The admin portal
The screen the office works in every day: every student, enrollment, admissions checklist, attendance record, payment and certificate in one place.
Client work
Our first client, and the systems that run it every day
Healing Oasis Wellness Center is a family-run veterinary education school in Wisconsin. It is our first client, and the business where our methods were built and proven. We run on what we sell.
Healing Oasis Wellness Center
- What they do
- Certification programs in Veterinary Spinal Manipulative Therapy (VSMT), Veterinary Massage and Rehabilitation Therapy (VMRT), and acupuncture
- Where
- Wisconsin
- Working with us
- Since day one, and still a client today
- Website
- healingoasis.edu
- Enrollments arrived by web form, phone and in person, then got typed in again
- The store, the student records and the books each told a different story
- Exam results lived apart from the student who sat them
- Simple questions meant asking the one person who knew
- One record per student, carried from enrollment to diploma
- Enrollments and payments from the online store land in that record on their own
- Exam marks file themselves the moment they are submitted
- The office answers its own questions without asking anybody
The money side
Every sale, invoice and payment, connected
The school takes money in several ways. All of it lands on the right student the moment it happens, and the office sees the whole picture without opening the store or a spreadsheet.
Money comes in
Online storeEnrollments, course fees and products, as they are bought
InvoicesSent from the store, including payment plans paid in installments
Checks and transfersRecorded against the student, with who recorded it and when
Paid in personMoney taken at the desk, recorded the same way
One record
The student What they bought, what they paid, what they still owe, and what is waiting to be sent to themAnd shows up where it is needed
Live transactionsNew orders and payments appear on screen as they arrive, with no refresh
Who owes whatOpen invoices and balances, so nobody is chased for money already paid
Orders to shipOnly orders that are paid, physical and not yet sent, so nothing ships twice
The sales recordSales by program, with refunds, sales tax and card fees, read live for the bookkeeper
What we built
Six systems, built one at a time, working as one
Nothing was replaced all at once. Each piece went live on its own, started paying back, and the next one was built on top of it.
One record per student
Each person has a single record that follows them from the first enrollment through every exam to the diploma.
Store, payments and shipping
Store orders, invoices and payment plans flow in automatically, money taken outside the store is recorded against the student, and paid orders that need posting are listed until they ship.
Examinations
Faculty grade oral, practical and case exams on screen. On submit, the mark is filed against the student and the paperwork is generated and filed automatically.
Diplomas and certificates
Diplomas and certificates are released by a named person on a set date, and the portal keeps a record of who released what, and when.
The office assistant
Staff ask questions in plain English and get answers from the school's own records. It can look things up freely, but it cannot change a record without a confirmation step.
How we look after it
Checked against the real records before every change
Before any change reaches the office, automated checks run the portal's own questions against the live store and the live records. If the answers disagree, the change does not go out.
Tests prove the software does what it says. Checking against real records proves it says something true about the business. Every client system we run gets the same treatment.
Still growing
More of the school keeps moving onto it
A new student intake system is being built now, so applications go straight into the same records. That is what owning the system makes possible: the next piece is added, not bought.
The school owns every line of it.
Your business next
See what we would build for you.
A free 30-minute call. We will walk you through this work and tell you what we would fix first in yours.
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