Austin Children's Academy
Intake that keeps every family's records straight.
A structured admissions system for a Montessori school and the families it serves.
The client
Austin Children's Academy is a Montessori school in Cedar Park, Texas, founded in 2007. It serves families with children from infancy through elementary age.
The challenge
As the school grew, admissions and intake became increasingly complex.
Staff had to manage relationships between parents and multiple children, keep records accurate, and handle intake and follow-up by hand. Administrative work was time-consuming, and growth added friction.
What we did
- Designed a multi-entity data system within HighLevel, with parents as contacts and children as a custom object, so one family can hold several children.
- Built a form-based intake that creates or updates the parent, creates the child, and links them automatically.
- Structured parent records for easier communication and access.
- Designed pipelines to track admissions progress and internal workflows.
- Added follow-up and reminder automation.
The results
- Structured, scalable parent and child data management
- Improved accuracy and consistency across records
- Streamlined intake and admissions workflows
- Reduced manual administrative workload
- More efficient communication and follow-up
- A system ready for future automation and growth
Want this working in your business?
Book a discovery call. We'll look at where your leads are getting lost and what it would take to fix it.