Protect generated demand.
Connected intake and owned exceptions make missed or unresolved inquiries visible while the team can still act.
Koro Admissions Operating System
Every connected admissions inquiry accounted for. Every next step clear.
We design and implement one connected admissions operation so staff can see who owns each inquiry, what happens next, and where work needs attention from capture through ready-to-start handoff.
Koro designs and implements the system. HubSpot coordinates the work. When included, licensed, and technically supported, Dropbox Sign supports approved application and agreement templates, and Stripe processes the one payment route in the fixed scope. Your SIS remains the academic system of record. Your institution retains every official decision.
The connected admissions journey
Eight stages. One connected record. Clear ownership through handoff.
Every stage has a defined state, owner, next action, exception path, and handoff. Reporting uses the same definitions to show where work needs attention.
What the system changes
Less work lost between steps. More of the journey visible.
Return staff capacity.
Prioritized queues, instructions, shared context, and controlled next actions reduce reconstruction and manual tracking.
Reduce completion leakage.
Applications, signatures, payment conditions, and readiness remain distinct, current, and actionable.
Give leadership a reliable operating view.
Shared definitions reveal progression, workload, aging, exceptions, and handoff without treating activity as results.
The eight stages
See what moves forward, what stays visible, and who remains in control.
Each chapter keeps the operating change visible. Open a stage to review its working view, controls, configuration, authority, measures, and handoff.
The workflow views use sample information to explain the operating model. The full journey describes how the work moves. The fixed implementation is limited to the published scope under Pricing. Dropbox Sign and Stripe examples apply only when included, licensed, and technically supported.
Act I
Capture and engage
Turn connected inquiries into owned, contextual, human admissions work.
01Inquiry capture and record creationEvery connected inquiry becomes a usable record or a visible exception.
How it works
Approved channels feed one intake path. Available source, program, consent, timing, and preference context travel with the record.
- Create or update the applicable HubSpot record.
- Preserve available source and inquiry context.
- Route duplicate, incomplete, or uncertain records to an owner.
Operating value
Protect more of the demand the institution already generated and create a cleaner starting point for routing and attribution.
Operating standard
Every supported interaction received through a connected channel or structured staff intake becomes a usable admissions record or a visible exception with an owner. Nothing received by the system should disappear.
- Prospective student
- Available inquiry context is preserved so the prospective student does not have to restart the story when admissions responds.
- Staff
- Staff begin with a usable record and available context instead of reconstructing an inquiry from a separate channel.
- Leadership can inspect
- Supported inquiry volume, processing failures, suspected duplicates, source and consent completeness, and unresolved intake exceptions.
What typically breaks
- Staff monitor separate inboxes, voicemail, sheets, and platforms.
- Repeat interest creates duplicates or erases new source and intent.
- Incomplete, uncertain, or failed submissions disappear from normal work.
- Inquiry counts and attribution become unreliable before routing begins.
How the system responds
- Connect supported digital inquiry channels to one approved intake process.
- Give walk-ins, events, referrals, and other staff-assisted inquiries a structured intake path.
- Create or update the applicable record while preserving available source, campaign, referral, channel, timing, consent, and preference context.
- Apply approved spam, duplicate, matching, and data-quality rules, then surface anything the system cannot resolve confidently.
Configured with the institution
- Supported channels and integrations
- Required intake fields
- Identity matching and duplicate-review rules
- Spam and data-quality logic
- Source and campaign mappings
- Consent and preference fields
- Exception ownership
- Confirmation eligibility and approved content
Recommended measures
- Capture reconciliation rate
- Suspected-duplicate rate
- Unresolved exception age
- Source and consent completeness
- Channel-to-record failure rate
02Routing, ownership, and prioritizationEvery inquiry ready for routing receives one owner, one priority, and one response deadline.
How it works
Institution-approved rules assign work by program, campus, language, responsibility, availability, workload, and other agreed factors. Exceptions enter an owned review queue without resetting the original deadline.
- Assign one current owner and priority.
- Create a contextual first-response task.
- Keep unassigned, overdue, and exception work visible.
Operating value
Reduce avoidable assignment delay and give every representative a clearer daily workload.
Operating standard
Every inquiry ready for routing becomes owned, prioritized work with a first-response deadline or an owned routing exception with a review deadline. A routing task is not a response.
- Prospective student
- The prospective student enters a defined response path instead of waiting in an unowned queue, while staff remain accountable to the institution’s response expectation.
- Staff
- Each representative opens a prioritized workspace that explains what is due, why it is due, and which context belongs to the action.
- Leadership can inspect
- Assignment time, unassigned count and age, routing-exception age, workload, reassignments, and due or overdue first-response work.
What typically breaks
- An owner field exists, but no one owns the first action.
- Assignment or reassignment quietly resets the original response target.
- Coverage and workload problems remain hidden until work becomes overdue.
- Routing failures sit without a triage owner or review deadline.
How the system responds
- Apply institution-approved routing rules and assign one current owner and priority.
- Preserve the original response deadline and create one active first-response task with context and completion instructions.
- Route missing, conflicting, or unassignable records into an owned exception path with a review deadline.
- Expose unassigned, aging, overdue, reassigned, and coverage-dependent work while preserving the routing and override history.
Configured with the institution
- Program, campus, language, location, inquiry-type, and responsibility rules
- Rule order and eligibility
- Distribution, availability, and coverage logic
- Priority criteria and first-response deadlines
- Triage owners and review deadlines
- Authorized overrides and required reasons
- Backup, escalation, and reassignment rules
- Task instructions and completion standards
Recommended measures
- Time to assignment
- Unassigned count and age
- Routing-exception age
- Workload distribution
- Reassignments and ownership changes
- Due and overdue first-response tasks
03Contact, discovery, follow-up, and re-engagementEvery recorded interaction leads to a valid next action.
How it works
Representatives work from available inquiry context, follow institution-approved guidance, record the actual outcome, and move the inquiry into follow-up, nurture, re-engagement, pause, or closure.
- Bring history, source, interest, permissions, and appointments into one view.
- Support structured, human-led discovery.
- Create controlled follow-up and stop conditions from recorded outcomes.
Operating value
Give time back to staff and keep viable inquiries from stalling between conversations.
Operating standard
Every open inquiry has one current engagement state, one accountable owner, and one valid next action, approved nurture path, or owned exception, with a documented reason for pause or closure.
- Prospective student
- The prospective student receives human guidance in context, with a clear next step and outreach that can pause or stop when circumstances change.
- Staff
- The representative continues the conversation with available history, exercises judgment, records the actual outcome, and sets the next action without reconstructing the record.
- Leadership can inspect
- Time to first attempt and two-way connection, discovery completion, next-action coverage, overlap, opt-outs, nurture movement, re-engagement, and closure reasons.
What typically breaks
- An outreach attempt is mistaken for a two-way connection.
- A conversation ends without a controlled callback or next action.
- Prospective students who are not ready enter generic messaging without a reason, review point, or stop condition.
- Replies and bookings return without the original context or accountable owner.
How the system responds
- Present source, submitted information, program interest, permissions, owner, appointments, and supported interaction history before outreach.
- Provide a structured, human-led discovery framework with institution-approved information at the point of work.
- Keep attempts, connections, discovery, next actions, nurture, re-engagement, pause, and closure distinct.
- Turn approved outcomes into controlled next steps and adjust or stop outreach when permission, suppression, advancement, or closure conditions change.
Configured with the institution
- Connected communication and scheduling tools
- Required discovery fields and staff guidance
- Outcome and closure definitions
- Follow-up timing and callback standards
- Nurture eligibility, reason, cadence, review point, and stop rules
- Channel permissions and suppression rules
- Cross-inquiry overlap controls
- Reactivation paths
Recommended measures
- Time to first documented attempt
- Time to two-way connection
- Discovery completion
- Next-action compliance
- Message overlap
- Opt-out and complaint rate
- Nurture movement and re-engagement
- Closure reason
Act II
Apply, sign, and pay
Keep requirements, decisions, agreements, signatures, and the included payment path precise and recoverable.
04Application, requirements, and admissions decisionOne clear path from application to decision.
How it works
Approved Dropbox Sign application templates are accessible from the HubSpot record. The representative selects, reviews, and sends the appropriate template while requirements, documents, corrections, review tasks, and decisions remain connected.
- Keep application templates available at the point of work.
- Show missing, unusable, or corrected requirements distinctly.
- Route complete records to authorized institutional reviewers.
Operating value
Reduce document chasing and prevent incomplete applications or complete files awaiting review from disappearing.
Decision boundary
The representative sends the approved application. Authorized institutional staff determine document sufficiency and make every admissions decision.
Operating standard
Every active application has a visible status, owner, school-defined outstanding requirements, and one next action or visible exception. Sent is not viewed. Viewed is not signed. Signed is not ready for review. Reviewed is not decided.
- Applicant
- The applicant receives precise requests for missing or unusable material and can correct the record without restarting the application path.
- Staff
- Staff can see delivery, signature, outstanding requirements, corrections, review, and decision within the connected applicant history.
- Leadership can inspect
- Progression through sent, viewed, signed, requirements-complete, reviewed, and decided states, plus missing items, corrections, review-queue age, rework, turnaround, and closure reasons.
What typically breaks
- Staff locate, assemble, and send application materials manually.
- Sent, viewed, signed, requirements-complete, reviewed, and decided are treated as one state.
- Correction requests are vague, repeated, or disconnected from staff follow-up.
- The institutional decision is separated from the applicant history and next action.
How the system responds
- When licensed and included in scope, make approved Dropbox Sign application templates available from the HubSpot record for representative review and sending.
- Connect delivery, signature, supporting documents, requirements, communications, correction requests, reminders, and staff tasks.
- Mark a record ready for review only after defined requirements are met, then route it to an authorized reviewer.
- Record the decision, date, reviewer, conditions or reason when required, and the next action while returning incomplete work to a controlled path.
Configured with the institution
- Approved application templates
- Program, campus, modality, start-date, and circumstance applicability
- Qualification checklists and required supporting evidence
- Document review and correction categories
- Reminder and stop logic
- Ready-for-review criteria
- Authorized reviewers
- Decision outcomes, required reasons, and conditions
Recommended measures
- Delivery, view, and signature progression
- Requirements-complete rate
- Missing-item and correction rate
- Review-queue age
- Rework
- Decision turnaround
- Closure reason
05Disclosures, acknowledgments, and enrollment agreementCurrent approved documents. Every required signature visible.
How it works
Shared templates, signer roles, signing order, reminders, and distinct completion states keep agreement work current and inspectable.
- Use the current approved template for future requests.
- Track each signer and reminder separately.
- Mark completion only after every required signer finishes.
Operating value
Reduce repeated preparation and the chance that an outdated document or incomplete signature chain goes unnoticed.
Operating standard
Every in-scope request issued through the configured process uses the current approved template. An applicant signature does not complete the agreement until every required institutional signer has signed. Every pending in-scope request has a responsible next action.
- Applicant
- The applicant receives current documents in the approved order and clear guidance when another acknowledgment, signature, or action remains.
- Staff
- The representative selects, reviews, and sends the approved template from the applicant context while the system keeps the active signer and unresolved work visible.
- Leadership can inspect
- Template version use, sent, viewed, signed, declined, canceled, outstanding signer, reminder, completion, retrieval, and audit exceptions.
What typically breaks
- Future requests use inconsistent or outdated document versions.
- Applicant-signed is treated as fully signed.
- Staff manually monitor the active signer and outstanding requests.
- The completed copy is separated from the originating admissions record.
How the system responds
- Where applicable and institution-approved, sequence required pre-agreement disclosures and acknowledgments before the enrollment agreement and keep their status inspectable.
- When the required Dropbox Sign plan, permissions, and supported HubSpot connection are included, maintain institution-approved disclosures, acknowledgments, and agreements as shared templates for future requests.
- Support configured record-field population, applicant and authorized school signer roles, signing order, status, reminders, and internal tasks.
- Keep sent, viewed, signed, declined, and canceled states distinct and prevent fully signed status until every required signer completes.
- Preserve previously issued documents and keep the completed agreement accessible from the originating record where the approved connection supports it.
Configured with the institution
- Approved templates and applicability
- Template owner, version, and effective date
- HubSpot-to-template field mapping
- Signer roles and signing order
- Required delivery, acknowledgment, and execution order
- Reminder timing
- Internal task ownership
- Cancellation and reissue process
- Completion, access, and retention process
Recommended measures
- Wrong-version incidents
- Incomplete-signer rate
- Days awaiting each signer
- Reminder-to-human escalation
- Completed-copy retrieval
- Audit exceptions
06Initial payment path and financial clearanceOne approved payment path. Payment status and financial clearance stay distinct.
How it works
After agreement completion, approved rules direct the applicant to the Stripe payment route included in the fixed scope. The payment status returned by the included connection is recorded in HubSpot, and failed, missing, or uncertain activity creates owned follow-up.
- Send the included payment route only when required information is complete.
- Stop included reminders when the supported completion status returns.
- Keep the institution’s financial-clearance decision separate.
Operating value
Reduce payment-routing rework and keep incomplete or uncertain payment activity actionable before readiness.
Operating standard
Each applicant in the payment stage has one approved in-scope route, an available supported status, and an accountable next action when incomplete or uncertain. A link sent is not payment received, and payment status is not the institution's financial-clearance decision.
- Applicant
- The applicant follows one approved payment path and reaches a person when the amount, funding source, or exception requires institutional judgment.
- Staff
- Authorized staff can see the approved route, available payment status, active reminder, clearance decision, and who owns an exception.
- Leadership can inspect
- In-scope route use, available completion or failure status, exception volume, time to the required condition, and institution-confirmed financial clearance.
What typically breaks
- An incorrect or uncertain amount is sent instead of being held for review.
- A payment link sent, available payment status, and financial clearance are treated as one state.
- Included reminders continue after the supported payment status indicates completion.
- A failed, missing, or uncertain status has no accountable staff exception path.
How the system responds
- Use approved record information to send the applicant through the institution-approved payment path included in scope.
- Send the approved payment link or supported invoice only when the required information is complete; otherwise create an owned review task.
- Record the status made available through the supported connection and surface a failed, missing, or uncertain status for staff review.
- Stop included reminders when the supported status indicates completion and record the institution's separate financial-clearance decision.
- Add complex amounts, multiple routes, installments, refunds, balances, accounting treatment, or reconciliation only through a separate written scope.
Configured with the institution
- One approved payment route
- Required fields used to select that route
- Approved link or invoice path
- Missing or conflicting-data exception logic
- Included reminder timing
- Available status mapping
- Financial-clearance review owner and criterion
Recommended measures
- Payment-path exception rate
- Incorrect-amount incidents
- Time to required payment condition
- Available completed and failed status
- Missing-status age
- Financial-clearance review age
Act III
Prepare and measure
Confirm readiness, move responsibility, and use consistent definitions to see what needs attention.
07Pre-start readiness and SIS handoffReady means more than enrolled.
How it works
The readiness workspace keeps required work, student instructions, staff tasks, and receiving-team acceptance visible until responsibility moves.
- Track institution-defined orientation, documents, schedule, access, technology, and materials.
- Send approved instructions and create owned staff tasks.
- Complete the fixed-scope SIS handoff through an owned task or structured export.
Operating value
Address missing work before it delays the student’s start and preserve accountability across admissions and the receiving team.
Decision boundary
The institution confirms Ready-to-Start status and completes the official SIS process. A direct SIS integration requires a separate written scope.
Operating standard
Every approaching student has a visible readiness status, owner, and next action. The stage finishes only when the institution confirms applicable requirements, the agreed SIS handoff work is complete, and responsibility has moved.
- Enrolled student
- The enrolled student receives coordinated readiness instructions while responsibility moves only after the receiving team accepts the handoff.
- Staff
- The team sees available HubSpot admissions context, recorded completion signals, current readiness, remaining work, due dates, and receiving owner without reconstructing the standard handoff.
- Leadership can inspect
- Requirement completion, days to ready, unresolved-item age, orientation, access, schedule, accepted handoff, actual start when returned, and pre-start cancellation.
What typically breaks
- Leadership counts a student as ready while pre-start work remains open.
- The student receives repeated or disconnected instructions.
- The receiving team cannot see whether the handoff was accepted.
- Admissions history and completed documents are separated from the school’s normal SIS process.
How the system responds
- Bring available HubSpot admissions context and approved completion signals into the pre-start workspace.
- Track orientation, documents, schedule, access, technology, materials, and other requirements by program, campus, modality, cohort, schedule, or start date.
- Send approved instructions and reminders, create owned staff tasks, and provide shared queues with deadlines, context, and completion expectations.
- Record the institution's Ready-to-Start determination and keep the receiving-team handoff visible through an owned task or structured export until accepted and completed.
- Add a direct or supported SIS integration only through a separate written scope.
Configured with the institution
- Program, campus, modality, cohort, schedule, and start date
- Readiness checklist
- Orientation, access, technology, document, and material requirements
- Student instruction and reminder timing
- Staff task ownership
- Ready-to-Start definition
- Handoff owner and acceptance criteria
- Owned task or structured-export handoff method
Recommended measures
- Readiness-requirement completion
- Days to ready
- Unresolved-item age
- Orientation, access, and schedule completion
- Accepted handoff
- Actual start
- Pre-start cancellation
08Admissions reporting and improvementSee where work needs attention.
How it works
The fixed implementation includes one standard HubSpot dashboard with up to eight reports using approved definitions. It shows available stage movement, workload, exceptions, readiness, and handoff activity.
- Use consistent milestones, timestamps, and populations.
- Connect operating signals to affected work where supported.
- Keep report ownership and review responsibility clear.
Operating value
Give leadership one standard operating baseline without implying that a dashboard alone causes improvement.
Decision boundary
Admissions System Care can maintain reporting and make minor approved improvements within its two-hour monthly capacity. Baseline studies, formal analysis, custom analytics, recommendations, and change testing require a separate scope.
Operating standard
Every in-scope standard report uses approved definitions. Reporting can show an operating signal, but analysis and testing are separate work and the dashboard does not cause improvement.
- Applicant
- Standard reporting does not change the applicant experience on its own. Leadership decides whether a separately scoped analysis or approved operating change is warranted.
- Staff
- Teams can use standard reports to inspect progression, follow-through, workload, data quality, inquiry mix, and recurring exceptions rather than activity volume alone.
- Leadership can inspect
- What the included HubSpot reports show about inquiry entry, stage movement, overdue work, programs, sources, readiness, and handoff under the approved definitions.
What typically breaks
- Each platform reports its own activity without one governed journey.
- Milestones, timestamps, populations, and denominators change between reports.
- A dashboard identifies a pattern but cannot connect it to affected work or an owner.
- A process change is declared successful without a comparable baseline, guardrails, or evidence that it held.
How the system responds
- Configure one standard HubSpot dashboard with up to eight reports using approved milestone definitions and available HubSpot data.
- Keep report ownership, refresh expectations, and review responsibility clear.
- Use Admissions System Care for recurring system-health review and bounded report maintenance.
- Use a separate analysis or improvement scope for baseline studies, constraint investigation, custom analytics, recommendations, or tested change.
Configured with the institution
- Approved milestone and timestamp definitions for available HubSpot data
- One standard dashboard and up to eight included reports
- Included dimensions and standard filters
- Report owners and review responsibility
- Baseline and comparison periods through separate analysis scope
- Advanced guardrails, change logs, and custom analytics through separate scope
- Standard reporting maintenance through Care; deeper adoption, fidelity, or data-quality analysis through separate scope
Recommended measures
- Stage movement and aging
- Workload and overdue tasks
- Exception volume and age
- Application, signature, payment, readiness, and handoff status
- Advanced analysis, separately scoped
A truthful admissions pipeline
One milestone never silently stands in for another.
Clear definitions protect the work, the applicant experience, leadership decisions, and reporting integrity.
01
Capturedis notAssigned
02
Routing taskis notResponse
03
Attemptis notTwo-way connection
04
Signedis notRequirements complete
05
Reviewedis notDecided
06
Admissions decisionis notEnrollment
07
Applicant signedis notFully signed
08
Agreement completeis notPayment received
09
Payment receivedis notFinancial clearance
10
Ready-to-Startis notSIS handoff accepted
Six operating controls
Connected enough to work. Governed enough to trust.
Current state and milestone definitions
One agreed state at a time, with explicit entry, completion, and exception rules.
Owner, next action, and deadline
Every active record has accountable work or an owned exception with aging.
Shared queues and point-of-work guidance
Representatives see prioritized work, context, and instructions where they act.
Stable automation and visible exceptions
Approved rules handle repeatable work. Uncertainty stays visible to authorized staff.
Connected history and permission controls
Activity, consent, suppression, ownership, and overrides remain inspectable.
Governed templates, reporting, and decisions
Current materials and shared definitions support the work without replacing human judgment.
The operating architecture
Koro provides the system. Each platform has a defined role.
We design, configure, connect, test, document, and train the operation. Your institution approves its rules, controls every judgment-based decision, and owns the official records.
We bring the operating design, implementation discipline, and postsecondary context.
The licensed platforms provide capabilities. We turn the agreed capabilities into one accountable operation and prepare your team to run it.
HubSpot
Coordinates agreed records, stages, ownership, tasks, supported communication context, workflows, exceptions, and reporting.
Dropbox Sign
Supports institution-approved templates, electronic signatures, signer roles, signature status, and completed documents when included.
Stripe
Processes the one approved payment route included in the fixed implementation.
Your SIS
Remains the academic system of record and the authoritative home for official academic information and student status.
Evidence and operating discipline
Designed around documented failure points. Measured in your context.
External research and public records help explain why specific controls matter. They do not predict your institution’s result.
Shamsuzzaman et al. · International Journal of Lean Six Sigma · 2023
One Lean Six Sigma admissions case observed a mean cycle time of 88.0 minutes and modeled a best-scenario mean of 39.5 minutes. Its Pareto analysis identified registration waiting, admissions document review and data entry, and repeated finance steps as the three leading potential causes, representing about 78% of recorded cause frequency.
Single-institution case with a simulated future state. The study excluded online initial-acceptance time and did not estimate financial benefit. It was not a Koro deployment.
Review the Lean Six Sigma study (opens in a new tab)California BPPE · Citation Order No. 25260127 · June 29, 2026
In one violation, a June 29, 2026 BPPE citation reported that four of nine reviewed student files contained enrollment agreements missing an authorized employee signature. The Bureau assessed a $2,501 Class A fine for that violation.
California-specific, dated, and institution-specific. The citation included other violations and fines and provided appeal rights. It is not a general penalty benchmark, and workflow controls do not replace legal or compliance review.
Review the official citation (opens in a new tab)Relevant operating experience
Prior postsecondary systems experience informs the design.
Before founding Koro Solutions, our founder contributed to internal systems work at a postsecondary institution. The examples below are drawn from an anonymized record of that work.
- Admissions work queues
- General and priority work were routed separately.
- Signature states
- Sent, viewed, and completed remained distinct.
- Signer roles
- Student, admissions witness, and executive director roles were defined.
This was internal institutional work completed before Koro Solutions, not a Koro client engagement. It does not imply endorsement or a quantified outcome.
How we deliver it
Ready before the clock starts. Supported after launch.
Confirm readiness and the standard design
Confirm the shared operating path, owners, approved rules, records, measures, required licenses, inputs, and launch responsibilities before the implementation window begins.
- Our responsibility
- We complete the readiness review, map approved decisions into Koro's standard architecture, and document the configuration blueprint and scope.
- Your responsibility
- You provide a decision owner, required access, usable data, approved terminology, routing, content, templates, payment rules, readiness criteria, validation users, and timely decisions.
- Output
- Confirmed readiness, an approved standard configuration blueprint, responsibilities, boundaries, and launch calendar.
Configure, validate, and launch
Build and validate the records, pipeline, routing, tasks, queues, workflows, templates, supported connections, readiness path, reports, training, and launch controls included in the standard scope.
- Our responsibility
- We configure the system, complete one consolidated validation round, address in-scope issues identified during validation, document ownership, train the administrator and team, and support launch.
- Your responsibility
- You provide approved inputs and vendor cooperation, complete validation, return consolidated decisions within one business day, and provide launch authority.
- Output
- A validated in-scope admissions operation with enabled owners, documentation, training, known limits, and acceptance record.
Stabilize, then care for the system
Use the included 14-day stabilization period to correct defects in the delivered scope. Add month-to-month Care only when the team wants ongoing review and minor changes.
- Our responsibility
- We correct delivered-scope defects during stabilization. With Care, we review system health and use bounded monthly capacity for minor configuration, reporting, documentation, or training changes.
- Your responsibility
- You operate the standard, retain process and decision ownership, report issues with sufficient context, and approve any proposed change.
- Output
- A stabilized implementation, with an optional monthly path for keeping the delivered system useful.
Published scope and pricing
A defined implementation. A bounded path after launch.
The fixed Admissions Operating System uses our standardized architecture and published limits. Work outside that package receives a separate written scope.
Fixed implementation
Admissions Operating System
$4,999 fixed10-business-day implementation window after readiness is confirmedA fixed professional-services fee for one institution, one HubSpot portal, one admissions team with up to 10 users, and one shared inquiry-to-ready-to-start operating path.
- Up to five programs and two campuses when they use the same core stages, routing model, templates, payment path, and readiness rules.
- Koro's standard HubSpot record structure, one primary pipeline, up to three supported native inquiry inputs, routing, tasks, shared queues, bounded workflows, exception paths, and one follow-up cadence configured with institution-supplied, approved content.
- Up to three institution-approved Dropbox Sign templates and one supported Stripe payment route within the published scope, when licensed and technically supported.
- One readiness checklist and one SIS handoff through an owned task or structured export.
- One structurally clean, client-prepared import of up to 2,500 active contact records, plus one standard dashboard with up to eight reports using available HubSpot data.
- One 60-minute administrator session, one 60-minute team session, one Koro-standard operating guide for the delivered scope, one consolidated user acceptance testing round, and 14 days of launch-defect stabilization.
The fixed fee covers the published standard configuration. Added connections, materially different processes, broader migration, and custom work are scoped separately.
Request a planning conversationReview commercial boundaries
The walkthrough explains the complete operating model. The fixed fee covers the standard configuration listed here, not every configurable capability shown on the page. Custom integrations, APIs, middleware, custom software, multiple HubSpot portals, materially different program or campus processes, extensive migration or data cleanup, historical activities or attachments, document drafting or legal review, complex payment, funding, accounting, refund, or installment logic, SIS implementation or API work, campaign management, custom analytics, and added scope are quoted separately.
Optional ongoing care
Admissions System Care
$499/monthOptional, month-to-month after stabilizationFor institutions that want Koro to help keep the delivered system healthy and useful after the included stabilization period.
- One monthly workflow, queue, data-quality, and reporting health review.
- One concise system-health summary and one 30-minute review conversation.
- One active request at a time.
- Up to two total hours each month, including the health review, meeting, documentation, and minor configuration, reporting, or training changes.
Care keeps the delivered system healthy within its published monthly capacity. Formal analysis, larger changes, and time-sensitive work are scoped separately.
Request a planning conversationReview commercial boundaries
Unused time does not roll over. Care is bounded maintenance and minor-improvement capacity, not unlimited support, emergency service, formal analysis, or a response-time commitment. Baseline studies, recurring analysis, custom analytics, recommendations, change testing, new builds, integrations, migrations, major redesigns, and custom development are quoted separately.
When the delivery clock starts
The 10-business-day window begins after implementation readiness is confirmed.
Week one is for configuration. Week two is for validation, corrections, training, and launch. Koro confirms readiness in writing after the required commercial, access, connection, and operating inputs are complete.
- 01
The signed agreement is complete, the first 50% payment is received, and the delivery window is reserved.
- 02
Required software and licenses are active, Koro has approved administrator access, and included Dropbox Sign or Stripe connections are authorized and working.
- 03
One available decision-maker has approved the shared stages, owners, routing, deadlines, and core operating rules.
- 04
Templates, content, payment rules, readiness criteria, and any import file are approved and usable.
- 05
Validation users are assigned and available for the consolidated testing round.
- 06
Required decisions, corrections, and approvals are returned within one business day.
Missing access, inputs, decisions, testing, or approvals pause the implementation window. A materially different process or added scope requires a separate written estimate.
The implementation is invoiced 50% to reserve the delivery window and 50% before launch. Software and third-party costs are separate.
Review complete commercial terms
Prices shown are for Koro professional services. The implementation is invoiced 50% to reserve the delivery window and 50% before launch. HubSpot subscriptions, seats, add-ons, credits, any HubSpot-required onboarding, taxes, Dropbox Sign, Stripe and other payment processing or transaction fees, paid apps, vendor charges, and usage charges are separate unless expressly included in writing. Final scope, schedule, responsibilities, acceptance criteria, assumptions, and fees are confirmed in the signed agreement.
Questions before planning
Clear answers before you commit.
The signed agreement remains the final source for scope, responsibilities, timing, assumptions, and acceptance.
What is included in the $4,999 implementation?
The fixed professional-services fee covers the published standard scope: one institution and HubSpot portal, one admissions team with up to 10 users, one shared operating path, bounded inputs and workflows, up to three approved Dropbox Sign templates and one supported Stripe payment route, readiness and SIS handoff controls, one clean bounded import, standard reporting, training, documentation, one consolidated testing round, and 14 days of launch-defect stabilization. If the institution does not fit those boundaries, we provide a separate written scope.
When does the 10-business-day implementation window begin?
The window begins after we confirm readiness in writing. The signed agreement must be complete and the first 50% implementation payment must be received; required licenses, access, connections, approved rules, templates, data, and validation users must be ready; and required decisions must be returned within one business day. Missing inputs, access, testing, or approvals pause the schedule.
What does Koro provide?
We design and implement the connected admissions operation on established third-party platforms. We provide the operating design, architecture, configuration, supported connections, testing, documentation, training, governance, and optional ongoing care. The licensed platforms provide the software, and your institution owns the agreed operation and every official decision.
Do we need HubSpot?
Yes. HubSpot is the standard admissions coordination and reporting platform for this fixed implementation. During planning, we confirm what HubSpot coordinates, which systems remain authoritative, and which licenses and supported connections the agreed scope requires. Software and third-party costs are separate unless expressly included.
Does the system replace our SIS?
No. Your SIS remains the academic system of record. The fixed implementation uses an agreed owned task or structured export for the SIS handoff. A direct or supported integration requires a separate written scope.
Does this service certify compliance?
No. We can implement agreed controls and evidence paths through the platforms included in scope, but the service is not legal advice or a FERPA, privacy, security, or regulatory certification. Your institution retains legal, policy, compliance, security, and recordkeeping responsibility.
Can the system extend into post-start records and reporting?
Yes. Koro can separately scope a Compliance, Records & Reporting extension for post-start records, evidence, exceptions, outcomes follow-up, and reporting preparation. It is not included in the $4,999 Admissions implementation. Platforms, responsibilities, fee, and timing are confirmed in writing.
Explore post-start records and reportingIs Admissions System Care required?
No. Care is optional and month-to-month after the included 14-day stabilization period. For $499 per month, we complete one monthly system-health review, provide a concise summary and 30-minute review, keep one active request moving, and provide up to two total hours for the review, meeting, documentation, and minor configuration, reporting, or training changes. Formal analysis and larger work are quoted separately.
What does automation decide?
Automation can support stable, approved rules, timing, tasks, reminders, status updates, and exception handling where included and technically supported. Authorized institutional staff retain qualification, admissions, document, payment, financial-clearance, readiness, compliance, staffing, and other judgment-based decisions.
Does Koro guarantee enrollment, revenue, or savings?
No. We design and measure operating mechanisms that can support more consistent work and clearer evidence. We do not guarantee conversion, enrollment, revenue, savings, collections, or return on investment.
Planning conversation
Plan the right admissions system.
Tell us what should improve first. The no-cost 30-minute conversation will confirm whether the fixed implementation fits and what must be ready before delivery begins.
Revisit the eight stagesRequest a planning conversation
Share your institution, priority, current technology, and starting point. We’ll use it to prepare for the no-cost 30-minute fit and planning conversation.