Paragon Overseas Education
ERP · 38+ Branches
Duration
24 weeks
Team
8 engineers
Year
2022
Industry
Overseas Education Consultancy
Measurable Impact
Project Overview
Paragon Overseas Education is one of the region's largest overseas education consultancy networks, operating 38+ branches helping students apply to universities in the UK, USA, Canada, Australia, and Malaysia. With thousands of active student applications being processed simultaneously across dozens of locations, they needed a unified ERP that could handle the full student journey from first inquiry to university enrollment.
The Challenge
With 38+ branches each using their own Excel files and WhatsApp groups to manage student applications, Paragon had no single view of their business. The same student might be contacted by agents from three different branches. Application deadlines were missed because no one had visibility into status across the network. Regional managers had no reliable way to measure branch performance, and head office finance couldn't consolidate revenue data without a week-long manual process.
Our Solution
We built a multi-branch ERP with real-time data synchronization. Each branch operates its own workspace with full CRM capabilities, but all data flows to a central head office dashboard. The student lifecycle — from initial inquiry through counseling, documentation, application, visa, and enrollment — is tracked in a structured workflow. Automated alerts fire when deadlines approach. Branch and regional manager dashboards show real-time KPIs.
The Transformation
- 38 branches operating as 38 separate companies
- No cross-branch visibility into applications
- Application deadlines missed regularly
- Monthly reporting took a full week to compile
- Same student contacted by multiple branches
- Finance data consolidated manually each month
- All 38 branches in one real-time data ecosystem
- Head office sees every active application live
- Zero missed deadlines since platform launch
- Monthly reports generated in under 12 hours
- Deduplication logic eliminates all overlap
- Revenue data consolidated and visible in real time
Key Features
Multi-Branch Architecture
Each branch has its own workspace with local data privacy, while head office sees all branches in a consolidated view — with real-time sync across the network.
Student Journey Tracking
Structured pipeline from inquiry → counseling → documentation → application → offer → visa → enrollment, with status visible to both student and counselor.
Deadline Management
Automated alerts for application deadlines, visa appointment dates, and document submission cutoffs — ensuring no student misses a critical date.
Branch Performance Analytics
Regional managers see real-time conversion rates, revenue, active applications, and counselor performance across all branches under their region.
Document Management
Centralized document repository per student — transcripts, passports, SOP drafts, offer letters — with version control and status tracking.
Counselor Communication Log
All interactions between counselors and students are logged, timestamped, and linked to the student record — preventing duplication and ensuring accountability.
How We Built It
Architecture Planning
Weeks 1–3Designed a multi-tenant architecture that isolates branch data while enabling real-time aggregation at regional and head office levels.
Core CRM & Lead Engine
Weeks 4–8Built the student journey pipeline, lead management with deduplication logic, counselor assignment engine, and the document management system.
Branch Network Layer
Weeks 9–14Built branch workspaces with local data and live sync to central DB via WebSockets — enabling real-time updates across the entire 38+ branch network.
Analytics Engine
Weeks 15–20Delivered regional and head office dashboards with conversion funnels, revenue heatmaps, counselor KPIs, and automated weekly report emails.
Phased Rollout
Weeks 21–24Launched with 5 pilot branches, migrated historical data, trained regional managers and counselors, then expanded to all 38+ branches over 4 weeks.
Tech Stack
Key Results
- Connected all 38+ branches into a single real-time data ecosystem
- Reduced monthly reporting time by 70% — from 5 days to under 12 hours
- Eliminated missed application deadlines entirely through automated alerts
- Head office now has live visibility into 10,000+ student applications at any moment
- Identified and eliminated duplicate leads saving significant acquisition costs
Impact Metrics
Visual Walkthrough
Project Screens
Head office dashboard — real-time view of all 38+ branches
Head office dashboard — real-time view of all 38+ branches
Student pipeline — full journey from inquiry to enrollment
Student pipeline — full journey from inquiry to enrollment
Branch analytics — conversion rates and revenue by region
Branch analytics — conversion rates and revenue by region
“Before Pixelpk, we had 38 branches operating like 38 separate companies. Now we have one coherent business. The visibility and control we have today is transformational.”
CEO
Chief Executive Officer · Paragon Overseas Education
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