Bedford College, managing the records of over 40,000 students, partnered with HeadChannel to integrate their Tribal EBS student record system with their new Radius CRM. By automating the synchronisation of student data across platforms, we improved accuracy, efficiency, and productivity, allowing the college to focus on student enrolment and course engagement.
The Challenge
Bedford College relied on two separate systems: Tribal EBS for student records and Radius CRM for managing marketing and enrolment processes. Manually entering and updating data across both platforms was time-consuming, prone to errors, and hindered productivity. Without an off-the-shelf solution available, Bedford College needed a custom system that could automatically synchronise data between the two systems to eliminate manual entry and ensure both platforms stayed up-to-date with minimal staff involvement.
HeadChannel was tasked with designing and implementing a solution that would automate this process and seamlessly sync the data between the systems.
Why HeadChannel?
Bedford College selected HeadChannel for our expertise in custom software integration and our ability to automate complex workflows. Our track record of delivering tailored solutions that improve operational efficiency made us the perfect partner for this project. We were chosen for our understanding of both CRM and student record systems and our ability to develop a robust solution that met Bedford College’s specific needs.
Our Approach
- Designing the Synchronisation System
We developed a server application that works in the background, automatically synchronising data between the Tribal EBS and Radius CRM systems. The application was designed to update student records every evening, matching and merging data based on predefined parameters. The synchronisation works bidirectionally, meaning that data can be updated in either system and synced accordingly.
- Automated Reports and Error Handling
Each synchronisation run generates a detailed report, allowing staff to quickly resolve any unmatched or incorrectly entered data. This report includes statistics on updated records and identifies potential issues, ensuring that the systems stay organised and data integrity is maintained.
- Streamlining the College’s Workflow
By automating the synchronisation process, Bedford College no longer needed to manually enter data into both systems. This saved significant time and effort, allowing staff to focus on more important tasks, such as course promotion and student engagement.
Testimonial
“At HeadChannel, we were excited to help Bedford College automate their data synchronisation between the Tribal EBS and Radius CRM systems. By integrating these platforms, we’ve streamlined their workflow, improved accuracy, and allowed their team to focus on growth and student engagement. The success of this project highlights our commitment to delivering custom solutions that solve real-world problems efficiently.”
Kate Witko
Head of Operations, HeadChannel
The Outcome
Bedford College is now able to maintain accurate, up-to-date student records without manual data entry across two systems. Key benefits include:
Increased Efficiency: The automated system saves time by eliminating redundant manual data entry across both platforms.
Improved Accuracy: Regular synchronisation ensures student records remain consistent and up-to-date, reducing errors.
Enhanced Productivity: With a streamlined system, staff can now focus on promoting courses and improving student engagement, rather than maintaining records.
Following the success of the integration, Bedford College is now exploring further automation opportunities, including SMS messaging to improve communication with students.
About Bedford College
Bedford College is a leading provider of further education in the UK, offering a wide range of courses to over 40,000 students. The college is dedicated to helping students achieve academic success and providing them with the skills they need for their future careers.
