Modern universities run on smarter, simpler operations.

Across higher education, TAFEs, polytechnics and private colleges, the pressure is the same: rising expectations from students, growing compliance requirements, complex legacy systems, and staff buried under administrative work that should be automated by now.

Ilaria helps education providers streamline academic, administrative and student service processes using automation, AI, data and modern CRM platforms like HubSpot. The result is faster decisions, reduced manual workload, better student journeys and clearer visibility across the institution.

The new reality for education providers

Most institutions face similar challenges across the student journey:

• Fragmented systems between admissions, enrolment, timetabling, results, student services and finance
  
  
• Manual, repetitive admin that consumes time better spent on teaching, research and student support
  
  
• Slow, inconsistent processes for admissions, onboarding, results release and academic administration
  
  
• Siloed data that limits insight into student experience, success and risk
  
  
• High service expectations from students who expect digital, transparent, mobile-first interactions
  
  
• Limited staff capacity, with high workloads spread across faculty, administrative, and central teams
  
  

Automation and AI consistently drive:
faster processes, better outcomes, fewer errors, stronger compliance and improved student experience.

Where Ilaria helps

We focus on the high-value friction points in the student and academic lifecycle — not multi-year reinventions or platform replacement programs.

1. Admissions, onboarding & early experience

• Automate document checks, eligibility validation and offer processing.
  
  
• Use AI to summarise applications, flag missing data and pre-populate systems.
  
  
• Provide a single, digital onboarding journey for students, replacing fragmented emails, forms and checklists.
  
  
• Introduce HubSpot for enquiry management, conversion optimisation and personalised communications from first touchpoint through enrolment.
  
  

2. Results, academic admin & compliance

• Automate results processing workflows, including validation, escalation and anomaly detection.
  
  
• Use AI-driven quality checks to highlight inconsistencies or potential errors across classes, subjects and cohorts.
  
  
• Streamline assessment administration, special considerations, appeals and moderation.
  
  
• Improve regulatory and audit readiness with structured, consistent processes.
  
  

This is where most universities unlock thousands of hours in staff workload reduction immediately.

3. Student services & case management

• Consolidate service requests across counselling, finance, enrolments, wellbeing and academic support.
  
  
• Implement lightweight CRM layers to track enquiries, manage cases and allow students to self-serve or escalate.
  
  
• Use AI assistants to provide fast answers, automate triage and summarise conversations for staff.
  
  

4. Faculty operations & research administration

• Automate repetitive tasks such as academic workload reporting, data entry, compliance checks and document routing.
  
  
• Improve research administration through automated ethics workflows, milestone tracking, funding notifications and approvals.
  
  

5. Data, visibility & institutional decision-making

• Create a single view of the student lifecycle by integrating student systems, CRM, LMS and finance data.
  
  
• Build dashboards for:
  
  • progression and attrition risk
    
    
  • enrolment funnel
    
    
  • support demand
    
    
  • student outcomes
    
    
  • academic workload
    
    
• Use predictive modelling and LLM reasoning to identify students who need support before issues escalate.
  
  

Typical outcomes

• Thousands of hours saved by reducing manual processing across admissions, results, and student services
  
  
• Faster turnaround for offers, results and academic decisions
  
  
• Improved service levels with clearer communication and reduced backlogs
  
  
• Higher student satisfaction through digital-first, consistent experiences
  
  
• Stronger compliance and audit accuracy across assessment and results workflows
  
  
• A single, connected engagement layer for enquiries, communications and service requests
  
  

A quick example

A major university automated key parts of the results process, eliminating manual data entry and giving staff real-time views of results across subjects and cohorts. Another consolidated student enquiries into HubSpot, enabling automated routing, faster responses and a complete history of each student’s interactions.

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A modern, student-centred university starts behind the scenes

Great student experience doesn’t start in the classroom, it starts with the systems and processes that support every interaction. By combining automation, AI, CRM and data with deep understanding of university operations, Ilaria helps institutions build a simpler, more connected academic engine.