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ApolloSRMStudent information system for career, trade & vocational colleges
The all-in-one SIS for career and trade colleges.
If your R2T4 is wrong, your Title IV is at risk — we make the scariest numbers in your school the ones you can defend.
One student record for admissions, the classroom, the registrar, Title IV compliance, and graduate outcomes — one login, one bill. ApolloSRM is the all-in-one platform for career, trade, and vocational colleges: a native SIS with clock-hour Title IV compliance, LMS integration, an admissions CRM, and role-based dashboards, so your numbers finally agree — and because it’s built with AI from the ground up, the custom reports and fields you need get done in days, not months.
Sandbox first — see it on your own data. Your data stays yours.
Watch · 2-minute overview
See ApolloSRM in motion.
The operating system for career colleges, admissions to placed graduate, on one student record.
Why schools switch
Three things make ApolloSRM different.
Everyone in this market promises features. Three things actually set Apollo apart: it does the whole job, it was built with AI, and it shows every person exactly the numbers they own.
Complete
One system, cradle to grave
Lead capture, admissions, the registrar, financial aid, all the way to placement — one system, not a stack of bolt-ons. The student record follows them from first inquiry to placed graduate: no re-keying between modules, no separate CRM to reconcile.
AI-native
Built with AI, not bolted on
Apollo was built from the ground up with AI — not a chatbot, but the reason customization is fast. A custom report, a new field, something specific to how your school runs: what takes other vendors months, Apollo does in days. For one school we built a report to federal requirements in two hours — not two months.
Visibility
Your business health, at a glance
Role-based dashboards are included, not a paid module. Everyone opens Apollo to the numbers they own — the CEO sees three financial KPIs the moment they log in, admissions reps get their leads table and funnel, and the registrar, financial aid, and placement each get their own. No report to request, run, and export; it’s just there.
Mission Control · one record
Stop flying five vendors. Run every system on one record.
Most career schools run a legacy SIS, a separate LMS, a CRM that never quite fit, an accreditation binder in spreadsheets, and a BI tool nobody trusts. Apollo runs it all on one student record, so the numbers reconcile by construction and one person can move a student from first inquiry to placed graduate without ever leaving the record. Here’s what’s live today:
Lead Management (CRM)
Capture every inquiry, score it, and work it with multi-touch follow-up until it becomes a student — email, SMS, and WhatsApp from inside the record. Prefer the CRM you already use? Connect it over an open API and keep working the way your team does. Either way, the lead stays tied to the student it becomes, so you measure recruiters on graduates produced, not just deposits.
Registrar / SIS
The academic core: terms, programs, courses, and offerings — for both clock-hour and credit-hour schools. Build sections, manage transcripts and degree audits, and track SAP and graduation clearance. A native, modern system of record your whole school reads from, configurable in-app without a vendor ticket.
Grading & Attendance
Take attendance the way career schools actually run — scheduled and non-scheduled sessions, make-up classes, clock-hour and credit side by side — with check-in/out, computed hours, and warnings that catch missed check-ins before they corrupt LDA and R2T4. Grading lives on the same record, so attendance and academic standing never drift apart.
LMS Connection & Integration
Keep the LMS your instructors already know. Apollo connects to Moodle and other major platforms so coursework, rosters, and grades stay in sync with the student record — no nightly export, no re-keying, no argument about whose number is right.
Student & Instructor Portals
Students get a portal to see their schedule and calendar, download unofficial transcripts, make payments, and message instructors. Instructors get their own: see the schedule, take attendance by QR code with geofencing, enter grades, and communicate with students — day-to-day self-service for both sides.
Financials & Financial Aid
A full student ledger with charges, payments, and payment plans, plus a financial-aid module built for Title IV: disbursements, batches, and hold-to-authorize controls, with integration to the major third-party FA servicers. Every dollar ties to the attendance and enrollment that drive it, so refunds and reconciliations are defensible line by line.
Placement Portal
Track verified job placement with employer records and a verification status on every hire, on the same record as the enrollment that produced it. KPI dashboards show employment rate, new hires, and placements by program and employer — the gainful-employment outcome accreditors judge, ready as audit evidence instead of a spreadsheet scramble.
Dashboards
Role-based dashboards, included with the system — not a paid module. Everyone opens Apollo to the numbers they own: the CEO to their financial KPIs, admissions to the funnel, and the registrar, FA, and placement each to theirs. No report to request, run, and export; it’s just there when they log in.
Built for what you’re graded on
What only your system of record can do.
Enrollment, retention, placement, and accreditation decide whether a career school keeps its students, its funding, and its doors open. Because ApolloSRM already holds the record, it does what bolt-on tools structurally can’t.
Student success
Catch at-risk students before they’re gone
Apollo watches the signals already on the record — attendance, SAP, balance, status — and alerts the right advisor the moment a student slips toward at-risk, so student services can act while it still matters. Run targeted campaigns to reach students by email, SMS, or WhatsApp, and stop retention from leaking through the cracks between systems.
- Automatic alerts on SAP and status changes — not a monthly report.
- Student-services campaigns for outreach and reminders, by cohort or trigger.
- Every signal lives on one record, so nothing falls between tools.
Outcomes
Placement is the number your school is judged on
Graduate placement drives funding, accreditation, and gainful-employment standing — it can’t live in a spreadsheet you rebuild before every audit. Apollo tracks verified placement on the same record as the enrollment that produced it, with employer confirmation and a status on every hire, so your outcomes are audit-ready by construction, not assembled under deadline.
Compliance
Built for the accreditors you actually answer to
Apollo is built for career-school compliance — ABHES, ACCSC, COE, ACCET, and NACCAS — with R2T4, LDA, SAP, 90/10, IPEDS, and gainful employment handled natively, not bolted on. The requirements each body reviews are computed continuously on the live record, so a site visit is evidence you assemble in minutes, not a fire drill.
Enrollment
Every enrollment change flows to the numbers that depend on it
New starts, re-entries, leaves of absence, drops, and graduations all move on the record — and because Apollo holds the whole student, each change updates Title IV eligibility, SAP, and cohort reporting automatically. No re-keying between admissions, the registrar, and financial aid, and no month-end scramble to make the counts agree.
Confidence & reliability
A system you can trust to be there
Apollo is built to stay up — the uptime a school running its whole operation on one system needs. When you need help, you reach real people who know career schools, not a chatbot and a ticket queue. And your data is always yours: export a full backup whenever you want, over an open API, no permission required.
Built for your reality
Natively built for clock-hour, Title-IV, placement-judged schools.
Most platforms were built for K-12 or four-year academic life and then retrofitted to career schools. ApolloSRM was built the other way around, for clock hours, R2T4 / LDA / SAP, gainful employment, and ACCSC / COE / ABHES outcomes. It’s the difference between a tool that tolerates your compliance reality and one designed for it.
The honest comparison
What you replace, and what each option can’t do.
A legacy SIS stores; point tools island; spreadsheets break. Only the platform that is your system of record can carry inquiry to placement to audit on one record.
| Capability | ApolloSRMone record | Legacy SISAnthology · Jenzabar · DiamondSIS | LMSCanvas · Moodle · D2L | CRMSalesforce · HubSpot · Slate | Accreditation / BIWatermark · Weave · Nuventive | SpreadsheetsExcel · Sheets |
|---|---|---|---|---|---|---|
| Native SIS + LMS on one student record | ● | ◐ | ◐ | — | — | — |
| Clock-hour + Title IV (R2T4 · LDA · SAP) computed continuously | ● | ◐ | — | — | — | — |
| Early-warning student-risk scoring (explained) | ● | — | ◐ | — | — | — |
| Verified placement + employer portal | ● | — | — | ◐ | — | — |
| Accreditation Command, one dataset, every agency’s math | ● | — | — | — | ◐ | — |
| Governed reporting with FERPA + RBAC in every query | ● | ◐ | ◐ | ◐ | ◐ | — |
| Per-advisor report delivery + read-only BI feeds (Tableau / Power BI) | ● | — | — | — | ◐ | — |
| Admissions CRM tied through to placement | ● | add-on | — | ◐ | — | — |
| AI assistant that can run the platform (MCP + REST) | ● | — | — | — | — | — |
| Bilingual EN/ES, mobile-first portals | ● | ◐ | ◐ | ◐ | — | — |
| Data migration measured in days, not months | ● | — | ◐ | ◐ | — | ● |
| Title IV three-way reconciliation in minutes, not days of Excel | ● | — | — | — | — | — |
| Federal-file readiness board, go/no-go before you transmit | ● | — | — | — | — | — |
| Every request gets an answer — committed, considering, or not planned with the reason — not a ticket number | ● | ◐ | — | ◐ | — | — |
● built in · ◐ partial · add-on = separate product · — not available
Meet the crew
An AI flight crew that flies the routine work.
Other vendors have an “AI workforce” too, but theirs lives on a CRM, so it can draft the email and stop there. Ours acts on the one record that also computes your Title IV, so it finishes the work: it runs the R2T4, flags the week-two no-show, updates the plan. Four copilots work the live record around the clock, they flag, draft, and prepare. Your staff approve and move on. They never re-type.
Halo
AI Registrar
Watches transcripts, SAP, graduation clearance, and R2T4, flags what needs attention and drafts the determination with the math shown.
Scout
AI Admissions Rep
Scores every inquiry, drafts the next outreach, and never lets a lead drift cold between interested and enrolled.
Anchor
AI Retention Counselor
Catches the week-two no-show, drafts the intervention, books the meeting, and tracks whether the plan is working.
Ledger
AI Compliance Analyst
Assembles the agency-shaped report from the canonical record and watches every threshold before it becomes a finding.
Every action is grant-gated and human-approved, no AI ever writes to a student record without a person signing off.
Free tools
Two free tools for the office that files the reports.
Use them today. Neither one files anything for you, and neither replaces your own review.
IPEDS 2026-27
IPEDS report builder
Build your 2026-27 IPEDS reports from one student file. Your file never leaves your browser. Schools on ApolloSRM get the same engine running on their live records.
Build your reportsTitle IV
R2T4 calculator
See the Return of Title IV math, step by step.
Try the calculatorOpen integration
Keep your tools. We’ll handle the launch.
You choose your crew and equipment. ApolloSRM acts like mission control, enhancing what you already trust instead of forcing a rigid system, with no nickel-and-diming for every connection. And because the platform is MCP-first, every capability is a tool any model or agent can drive, so the federal-aid plumbing, your CRM, your LMS, and the AI all meet on one record.
AI models
MCP-first, drive ApolloSRM from any model or agent, not just one
AWS BedrockFinancial aid & Title IV
The federal-aid plumbing career schools live onPayments & tuition
Money in, ledger, plans, and tuition servicersReporting & federal
The submissions you can’t missCRM
Eight first-class adapters, round-trip, never a forced migrationStudent systems
Migrate off the legacy SIS, or run alongside during cutoverClassroom & learning
LTI 1.3, keep specialized tools without re-islanding dataCareer & placement
Where verified graduates meet employersCalendar & email
Auto-conferencing, scheduling, per-user sendMeetings & capture
Interviews + advising captured to the same recordComms & dialers
Reach students on every channelAnd it’s all open: every capability is an API and an AI tool, so the crew can actually run your school, the same rails our own UI runs on, and you’re never locked in. For the office of the CTO →
And when you’re ready to retire a tool, the data’s already on the record, no extraction project.
Our trajectory is steeper than the incumbents’.
We’re not iterating on the 1990s SIS. We’re building the platform that makes it obsolete, where compliance is a guarantee, switching is measured in weeks not years, the scariest Title IV math is the part we’re proudest of, and an AI crew flies the routine work so your people do the human work.
Always audit-ready
A live compliance Mission Control reads green / amber / red against ACCSC, COE, and ABHES standards in real time, every standard mapped to evidence already on the record. The self-study binder assembles itself, so a site visit stops being a quarter-long fire drill and becomes a status check.
Migrate fast, and reversibly
The #1 reason schools stay on a bad SIS is migration fear. An AI conversion co-pilot maps your CampusNexus, Orbund, or FAME export to our schema, reconciles it, and shows you the diff before anything lands, and you run both systems in parallel until you’re ready. Weeks, not the 18-month integrator nightmare. Fast, visible, reversible.
The Title IV moat
We aim to be the best in the world at the thing that scares career schools most: R2T4, LDA, SAP, and gainful employment. Continuous, explainable, and defensible, with the math shown for every calculation, so a program reviewer sees exactly how each number was derived.
An AI crew, 24/7
An AI registrar, admissions rep, and retention counselor work the record around the clock: flag the week-two no-show, draft the intervention, book the meeting, update the plan. Your staff approve and move on, they never re-type. Run the whole school with the team you already have.
Switching is the easy part
Migrate in weeks, with the fear engineered out.
Bring your data from anywhere, no per-vendor connector
Paste a public link to your old system’s export (or upload the file) and ApolloSRM reads its structure for you, lists every collection of records it finds, and lets you map fields in the UI. No database access to the old system, no custom ETL, no connector to wait for. Proven on a real 500 MB, 150-table, 938,000-row legacy export.
See the diff before it lands
The AI conversion co-pilot maps your CampusNexus / Orbund / FAME export and shows you the reconciled diff before a single record is committed.
Run alongside during cutover
Keep your current system live while you verify ApolloSRM in parallel. No big-bang switchover, no weekend you can’t roll back.
No extraction project to leave
Your data lives on an open API. If you ever go, you export cleanly, so there’s no lock-in holding you hostage on the way in.
Questions, answered
Frequently asked
What is ApolloSRM?
ApolloSRM is an all-in-one platform for career, trade, and vocational colleges. It runs admissions (CRM), the classroom (a native LMS), the registrar (SIS), Title IV financial aid and compliance, and graduate outcomes on one student record, so the numbers finally agree with each other.
Is ApolloSRM a SIS, an LMS, or a CRM?
All three, on one record. Most schools run a separate SIS, LMS, and CRM and pay an integrator to connect them. ApolloSRM is native across all three, so the attendance a teacher takes is the same attendance compliance reads, with no sync and no seam.
Does ApolloSRM handle Title IV compliance like R2T4, SAP, and gainful employment?
Yes. R2T4 (including the clock-hour changes effective July 1, 2026), last-date-of-attendance, SAP, 90/10, and gainful employment are computed continuously from the live record, with every step shown the way a program reviewer reads it.
Can ApolloSRM file federal reports like COD, NSLDS, and 1098-T?
It builds the COD, NSLDS, and IRS 1098-T files to spec and grades each one ready or blocked before you send it. It deliberately does not press send: transmission goes through your own certified federal credentials, so ApolloSRM gets the file right and leaves the final submission to you.
How does ApolloSRM protect student data and stay FERPA-compliant?
FERPA scope, role-based access, and field-level masking are injected into every query by the platform, not left to a developer to remember. One record means one access log and one place the rules are enforced, and every administrative action is audited.
Does ApolloSRM replace my existing tools or integrate with them?
Both. It replaces the fragmented SIS, LMS, and CRM stack with one record, and it integrates with the specialized tools you want to keep through eight first-class CRM adapters, LTI 1.3, calendar, email, and meeting integrations. Your data lives on an open API, so there is no lock-in.
How much does ApolloSRM cost?
Pricing scales with your institution, and migration is included. Request a demo for a quote tailored to your size and programs.
Ready for liftoff?
Launch your school on a single platform. Read more applications, run the whole school with the team you have, and defend every number, from launchpad to orbit and beyond.