Case Study:
Xavier Charter School
Agency: Desert Creative Group
Timeline: 2024
Role: Implementation Specialist & Web Designer
Services:
- Website Redesign & Development
- CRM Implementation
- Workflow Automation
- Form & Email Automation
- Administrative Process Optimization
Tools Used:
Overview
Xavier Charter Schools is a public charter school focused on providing students with a strong academic foundation through personalized education and community involvement. As the school continued to grow, its existing digital processes needed to evolve to better support enrollment management, staff communication, and administrative workflows.
I worked with the Desert Creative Group team to redesign their website experience while also implementing a custom CRM and automation system designed to help staff better manage complex internal processes.
My role focused on building the website within Elementor, creating digital forms and workflows in Pexocore, and developing automated systems that helped simplify administrative tasks and improve communication between staff, families, and prospective students.
The Challenge
Managing student enrollment requires coordination across multiple touchpoints, from initial inquiries and campus tours to application steps and communication between school staff. As Xavier Charter Schools continued to grow, they needed digital tools that could better support their existing processes and help staff manage these interactions more efficiently.
The enrollment journey involved multiple departments and many individual steps, making clear communication and consistent follow-up essential. Xavier needed a more organized workflow that would help staff stay informed, streamline communication, and create a smoother experience for prospective families.
The Solution
I helped design and implement a customized CRM and workflow system using Pexocore, creating a structured digital process to support Xavier Charter School’s enrollment and administrative needs.
By creating purpose-built workflows and automations, staff gained tools that helped reduce repetitive administrative tasks, improve communication, and better support the needs of students and families.
The System Included:
- Custom forms designed around Xavier Charter Schools’ specific requirements.
- Automated email workflows to route inquiries to the appropriate staff members.
- Tour scheduling processes to simplify communication with prospective families and automatically navigate staff’s busy schedules.
- Internal workflows to support enrollment coordination and follow-up.
- Automated certification reminders to help teachers stay informed about upcoming renewal requirements.
The Solution
The focus of this project was creating systems that supported the school’s existing processes while making them easier to manage.
The goal was not simply to add new technology, but to create a system that worked naturally alongside the school’s day-to-day operations.
I Focused On:
- Understanding the various steps involved in the enrollment journey.
- Translating administrative needs into organized digital workflows
- Building intuitive forms that collected information efficiently.
- Creating automated communication paths based on specific user actions.
- Designing a website experience that made information easier for families to find and navigate.
The Outcome
The completed website and CRM implementation provided Xavier Charter School with a more structured digital foundation for managing enrollment inquiries and administrative workflows.
Through a combination of website improvements, customized forms, and automated communication systems, the school gained tools that helped improve organization, reduce repetitive manual tasks, and create a smoother experience for both staff and prospective families.
Additional Contributions
In addition to the website redesign and CRM implementation, I supported Xavier Charter School with:
- Custom email template creation
- Staff communication workflows
- Enrollment process optimization
- Internal automation setup
- Ongoing website updates and improvements
View Mockup:
