A distance education business was running on spreadsheets and manual records. I designed and built the system that replaced them — covering the whole path from a new lead to a paid staff commission.
The problem
The centre was running a real business — thousands of students, multiple branches, partner universities, counsellors on commission — on spreadsheets and manual records.
That works until it does not. Lead ownership gets ambiguous. Fee instalments get missed. Commission has to be recalculated by hand every month. And nobody can answer the question that matters most to marketing: which enquiry turned into this paid admission?
Off-the-shelf education software existed, but none of it matched how this business actually ran — the branch structure, the partner-university model, the commission rules.
What I built
Glowell Hub is a custom ERP and CRM covering the full operation. I designed and developed it using AI-assisted development with Claude Code.
Modules
- CRM and lead assignment — capture, ownership and routing to the right counsellor
- Admissions — enquiry through to confirmed enrolment
- Students — records, documents and status
- Courses — catalogue and partner-university mapping
- Batches and classes — scheduling and allocation
- Fees — structures, instalments and payment tracking
- Staff pay and commission — calculated from actual admissions
- Branches — multi-location operation
- Tasks — follow-ups and internal workflow
- Finance and reports — the numbers the owner runs the business on
Role-based access
Counsellors, admins and partners each see a different system. A counsellor sees their own leads and tasks. An admin sees operations and finance. A partner sees only what concerns them. One codebase, three experiences, no shared logins.
Why it mattered beyond operations
Because the CRM and the finance side live in one system, a paid admission can be traced back to the enquiry that produced it. That is what made the enquiry-to-admission rate and cost per admission measurable — the marketing results exist because the system underneath them does.
- Claude Code
- AI-assisted development
- Role-based access control
- CRM architecture
- Finance & reporting
AI automation at Orions360
On the Orions360 automation projects I coordinated and helped build the work, as part of a team — rather than building it single-handedly.
The AI voice agent
Speed to first contact decides whether a lead converts. A lead contacted in minutes behaves very differently from one called the next morning — and no human team covers every hour.
So the voice agent picks up new leads straight from the CRM and calls them itself.
The recording step is the one people underestimate. It means a human can review what was actually said, and the sales team inherits context rather than starting cold.
WhatsApp chatbots and workflow automation
Alongside the voice agent, I coordinated and helped build WhatsApp chatbots and workflow automations for client businesses — handling enquiries, qualification and routing on the channel customers in this region actually use.
- n8n
- Make.com
- Claude agents
- WhatsApp Business API
- AI voice agent
