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Intake and case tracking that does not live in email

When every application lives in someone’s inbox, status is folklore. Move intake into a system staff can audit.

4 min read
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Email is a terrible database

Threads fork. Attachments duplicate. “Did we accept them?” becomes a search exercise. Intake deserves states: received, incomplete, review, accepted, waitlist, declined.

Minimum fields that matter

  • Applicant identity
  • Program / track
  • Status + owner
  • Document checklist
  • Last touch date

What Gateway ITE taught us

Moving off paper and triple-typed data cut admin overhead dramatically — because staff stopped re-entering the same student into three places. The win was operational, not aesthetic.

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