More Students Without More Administrative Work
QuitCode rebuilt the operational workflow behind large education programs, replacing fragmented manual processes with a centralized system for communication, scheduling, participant management, and program setup.
United States
An education provider running multi-week programs for large groups of participants, with recurring communications, sessions, assessments, and different access levels requiring ongoing coordination.
Challenge
As the number of participants grew, the work required to run each program grew with it.
23 emails per participant
Each 10-12-week program required 23 different email touchpoints per participant. For a 120-person program, that meant hundreds of individual communications to prepare, verify, and send.
Hours spent on manual communication
The team spent approximately 230 hours managing emails for a single 120-person program - work that added directly to the administrative workload every time a new program launched.
Copy-paste created costly mistakes
Participant lists and roles were managed manually. When one manager was promoted to director, for example, the team forgot to update the mailing list and the person was missed.
Program information was scattered
Information was spread across Google Sheets, Google Docs, Gmail, Asana, 17Hats, and an older Airtable setup. There was no single place to see what had been sent, what needed approval, or where each participant stood.
Growth was hitting the team’s capacity
The manual process had already reached its limits after handling 166 managers the previous year. Larger programs would require more administrative work without a corresponding increase in team capacity.
Solution
QuitCode rebuilt the program operations workflow around a centralized system that could handle communication, scheduling, participant data, and program setup in one place.
Airtable became the single source of truth for participant, program, and communication data
Reusable program modules allow new programs to be assembled from 9 standardized building blocks
Automated communication routing determines who receives each message based on participant roles and program hierarchy
Email generation, approval, and tracking remove the need to manually manage every communication
Centralized scheduling connects program sessions, meetings, and participant information
Custom interfaces give the team visibility into program status, pending approvals, and completed workflows
The new system turned a manual, fragmented process into a repeatable program operations workflow, built to support 2–3× program growth without adding administrative staff.
Program Communication
Participant Data
Communication Routing
Program Scheduling
Program Setup
Administrative WorkloadWant a system like this for your operations?
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