An AI counsellor that doubled capacity overnight.
A unified admissions platform with an AI-assisted counsellor dashboard. Student discovery, programme matching, document handling and follow-ups, all drafted by the agent.
- Duration
- 5 months
- Squad
- Delivery partner · 3 engineers · 2 AI engineers · 1 ops lead
- Status
- Live in production
What we walked into.
A large overseas-education advisory was losing counsellor time to the same handful of repetitive tasks. Programme look-ups. Shortlist generation. Document prep. Follow-up emails. Counsellors wanted to spend that time on the parts of the job a student actually remembers. The firm wanted capacity without a linear headcount spike.
What Safemode did.
- 01
Mapped the counsellor day-in-the-life down to the five-minute grain; shortlisted the repetitive tasks that cost the most hours.
- 02
Built an AI counsellor agent that sits inside the CRM. It discovers matching programmes, drafts shortlists, prepares document checklists and drafts follow-up emails for counsellor review.
- 03
Stood up a document-AI pipeline for common artefacts (transcripts, SOPs, LORs) with a human-in-the-loop approval step.
- 04
Rolled the agent out behind a counsellor-by-counsellor feature flag with weekly retro to tune prompts, escalation rules and default behaviour.
What moved.
Roughly 80% of the repetitive counsellor tasks are now drafted by the agent, with a human approval step on anything student-facing.
Effective counsellor capacity roughly doubled without a comparable headcount increase.
Student satisfaction on post-consultation surveys rose to 4.8/5, with document turnaround falling to under 24 hours.
The firm now has a playbook it can extend to new geographies without rebuilding the advisory workflow each time.
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Let’sbuildyoursystemnext.
Thirty minutes with someone who’d be doing the work. No slide deck, no intake form. We’ll tell you what’s feasible, where you’ll hit friction, and what we’d pick up first.