Customer stories

Discover KMPUS through the eyes of our clients

Through our Customer stories, you'll explore genuine cases that highlight the significant influence of KMPUS on our clients' daily lives. Uncover how KMPUS has sparked positive transformations, reshaping the world of education management and administration.These stories provide a window into the universe of educational institutions that have utilized the potential of our school management software to optimize operations, cultivate progress, and enrich students' learning journey.
KMPUS customer success stories and testimonials
David Russel
NED College
Transformative impactHow KMPUS transformed the operations, the academy and the administration of NED College, after experiencing rapid growth
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Víctor González
NL College
Educational changeHow KMPUS helped resolve years of disorganization and insufficient communication between departments
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Lucas Finelli
Erin School
Strategic adoption of KMPUSPaving the way to greater efficiency, scalability and communication in a large institution.
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Caso de éxito de cliente: NED College

Transformative Impact: How KMPUS Revolutionized NED College's Operations, Academics, and Administration, after experiencing rapid growth

Escuela: NED College
Ubicación: Ireland
Número de campus: 2
Número de estudiantes: Dublin - 872 / Limerick - 541
Número de personal docente y administrativo: 140
Años en operación: 10
From the moment NED was founded, it experienced swift year-on-year growth in its student population. After inaugurating its first campus, a second one soon followed, bringing the total student count to approximately 1,500 each year. As with any expanding institution, this rapid growth introduced its own set of challenges. NED had to streamline almost all of its operations to ensure efficiency and maintain its high standard of service for its students.

Challenges

NED witnessed substantial growth in student enrollment since its inception, necessitating operational efficiency and service quality maintenance. Key challenges included:
Operational Challenges
  • Attendance Tracking: Manual attendance tracking processes were error-prone and time-consuming as lists being printed and paper waste, too many archived.
  • Communication with students and staff: Inadequate communication tools led to difficulties in conveying information to both students and staff.
  • Data Fragmentation: Dependence on spreadsheets led to data fragmentation and the absence of a centralized system. Prior to the implementation of KMPUS, student progress data was scattered across various spreadsheets and manual records. This fragmentation posed challenges in obtaining a holistic view of individual student performance over time.
  • Time-Consuming Compilation: Educators were required to manually gather data from diverse sources to evaluate student progress. This labor-intensive process was susceptible to errors, resulting in delays in recognizing struggling students and offering essential support.
  • Limited Insights: Lacking a centralized system, educators encountered difficulties in extracting insights regarding student performance patterns, strengths, weaknesses, and learning trajectories. This absence of insight hindered their capacity to customize teaching methods according to the unique needs of each student.
  • Limited Personalized Support: Due to insufficient progress monitoring, educators were unable to accurately identify students in need of personalized support. As a consequence, valuable chances to intervene and offer additional assistance to struggling students were overlooked.
Assessment Tracking Challenges
  • Delayed Feedback: Educators had to manually grade and record individual assessments, resulting in delayed feedback for students. This delay adversely affected their learning process, as they were unable to promptly address and rectify their mistakes.
  • Incomplete Records: When assessments were tracked manually, the increased likelihood of missing records arose from factors such as misplaced documents or oversights. The presence of incomplete assessment records created difficulties in obtaining a comprehensive understanding of a student's performance.
  • Inefficiency: Educators spent significant time on administrative tasks like grading and recording assessments. This reduced the time they could dedicate to teaching, planning lessons, and providing individualised attention to students.
"The absence of a centralized, automated system truly affected our capacity to provide timely and personalized support to our students. If we had employed automated progress tracking and assessment management using KMPUS, we could have effortlessly accessed accurate data, identified students requiring assistance, provided swift feedback, and adapted teaching methods to enhance our students' learning experience".
David Russel
Director
  • Lack of Centralization: Lack of a centralised data storage system required manual data correlation and increased administrative workload.
  • Inefficient Student Enrollment: Manual enrollment processes involving emails, documents, and tests led to inefficiencies and errors (such as sending emails, signing documents, storing signed documents, conducting placement tests, etc.). The issue of emails being flagged as spam not only affected enrollment communications but could also impact other crucial school communications, such as announcements and updates.
  • Communication Breakdown: Important enrollment information frequently ended up in spam folders, leading to confusion and hindering the enrollment process.
  • Unread emails: Even when students discovered emails in their spam folders, they might not consistently check those folders, leading to missed communications.

Solutions

Targeting the main issues
The school opted to introduce the KMPUS School Management Platform as a solution to these challenges. The platform provided features that held the potential to resolve the school's issues, such as inter-departmental communication, centralized data storage for both past and current students using the same student ID, maintaining a seamless student history within the institution, establishing a smooth connection between the school, accreditation requirements, and ensuring quality control.
  • Communications: KMPUS improved interdepartmental communication and maintained comprehensive student histories.
  • Data Centralization: All student data, old and new, was stored in a unified database.
  • Enrollment Efficiency: KMPUS streamlined enrollment processes and mitigated communication breakdowns.
Training and Integration
KMPUS provided comprehensive training resources, including video tutorials and user guides, which greatly aided the school's staff.The integration was seamless as it aligned KMPUS with the school's existing systems and processes, guaranteeing a smooth transition with minimal disruptions, apart from the students already stored in the old system.

Results After Implementation

Operational Improvements
  • Efficient Scheduling: The platform automated schedule creation and management, reducing conflicts and confusion.
  • Enhanced Communication: Communication tools improved interaction among students and staff. Letters were provided firsthand to students. All information is on the NED APP, sent by KMPUS and integrated within the app.
  • Automated Attendance Management: Automated attendance tracking minimised errors and saved time. The hour control system, coupled with the Biometric Attendance System, ensured that students updated on time, eliminating wastage.
Academic Improvements
  • Significant enhancement in Student Progress Monitoring: KMPUS empowered the creation of personalized academic profiles for each student, consolidating comprehensive academic data including grades, assignments, and assessments into a unified repository.Additionally, educators harnessed the platform's real-time Progress Tracking feature to monitor student advancements as they occurred. KMPUS's user-friendly App allowed students to conveniently access their assessment progress, while teachers consistently updated the information.
  • Modernised Assessment Tracking: KMPUS addressed manual grading and record-keeping constraints, offering simplified and more efficient assessment management. While not yet offering online tests, it enhanced in-class assessments, simplifying weekly result updates. The platform's centralized approach eradicated incomplete records, ensuring a comprehensive view of student performance.Additionally, teachers were now able to review students' previous levels and track their progression through their profiles, and the assessment customization granted them the flexibility to edit assessments at their convenience, facilitating adaptability in teaching methods.
"KMPUS introduced big changes that made things better. It helped us fix issues with manually grading and keeping records, which made assessment management smoother. Updating weekly results there also became easier and less tedious. All the records were in one place, so we could see how students were doing overall".
David Russel
Director
Optimisation of existing processes
  • Higher automatisation: KMPUS employs templates for sending emails to prospective students, which require manual triggering but not manual content composition. Additionally, KMPUS incorporates fully automated generation features that can be toggled on or off via the System Parameters. This ensures adaptable communication throughout the enrolment journey.
  • Document management and Enrollment Tracking: All NED staff members or the staff of each department within NED can securely share enrollment documents and contracts through the platform, thus streamlining the process and eliminating the need for manual document sharing. Moreover, KMPUS provides enrollment tracking and valuable data insights, allowing the sales team to monitor the enrollment progress, identify bottlenecks, optimize processes, and forecast enrollment numbers. This comprehensive approach facilitates timely actions to support the enrollment journey and ensures efficient management of enrollment-related tasks.
Better collaboration among departments
  • Centralised Data Sharing: KMPUS centralises student data, enabling various departments to access accurate and up-to-date information, reducing duplication of efforts.
  • Efficient Workflow: The system streamlines workflow processes by automating routine tasks and enabling departments to work together seamlessly.
  • Customizable Permissions: KMPUS provides enrollment tracking, enabling the sales team to monitor the progress of prospective students and take timely actions to support their enrolment journey.
  • Data Insights: By allowing administrators to define roles and permissions for each department, KMPUS ensures that sensitive information is accessed only by authorized personnel.

Conclusion

The adoption of KMPUS played a crucial role for NED as it effectively addressed the operational, academic, and administrative challenges caused by rapid growth. With KMPUS in place, the institution found a straightforward way to identify and solve these challenges, making sure that no issue was left unattended. This precision and efficiency allowed NED to not only achieve but surpass its goals in terms of operational effectiveness, academic excellence, and administrative efficiency.
Introducing the KMPUS School Management Platform at NED was a game-changer. It addressed operational, academic, and administrative challenges effectively, simplifying attendance tracking, enhancing communication, and modernizing academic progress monitoring and assessment tracking. The platform's automation streamlined processes, from enrolment to document management and data insights, while fostering collaboration among departments. Customisable permissions ensured data security, leading to enhanced overall efficiency and effectiveness. KMPUS wasn't merely a tool; it revolutionised our institution, making our academic journey more seamless and adaptable.
David Russel
Director
Are you interested in learning more about what KMPUS can do for your school? Don't hesitate to contact us!
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Caso de éxito de cliente: NL College

Empowering educational transformation: How KMPUS transformed NL College's operations, resolving years of disorganisation and strengthening interdepartmental communication

Escuela: NL College
Ubicación: Spain (Madrid & Barcelona)
Número de campus: 2
Número de estudiantes: 250
Número de personal docente y administrativo: 50
Años en operación: 6
NL College embarked on a transformative journey when it expanded to Barcelona in 2022, seeking to address the numerous challenges it had encountered since its establishment in Madrid in 2017. These challenges encompassed several aspects, including operational difficulties like managing schedules, tracking attendance, overreliance on unwieldy spreadsheets, and communication issues with both students and staff. Academically, the institution faced complexities in monitoring student progress and tracking assessments. On the administrative front, the absence of centralised data management resulted in extensive manual work, affecting tasks such as student enrolment, financial management, and, at times, human errors that could have significant repercussions for students and opportunities. This case study delves into NL College's determined efforts to find comprehensive solutions to these multifaceted challenges.

Challenges

Having everything in one place
The school, comprising diverse departments such as HR, Finance, Administration, Academics, Sales, and Marketing, faced a significant setback as it lacked a centralized system accessible to all. Each department functioned independently, relying on its own spreadsheets and maintaining separate records. This led to an ongoing need for data sharing, cross-referencing, and frequent meetings to validate information.
System limitations
Before transitioning to Kmpus, the school had previously depended on a different system that offered only fundamental functionalities, including student registration, classroom management, assessment records, and attendance tracking. Unfortunately, it lacked the capability to incorporate payment details, which necessitated the management of financial matters through spreadsheets. Essentially, all other administrative tasks also required manual spreadsheet handling.
Reliance on spreadsheets
Most of the work was carried out within spreadsheets. NL College had to manually verify information in the old system and then transfer it into spreadsheets for processing. Downloading reports wasn't an option, so the institution needed to create lists for students, students completing courses, classroom changes, student statuses, program details, attendance records, and classroom information. There was no means to establish, organise, or manage these aspects, and issuing documents proved to be a challenge.
Excessive paper usage
Attendance lists, letters, and invoices were manually generated using templates and then printed. This manual process was prone to human errors and resulted in significant paper expenses for the institution.
Insufficient Training
When a newcomer joined NL College, the training process often proved to be ambiguous, involving numerous spreadsheets for various scenarios. It could take months to grasp the intricacies of the processes, as each department had to independently determine the most effective approach to task management.
Insufficient access and protection
Not all the departments at the school had access to the information they needed from other departments. The way the information was written or registered depended on the person adding it; there was no standardized code for everyone to comprehend.As confidential information, including contracts and payment details, was shared through spreadsheets and email at the institution, security concerns arose. This practice could result in human errors and the unintentional sharing of sensitive information, potentially granting access to the wrong individuals.
In the past, it wasn't always easy for various departments to access the information they required from each other. The way information was recorded depended on the person handling it, and we didn't have a common code or system in place. Just to put an example, when someone was on holiday, others needed to understand how to record the information and follow a process. If the process varied across departments, it became problematic.
The use of sensitive information was also an issue. We used to share sensitive data like contracts and payment details through spreadsheets and emails, which had its own set of challenges. It could sometimes lead to human errors and, well, the unintentional sharing of confidential information. It was definitely a security concern.
Víctor González
Head of Operations
Lack of Timeline
The school did not have a historical record of the actions taken. There was no place to view all the users' movements and changes, showing the date and time of each change, every document issued, and any registered information, along with the responsible person. This information was necessary to determine who to contact and to clarify any misunderstandings regarding actions taken.

Solutions

All the issues mentioned above were resolved when NL College started using KMPUS and now every internal process was created with the software processes in mind.As a concrete example of this transformation, there was the case of student enrolment — an event occurring externally to KMPUS. Automatically, post-enrolment, the Sales department initiated a sequence of actions within KMPUS. This encompassed the creation of invoices, application forms, and the input of payment details. These operations were seamlessly accessible to all relevant departments. Financial teams monitored payments, while administration and academic units verified programme specifics, availability, and classroom assignments. In this daily operation, inter-departmental communication became redundant, as every step unfolded within KMPUS, with each department recording and processing information exclusively within the system.
Training and Integration
When asked how the integration and start was, NL College staff described it as easy and intuitive:
KMPUS is remarkably user-friendly and intuitive. Even interns (ages 20 to 50) with no experience with the software found it easy to work within their first week.
Our transition to KMPUS provoked a significant change in our processes. We significantly reduced our reliance on spreadsheets. Today, all school-related activities and data are managed within KMPUS. It serves as our exclusive database, helping us to process data, generate reports, compile attendance lists, monitor student attendance, create accessible notes and issue documents and invoices. It meets all our daily operational requirements as a multi-departmental language school. Our main goal was always to digitalise and simplify our operations, reducing manual tasks, paperwork, and editing. On that matter, KMPUS was instrumental in helping us achieve this.
Víctor González
Head of Operations
KMPUS offered training to every member of NL College, providing each individual with a comprehensive manual containing detailed descriptions and screenshots to effectively navigate the system. Since not all departments require all features, individuals only needed to familiarise themselves with a select few. The system's intuitive and visual design made it easy to learn and use; most learning took place through active usage and memorisation of where to find specific functions tailored to individual departmental needs.

Results After Implementation

Digitalised and automated operations
KMPUS significantly aided NL College in optimizing its operations. All documents were generated with a single click and no longer required printing, thanks to digital signatures and stamps. Daily attendance lists were automatically generated before each class, and attendance could be recorded manually or linked to a biometric machine, allowing students to register their attendance with their fingerprints, which seamlessly transferred the data to the platform.
Simplified Student Processes, Payment, and Insights for all departments
The integration of KMPUS facilitated the assignment of application forms and digital contract signatures by sending them to students electronically. Upon receiving the signed documents, NL College processed this information within the system. Payment records were meticulously maintained on KMPUS, and accessible to all relevant departments.For instance, the Marketing department relied on sales data to ascertain students' country of origin, course duration, and sources of sales, enabling them to create targeted campaigns.The Sales department utilized this data to calculate commissions and maintain an overview of all enroled students, including individual program details to provide effective support. Meanwhile, the Administration department depended on payment confirmations to enrol students in classes and disseminate necessary information.
Efficient Student Tracking
With KMPUS, NL College could track the number of students starting each week, enabling the institution to forecast availability for the upcoming months, efficiently allocate classrooms, and hire teachers. This process previously required more time but was now completed within a couple of days, facilitating prompt decision-making and departmental action.

Conclusion

NL College's transformative journey, which began with its expansion to Barcelona in 2022, carried remarkable changes and improvements to the institution's operations. The institution addressed a wide range of operational, administrative, and communication challenges that had persisted since its start in Madrid in 2017. These challenges included managing complex schedules, tracking attendance, mitigating overreliance on unwieldy spreadsheets, and overcoming communication hurdles with students and staff. Academically, there were complexities in monitoring student progress and managing assessments, while administratively, a lack of centralized data management led to extensive manual work, particularly in student enrolment and financial management. Notably, these challenges sometimes resulted in human errors that could have had a significant impact on students and opportunities.The school's adoption of KMPUS resulted in a profound transformation, addressing long-standing challenges and reshaping the institution's operations. Their experience demonstrates how embracing modern solutions can propel educational institutions towards greater success, enabling them to focus on their core mission of providing quality education.
Are you interested in learning more about what KMPUS can do for your school? Don't hesitate to contact us!
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Caso de éxito de cliente: Erin School of English

Strategic adoption of KMPUS: Paving the way to improved efficiency, scalability, and communication in a large institution.

Escuela: Erin School of English
Ubicación: Ireland (Cork & Dublin)
Número de campus: 3
Número de estudiantes: 1,400
Número de personal docente y administrativo: 50
Años en operación: 20
Erin is a leading English language school teaching English as a second language (ESL) in central Dublin, Ireland. As Erin School embarked on its journey of growth, the challenges it faced became increasingly palpable and began to significantly impede its expansion as an institution. These challenges encompassed the use of error-prone spreadsheets, scalability limitations, time-consuming administrative tasks, insufficient student engagement monitoring, and fragmented communication.
This case study explores how these obstacles were overcome to facilitate the school's growth and improve its operations.

Challenges

Data management challenges
The institution heavily relied on spreadsheets for handling student and staff data, which introduced a risk of compromised data integrity due to manual data entry. Moreover, collaboration among staff members became challenging when multiple individuals needed to work on the same data simultaneously. These data management hurdles not only posed operational challenges but also had implications for the overall efficiency and effectiveness of the school's operations.
Scalability issues
Inefficient data management in spreadsheets hindered the school's ability to scale efficiently as it expanded.
Time-consuming Administrative tasks
Staff spent a significant amount of time on tasks like taking attendance and updating records, which could have been better utilised for instructional or administrative purposes.
Lack of Student engagement monitoring
Absence of effective tools to monitor and analyse student engagement, impacting the success of educational programmes and students' learning experiences.
Fragmented Communication
Communication at Erin School presented a fragmented landscape, with information distributed across multiple platforms, including email, messaging apps, and physical notices. This fragmentation resulted in a lack of transparency within the communication methods, making it challenging for students and staff to access vital information promptly. This hindered effective communication and the school's ability to disseminate critical updates efficiently, impacting the overall communication flow within the institution
Assessment Data Challenges
Assessment data was dispersed across various systems, making it challenging to compile, analyse, and ensure accurate reporting for programme assessment and accreditation purposes.

Solutions

Erin School made a resolute effort to address its operational challenges by implementing KMPUS. One of the standout features that drove the selection of KMPUS was its advanced biometric system, poised to revolutionise attendance management. This innovative solution aimed to ensure the accuracy of attendance records while significantly reducing the potential for errors inherent in manual attendance-taking processes. Moreover, the biometric authentication feature added an extra layer of security, permitting only authorised individuals to mark attendance.
Erin's onboarding experience with KMPUS
The KMPUS system boasted an intuitive user interface that minimised the learning curve for both new and experienced users. Erin School's staff could quickly navigate through the system's menus and features, making it easy to perform tasks.
When we began the onboarding process, we had these helpful setup guides that acted like your personal assistants, leading us administrators and staff through the initial system configuration. These step-by-step guides made it a breeze to set up our staff accounts, manage permissions, and tailor the system to our preferences. If we ever had questions or ran into any hiccups, it was easy to get answers and sort out issues, thanks to the available instructional materials.
And if that wasn't enough, there were these interactive video tutorials and walkthroughs that visually demonstrated how the system worked, making it very clear.
Plus, there was a dedicated support team on standby to lend a hand with any questions or problems during the onboarding. We could just send them an email, give them a ring, or chat with them to get quick assistance.
Lucas Finelli
Director of Operations
Swift integration with previous systems
The onboarding process at Erin School covered various facets, including data migration, system configuration, and workflow adaptation. The customisation ensured that training was relevant and tailored to the individual needs of the institution's staff.Interactive workshops provided the staff with practical hands-on experience in migrating data, configuring settings, and carrying out day-to-day tasks within the new system. This approach allowed them to apply what they had learned in a controlled environment.To foster communication and continuous improvement, feedback channels were established, encouraging staff members at Erin School to share their experiences, suggestions, and concerns during the integration process. Beyond the initial onboarding, Erin School had access to ongoing support, webinars, and additional resources to further enhance its proficiency with the system.

Results After Implementation

Enhanced attendance management
Centralised attendance data significantly streamlined administrative tasks related to attendance tracking. This enhancement made it easier to generate reports and monitor student attendance patterns. KMPUS automated attendance-related processes, which in turn reduced the administrative burden on faculty and staff.
Efficient class disruption management
The contingency map feature proved highly effective in managing class disruptions, such as room changes, faculty absences, or emergencies. This feature ensured minimal disruption to the learning process.
Optimisation of resources and communication
KMPUS played a pivotal role in optimising resource allocation, guaranteeing efficient classroom usage. The system's ability to provide real-time updates to students, faculty, and staff regarding class changes or cancellations markedly improved communication and reduced confusion. In the event of emergencies, Erin School could rapidly disseminate critical information to all students.

Conclusion

In the journey of growth and adaptation, Erin School confronted a series of operational challenges that threatened its efficiency and scalability. These challenges encompassed data management complexities, scalability limitations, time-consuming administrative tasks, student engagement monitoring gaps, and fragmented communication. However, Erin School's proactive approach to addressing these issues through the implementation of KMPUS stimulated significant and transformative results.Following implementation, Erin School enjoyed enhanced attendance management, streamlined administrative tasks, and an efficient system for addressing class disruptions. KMPUS optimised resource allocation, enabling efficient classroom usage, and improved communication through real-time updates and emergency information dissemination.The case of Erin School demonstrates how strategic adoption of KMPUS not only addressed their initial operational challenges but also paved the way for improved efficiency, scalability, and communication within the institution. The journey from challenges to solutions, and finally, to results, underscores the transformative power of innovative solutions in the educational landscape.
Are you interested in learning more about what KMPUS can do for your school? Don't hesitate to contact us!
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