Bosco is a vocational college in London named for St. John Bosco, a 19th century Italian Catholic priest who advocated for young people to receive an education. Established in 1996 by Sister Cecily Dunn, Bosco specializes in helping students who have experienced challenges in mainstream education.
When Bosco administrators moved from paper registration forms to a digital workflow, they found that some form services didn’t have the features they needed. The process was choppy and caused more problems than it solved.
But when they began using Jotform Enterprise, their workflow fell perfectly into place. Features like conditional logic, the PDF Editor, and spreadsheet integrations helped Bosco cut student registration time in half.
“Jotform Enterprise has ticked all the boxes,” says Darren Coghlan, principal at Bosco. “It does everything we want.”
After the registration process is complete, Bosco uses Jotform’s PDF Editor to create a document for its records. These PDFs have replaced paper folders, further streamlining Bosco’s administration. In addition, the digital database makes it easier to pass educational audits, which are common in the UK. Files are easy to locate and export, and data is more accurate due to Jotform’s Excel integration.
Bosco case study results at a glance
50% faster student registration time
Features like conditional logic dramatically sped up Bosco’s registration process.
100% improvement in data accuracy
Jotform Enterprise’s PDF Editor and Excel integration keep data organized and accurate, perfect for educational audits.
Quick, expert support boosts efficiency
Bosco worked with Jotform Enterprise’s Customer Success team to build the organization’s versatile registration form.
A form that does it all
Every student’s journey at Bosco starts with an online form from Jotform Enterprise. While each student starts filling out the form in much the same way, features like conditional logic help personalize the registration process.
“Students fill in their basic details, and the form will come back to us,” says Coghlan. “Then we’ll contact them, arrange an interview, capture more of their background, what the young person’s aspirations are, and any issues they’ve got as far as additional needs.
“The beauty of it is that we can go back to the forms,” he adds. When Coghlan used another form service, he wasn’t able to continue filling out a form that had already been submitted. Now, he can open Jotform Tables or Jotform Inbox, access the student’s submission data, and work with the student to complete all the elements on the form.
Jotform Enterprise has ticked all the boxes. It does everything we want.
Darren Coghlan, Principal, Bosco
“For example, today, when young people come in with their parents, we ask them if they’ve filled their form online. If they say yes, we sign in and check their data. If they haven’t, then we all sit down and fill the first bit in.
“I’ve added a conditional branch so if you don’t enter a date for an interview, you can submit straight away with just the basic details, which is great for filling it online. And if I’m sitting with them, I can enter the date and it unlocks the rest of the questions on the form.”
Coghlan and his team use Jotform Enterprise to automatically create a PDF document that becomes the student’s individual record and learning plan. “Once they’re accepted,” he says, “the last part of the form is the validation of the individual learning plan.”
Improved data accuracy
Not only is Bosco’s registration process faster than ever, but data accuracy has also improved.
“The concern was that there’s no data validation at all in the spreadsheets,” Coghlan says. The info “would all be cut and pasted. Then we would have to create supporting documentation to store in a folder with all the students’ information. The data would then be transferred to a data management system.”
With Jotform Enterprise, Bosco staff no longer have to manually transfer data into a spreadsheet. Submission data is automatically stored in a spreadsheet via Jotform Enterprise’s Excel integration. Coghlan says his new workflow is 50 percent faster, and the data in his spreadsheet is more accurate.
“Exporting to an Excel spreadsheet from Jotform is fantastic. Data accuracy has 100 percent improved. It’s a single point of entry. You get a data snapshot. All of the student interactions are stored in one place. Jotform Enterprise fits particularly well with this workflow for interviewing the young people and then providing secure evidence for the external auditors should they come around,” he says.
Jotform Enterprise’s dedicated support team helped Coghlan construct his time-saving registration flow, so he knows the team is available when he needs them.
“Putting in service calls, it’s amazing how quickly your people get back to me and how good the quality of the support is,” he says. “I’ve used the support a number of times, and I’m always surprised at how quickly you guys get back to me.”
Going further with Jotform Enterprise
Jotform Enterprise solved a specific workflow issue at Bosco, but now the college is looking at additional ways to save time with automation. Coghlan says he’d like to create lead generation forms, forms for student services, and mobile apps with Jotform Apps to improve mobile access for students, parents, and administrators.
Eventually he wants to move on from using a spreadsheet entirely and is looking at Jotform Boards as a potential solution. For now, Jotform Enterprise has already made a noticeable impact at Bosco, especially for the administrative team.
“It’s a bloody good product,” Coghlan says.
The tradition of helping young people at Bosco is rooted in the storied history of St. John Bosco and the inspiring life of Sister Cecily Dunn. Jotform Enterprise is proud to lend a helping hand so Coghlan and his team have more time to uphold that tradition and prepare students for a lifetime of prosperity.
Send Comment: