links them together.
Deal enrichment — family decision team, custom fields, tags
Boarding-school admissions always have a decision team — both parents (joint signers on enrollment), the applicant herself (Hannah's voice matters), and the referring counselor at the sending school. Daniel adds David, Hannah, and Ms. Reiss to the deal with explicit roles.
Expected matriculation deposit: Apr 10, 2026 (admissions cycle close)
Tour, interview, notes & files — the full admissions context
Over the four-month admissions cycle, Daniel and the team log every interaction. Campus tour, Hannah's interview, application review notes, internal admissions-committee deliberation, and uploaded documents all live on the deal record. Academic records (transcripts, test scores, IEPs) stay in the SIS — the CRM only references the student record by ID.
Referrer for reciprocity tracking. Princeton Day has now sent us 3 inquiries this cycle (and 11 over the last 5 yrs — strong feeder relationship).Tasks & follow-ups — never let a thread drop
Tasks attach to the deal with priority, due dates, and assignees. Polymorphic — they can also attach to contacts, companies, or projects.
Pipeline progression & aid-gap alerts
As the application advances, Daniel drags it through stages. Post-acceptance, if no matriculation deposit lands within 7 days of the aid letter, Interface365 flags it as aid-gap risk and surfaces it on the dashboard. Melt is the cycle's silent killer — admitted students who quietly disappear when the aid math doesn't work.
Pricebook — tuition, fees, board tiers, add-ons
Briarwood's annual rate sheet — tuition, room & board, fees by category, athletic-tier add-ons, summer programs — with lifecycle states (Active, Draft, Retired) so last year's tuition rate doesn't accidentally land on this year's enrollment offer.
Cost-of-attendance offer — tuition, fees, aid, payment plan
Patricia assembles the family's formal Cost-of-Attendance + aid letter pulling line items from the rate sheet. Pricing is snapshotted at the moment of creation — Briarwood's FY27 tuition increase next year won't retroactively affect Hannah's enrollment offer.
| # | Line item | Qty | Unit price | Aid | Total (Yr 1) |
|---|---|---|---|---|---|
| 1 | Tuition — Boarding (Grade 10) Academic year 2026–27 · 5-day boarding · all academic programs included | 1 | $66,400 | — | $66,400 |
| 2 | Room & Board — Standard dorm Coed double-occupancy · all meals, weekend programs, transportation | 1 | $10,100 | — | $10,100 |
| 3 | Technology + Activities Fee Mandatory · laptop, software, athletics, club fees, weekend programming | 1 | $2,400 | — | $2,400 |
| 4 | Need-based aid grant SSS-determined need calculation · renewable annually subject to re-application | 1 | −$12,000 | grant | −$12,000 |
| 5 | Application fee Already paid Dec 1 · waived per SSS-aid policy → refunded | 1 | $75 | 100% | $0 |
Aid lifecycle — the gap conversation that saves the family
The initial $12K aid offer leaves a $24.5K/yr gap vs the family's budget. Most schools lose admitted students here — quietly, to a competitor with a better aid package, or to "we'll defer a year." Briarwood runs a structured aid re-evaluation, lands a $22K package + payment plan. Hannah's family signs.
wei.liu@gmail.com, david.liu@gmail.com · cc Sara Reiss SentMatriculation Deposit — Closed Won 🏆
Matriculation deposit captured triggers the deal to move to Closed Won. Probability flips to 100%. Counselor's per-matriculation bonus unlocks. Forecast updates. Hannah's first day of school (Sep 2) is a separate downstream event — Step 13 picks up the onboarding + summer-program add-ons.
Webhooks fire — Slack, SIS, billing, dorm assignment
The instant the deal flips to Won, Interface365 fires deal.won webhooks to every subscribed endpoint. Slack celebrates. The SIS (Veracross) promotes the staging record to active enrollment. FACTS sets up the family's payment plan. Residential life starts the dorm-assignment workflow.
// POST https://hooks.zapier.com/... // X-I365-Signature: sha256=... { "event": "deal.won", "timestamp": "2026-04-01T16:20:18Z", "data": { "deal_id": "d_hl26a0184", "name": "Hannah Liu — Grade 10 Boarding", "sticker_price": 78900, "aid_awarded": 22000, "net_tuition_yr1": 56900, "deposit_captured": 4200, "sis_id_ref": "SIS-26-0184", "currency": "USD", "source_organization": "Princeton Day School", "primary_contact": "Wei Liu", "applicant": "Hannah Liu", "counselor": "Daniel Park", "first_day_of_school": "2026-09-02", "closed_at": "2026-04-01T16:20:18Z" } }
Daniel Park just enrolled Hannah Liu — Grade 10 Boarding. Sticker $78.9K, aid $22K, net Yr 1: $56,900.
Source: Princeton Day (Sara Reiss) · Per-matric bonus: $400 · Days inquiry-to-matric: 169 · First day: Sep 2.
Aid re-eval saved this one — initial $12K letter would have melted them. SIS record SIS-26-0184 promoted from staging to active. (No academic records in this webhook — workflow data only.)
X-I365-Signature: sha256=... header so receivers can verify authenticity. Failed deliveries auto-retry with exponential backoff. The Settings → Webhooks → Delivery logs page shows every fire with status code, response, and retry count.Onboarding + the summer add-on conversation
Education deals don't end at "Won" — that's where the family relationship really begins. Onboarding tasks fire on matriculation: dorm assignment, course registration, summer reading, athletics tryouts, parent orientation. Pre-arrival is also where 25-35% of families add something to their package — summer programs, athletic-tier housing, music lessons. Re-enrollment is next year's Closed Won — retention is everything.
Aug 14 — Hannah makes the JV soccer roster (Coach Salerno's varsity-track tier). Wei calls Daniel: "While we're sorting summer plans, two things — first, can Hannah be in the Athletic Wing housing now that she's on a roster? And second, the summer pre-enrollment program looks great. Can we add it?" Daniel adds two line items: Athletic Wing housing +$3,800/yr + Summer Pre-Enrollment Program (3 wk) $5,500. Total addendum: +$9,300.
Daniel writes the addendum, parents sign on Aug 18, FACTS payment plan recalculated — monthly draw goes from $5,270 → $6,200 (Aug→May, on the $62,000 post-deposit balance). Year-1 cost goes from $56,900 → $66,200 (net of aid). Tagged ● Pre-arrival add-on.
Without the addendum workflow + linked deal record: this would have been a verbal "yes that's fine" from a counselor, never properly captured, and the bursar would surface a pricing dispute in October. Instead: scoped, quoted, signed, billed — same week. Pre-arrival add-ons typically generate 5–10% of net Yr-1 revenue at zero incremental acquisition cost, and they signal high engagement (a strong leading indicator of re-enrolment).
Dashboard view — the cycle wrap-up
It's the first Monday of April — matriculation deadline week. Briarwood's admissions cycle is closing for FY26. 74 students have committed, the aid pool ran $40K under budget, and the daily melt-watch surfaces 3 last-stragglers needing one more call. Hannah's matriculation rolls up alongside the rest of the cycle.
What Briarwood set up before any of this worked
Rewind to last summer's admissions kickoff. Every screen you just walked through — the source dropdown on the inquiry form, the family decision-team roles, the 7-stage admissions pipeline, the rate sheet, the FACTS payment-plan integration, the onboarding task templates — was configured once by Margaret + IT in Settings. Then it reused itself through 142 admitted students and 74 matriculations.
Entity relationship map
How every entity in this walkthrough connects
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