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How Oxford Scholastica Academy Streamlined Document Workflows and Cut Costs with Docupilot
Oxford Scholastica Academy is a leading educational venture offering residential and online summer programmes to teenagers from around the world. Founded over 12 years ago, the Academy prides itself on delivering high-quality, personalised learning experiences with a lean team of dedicated professionals. In January 2020, the Academy partnered with Docupilot to streamline its document workflows, automate repetitive tasks, and maintain exceptional service standards without expanding headcount.
Challenges Faced Before Using Docupilot
- Rising Costs & Vendor Lock-in
– The Academy was using a legacy document-automation provider whose prices increased dramatically after acquisition, making the solution unsustainably expensive. - Manual, Error-Prone Processes
– Critical documents such as visa invitation letters and acceptance certificates were generated by hand, introducing the risk of typos or incorrect details that could lead to visa rejections. - Time-Consuming Seasonal Tasks
– Annual activities like creating 300+ personalised Christmas cards involved multiple photoshoots and manual editing, consuming tens of hours each year. - Resource Constraints
– With a small staff, the Academy needed to focus team efforts on student engagement, not tedious document creation or formatting tasks.
How Did Docupilot Help Oxford Scholastica?
Since adopting Docupilot in early 2020, Oxford Scholastica Academy has been able to automate its end-to-end document workflows, ensuring both speed and accuracy while keeping the team lean. By integrating Docupilot with their existing Zapier setup, they unlocked a fully automated pipeline:
- Visa & Acceptance Letters: Instantly merge student data into pre-approved templates, eliminating manual entry and guaranteeing 100% data accuracy.
- Certificates & Reports: Generate branded PDF certificates for online programmes at the click of a button.
- Holiday Greetings: Combine handwriting-style fonts with Docupilot templates to produce personalised Christmas cards in a fraction of the time.
This automation has translated into significant productivity gains, allowing the Academy to redeploy staff onto strategic initiatives rather than administrative overhead.
Docupilot Features That Solved These Challenges
- Template-Based Document Merging
Easily design reusable templates for visas, certificates, reports, and marketing collateral. - Custom Font & Handwriting Support
Maintain a personal touch with branded fonts and handwriting-style scripts for cards and letters. - Zapier Integration
Trigger document creation automatically from CRM updates or enrollment events, eliminating manual steps. - API & Custom Code Support
Leverage Docupilot’s flexible API and expert support team to implement custom Zapier code and handle unique workflows. - Responsive Customer Support
Fast, knowledgeable assistance ensures roadblocks are cleared promptly, keeping projects on schedule.
Key Results
- Saved Tens of Hours annually on holiday card and letter generation, freeing staff to focus on students.
- Maintained a Lean Team, avoiding the need for additional hires thanks to streamlined processes.
- Eliminated Manual Errors, achieving consistent 100% accuracy in visa and acceptance documents.
- Reduced Document Turnaround Time from hours to seconds, improving overall operational efficiency.
- Significant Cost Savings by switching from an overpriced competitor to Docupilot’s transparent pricing model.
Oxford Scholastica Academy’s success with Docupilot demonstrates how even small teams can achieve big efficiencies through smart automation. By eliminating manual errors, reducing turnaround time, and significantly cutting document-related costs, the Academy has freed up valuable resources to focus on what truly matters—delivering exceptional student experiences. With seamless integrations and responsive support, Docupilot has become a reliable partner in the Academy’s growth journey.
Want to achieve similar results? Book a demo with Docupilot today and see how automation can help your team do more with less.
