Case Study
Council enrolment automation
How we automated enrolment processing for a multi-site early learning provider across metropolitan Melbourne — 70+ centres serving thousands of families.
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Client snapshot
Industry
Early learning and childcare
Location
Metropolitan Melbourne
Scale
70+ centres serving thousands of families
Focus
Enrolment intake from dozens of local councils
What changed
Before
- Manually processing council-provided enrolment files, consuming significant staff hours during peak intake
- Inconsistent data formats across many different local councils
- Duplicate entries required manual identification and removal
- Delayed waitlist updates meant families waited longer for responses
After
- Automated file monitoring detects new council enrolment files in SharePoint
- Council-specific parsing logic handles different formats and standardises data
- Direct CRM integration creates waitlist entries and links children to guardians
- Intelligent duplicate detection prevents redundant records automatically
- Automated notifications via email and Teams for completion and error alerts
The results
42,500+
records imported from council lists
81%
duplicates caught automatically
7,900+
unique records processed into CRM
~19
data fields processed per record
“Infinyx has genuinely shifted what’s possible for us. Cliff cut through the manual, messy enrolment processes that were eating our time and built automation that actually works. We’ve saved hundreds of hours in spreadsheet manipulation, and the real impact is the space it’s created for the team to focus on the human-centred work that matters — supporting families beginning their early learning journey.”
— Kate Smith, Director of Marketing and Communications
How it was built
On the Microsoft platform the organisation already had in place.
Power Automate
File monitoring, council-specific parsing logic, duplicate detection, and the completion and error alerts.
SharePoint
The watch folder where council files land, and the audit trail of what was processed and when.
CRM integration
Direct creation of waitlist entries, with children linked to guardians and roughly 19 fields mapped per record.
More proof: see how we automated finance billing and collections, and consolidated operations for a community transport provider.
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