Enquiry Tracker

Choosing the right school is one of the most pivotal decisions a family will make. It shapes a child’s academic path and worldview. Naturally, this choice carries hopes, dreams and a touch of anxiety. Yet the typical admissions process in K-12 schools often feels more like a series of logistical tasks— deadlines, school fairs, campus tours and endless forms. It can feel disconnected from the deeper significance of selecting a school to align with a family’s vision.

What if, instead of being buried in paperwork, families could experience a process that reflects the true weight of their decision?

This is the vision driving Enquiry Tracker (ET)—cloud-based admissions and marketing software, how schools manage enquiries and enrollments. By placing families, not schools, at the center of the process, ET turns what is often viewed as an administrative task into a family-focused experience.

Schools that adopt ET are no longer simply managing enquiries; they are offering families an engaging and intuitive experience that fosters a deep connection to the school’s culture. The goal is to turn families into passionate brand ambassadors for the school before their child even starts.

“This also aligns with the aspirations of all schools and refocuses the enrollment process on delivering a more human touch rather than just ticking off administrative checkboxes,” says Gregory Campitelli, Co-Founder and Director.

Whether for private and independent schools, faith-based institutions, Montessori, Steiner or state government schools, ET has proven its value. No matter the size or type of institution, the platform empowers schools to connect meaningfully with prospective families, creating a lasting first impression.

For schools facing challenges—whether due to resource limitations or a surge in enquiries—ET’s flexibility has been especially useful, helping them increase enrollments while delivering a personalized, efficient experience.

Streamlining the School Selection Process

The journey from enquiry to enrollment functions like a funnel. At the top are the initial interactions—when a family first shows interest in finding the right school. At the bottom is conversion— the moment a student enrolls.

The ET solution allows schools to guide families from their first enquiry to enrollment long before the student commences their studies.

For most families, this journey begins online. Often, the school website serves as the first point of contact, it is a critical source of information and represents the school’s brand - the first handshake with prospective parents. This digital gateway instantly shapes a family’s perception of the school.

“While schools may run various marketing initiatives, the majority of enquiries still come from families filling out forms online,” explains Antony Campitelli, CEO and Co-Founder.

Schools must ensure their websites offer clear, actionable paths for families to engage. ET recommends that schools feature four essential actions on their homepage or navigation bar—Book a Tour, Make an Enrollment Enquiry, Request a Prospectus/Handbook and Apply Now. These steps guide families along their journey, making the process intuitive and inviting.

When a family clicks one of these options, a form appears, powered by ET. These forms are fully customizable, allowing schools to decide what information to collect. Regardless of what type of form is submitted, an automated and personalized thank you email is immediately sent, instantly welcoming the family with a thoughtful touch.

“A staggering 90 percent of all enquiries flow into ET this way. Automation often sparks a fear that personal touch will be lost in a sea of data. It’s quite the opposite with ET. It ensures personalization remains central to enhancing communication,” states Gregory.

This process gathers insights schools might not have had before. For instance, a school might discover that the mother enrolling her child is an alum or learn about the child’s interests—whether it’s robotics, literature, math, chess or choir. Schools can quickly gather details about the school of origin and other key demographic data, gaining a deeper knowledge about a family’s history as well as their personal preferences.

Our commitment to exceptional customer service means we offer rapid, same-day support, a quality often praised by our schools. They recognize the value of our training, customer support elements that go beyond what can be quantified when purchasing admissions and marketing software

A Flexible, Inclusive Process

Enrollment is rarely one-size-fits-all. For schools, this journey becomes even more complex when families come from diverse backgrounds, speak different languages and bring unique cultural expectations. With an integrated CRM and event management system, ET’s inclusivity shines by rendering forms in 133 languages—from Mandarin to Māori. This language flexibility ensures every family, regardless of background, can complete the process with ease and accuracy.

ET allows schools to manage each family’s journey at their own pace, making sure no one feels rushed or overlooked. With the ability to support unlimited staff users, everyone can access the system simultaneously. This means no matter when or where enrollments or issues arise, a staff member at the school is always equipped to manage it.

The logistical hurdle of managing admissions and enrollment forms is a breeze with ET, allowing schools to focus on maintaining enrollment at the level that has been set as the strategic priority for their school. Schools no longer need to struggle with outdated or fragmented systems like spreadsheets, PDF forms or emails. Even the most organized staff can become overwhelmed when coordinating school tours, open houses and information evenings while juggling incomplete applications or deciphering handwritten forms. These challenges drain valuable time and resources, impacting the efficiency needed to keep enrollments on track.

ET eliminates these barriers by offering a seamless solution that easily tracks every detail—from demographic data to sibling information. The system provides real-time access to critical data, helping schools make informed decisions and keeping enrollment strong while saving countless manual work hours.

“One of the great outcomes of ET is it pivots the role of admissions staff from one that is heavily administrative centric to one focused on customer service,” Antony added.

Once an enrollment is complete, ET integrates smoothly with a school’s existing student information system (SIS) usually through a seamless API connection. Schools have the flexibility to decide when and how data is transferred to the SIS, which then becomes the school’s central source of truth.

ET is capable of far more than just fielding enquiries and managing the admissions process. The solution is also a CRM tool which forms a powerful marketing source for analytics at the click of a button—a game changer for school marketing teams, leadership staff and board members.

In fact, one of the frustrations leadership and boards face is the lack of accurate data. This is where ET is in rare air. The solution generates instant reports and charts tailored to principals, business managers and marketing and admissions directors.

Tailored Support and Continuous Innovation

What sets ET apart is its approach to forging genuine partnerships.

“We don’t just sell software. We collaborate with schools to continuously evolve our product based on their feedback,” adds Campitelli.

ET’s team brings deep educational experience, with staff from admissions and marketing backgrounds. This expertise ensures that the support provided is tailored to the unique needs of schools.

“Our commitment to exceptional customer service means we offer rapid, same-day support, a quality often praised by our schools. They recognize the value of our training, customer support elements that go beyond what can be quantified when purchasing admissions and marketing software,” continues Antony.

Schools participate in working groups to suggest new features, while ET offers free professional development to help schools improve their marketing, enquiries and enrollment strategies. Every school, regardless of size, receives the same high level of service embodying ET’s white-glove approach. This commitment to personalized care and excellence is further reflected in its frequent updates—up to six per year—at no additional cost to its customers. Despite these enhancements, ET has maintained its original pricing for seven years, underscoring its dedication to delivering exceptional value without increasing costs.

A Clear Win, Lasting Rewards

In a short space of time, many schools report a complete transformation in their enrollment processes. Thanks to the solution’s ease of use and quick response, schools have seen significant growth in both enquiries and enrollments.

Michael Gray, President of the Victorian Association of Catholic Primary School Principals in Australia, offers a particularly compelling endorsement.

“The analytical capability that ET delivers for principals and boards to make strategic marketing decisions is a game-changer. The system captures all enquiries and the conversion to enrollment is extraordinary. We strongly recommend the platform to all schools, no matter their size—future families are the lifeline of every school,” he says.

In addition to boosting enrollment numbers, ET positively impacts on staff job satisfaction. Schools that were once overwhelmed with the enrollment process report staff members feeling more in control and organized. With administrative burdens reduced, staff can focus on building meaningful relationships with families; ensuring marketing strategies are implemented; and increasing the overall satisfaction.

Building Relationships, Not Just Enrollments

For families, the school selection process is often deeply personal, involving careful thought and emotional investment. ET helps schools turn every enquiry into the start of a meaningful relationship, fostering a sense of trust and loyalty that lasts well beyond the admissions phase. With more than 500 schools, with presence across Australia, New Zealand, Asia and North America, ET is now equipped to help schools embrace this new approach worldwide.