ApolloSRMThe operating system for career colleges
All systems go for career schools
One launch vehicle for your whole school.
If your R2T4 is wrong, your Title IV is at risk. We make the scariest numbers in your school the ones you can defend.
Admissions, the classroom, the registrar, Title IV compliance, and graduate outcomes, on one student record, one login, one bill. ApolloSRM is the all-in-one platform for career, trade, and vocational colleges: a native SIS, a built-in LMS, an admissions CRM, accreditation, and a governed reporting engine, unified so your numbers finally agree with each other, with an AI crew that flies the routine work alongside your team.
ApolloSRM is a student relationship management platform for career schools and colleges. It helps institutions manage admissions, student records, finance, and communications, including sending email notifications and messages to students and staff on behalf of authorized institutional users through their connected Google (Gmail) account.
No card · live in weeks, migration included · 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.
Title IV · always current
When the R2T4 rules change, is your SIS ready?
The federal rules for clock-hour refunds keep moving, the cumulative method is already barred. Every legacy SIS scrambles on each change. ApolloSRM computes R2T4 continuously and shows the math, so a rule change is a config update, not a fire drill. Try the free calculator.
Why schools switch
Three things make ApolloSRM different.
Everyone in this market promises features. Almost no one delivers speed, ease, and a record that’s genuinely yours. That’s the whole pitch.
Fast
Weeks, not years
Most SIS implementations take 12 to 18 months, some never finish. ApolloSRM goes live in weeks, migration included. The AI conversion co-pilot maps your old export and shows the diff before anything lands. We make switching the easy button.
Easy
You own your data
No systems integrator on retainer. Configure fields, layouts, and reports in-app, no vendor ticket. Run alongside your current system during cutover, and if you ever leave, export cleanly over an open API. Real ownership is surprisingly rare, and entirely yours here.
Complete
End-to-end on one record
Admissions, the classroom, the registrar, Title IV, placement, and accreditation, the whole student lifecycle on one platform, not a box that needs four others bolted on to function. Inquiry to placed graduate, no seams.
Live in weeks, migration included, while the incumbents quote 12 to 18 months. Configure it yourself, no integrator on retainer. And your data stays exportable over an open API the day you arrive and the day you’d ever leave.
Mission Control · one record
Stop flying five vendors. Run every system on one record.
Most career schools run on a legacy SIS, a separate LMS, a CRM that never quite fit, an accreditation binder in spreadsheets, and a BI tool nobody trusts, held together by a systems integrator on retainer. The seam between each tool is where leads go cold, attendance fails to sync in time for R2T4, a SAP failure surfaces only at the disbursement, and audit findings are born. ApolloSRM removes the seam: every function below runs on one student record, so the numbers reconcile by construction and one human moves from inquiry to placed graduate without ever leaving the record.
Admissions & CRM
ReplacesSalesforce EDA · Element451 · Slate · HubSpot
Capture every inquiry, score it, and work it with multi-touch cadences so nothing goes cold. An assistant drafts the next outreach in a sentence, and the funnel is tied through to placement, so you measure recruiters on graduates produced, not just deposits. Run it native, or keep the CRM you love (Salesforce, HubSpot, and six more round-trip both ways through first-class adapters). Replace it or integrate it; your call.
Learning · LMSOn the roadmap
Canvas · Moodle · Blackboard · D2L
Courses, modules, assignments, quizzes, and a gradebook the registrar already trusts, plus teacher-side attendance that IS the attendance driving LDA, R2T4, and the state report. No export, no nightly sync, no argument about whose number is right. Mobile-first student and teacher apps, bilingual (EN/ES) in lockstep, and LTI 1.3 for the tools you keep.
Registrar / SIS
ReplacesAnthology · Orbund · CampusCafé · FAME · Jenzabar · DiamondSIS
Clock-hour and credit-hour programs, terms, sections, transcripts, degree audits, SAP, and graduation clearance, plus behavior, special programs (504 / IEP / ELL), and RTI/MTSS. A native, modern source of record the whole school reads from, configurable in-app without a vendor ticket.
Title IV & Finance
ReplacesManual R2T4 spreadsheets · bolt-on bursar tools
Student ledger, payment plans, and R2T4/LDA-aware withdrawal handling driven by the live attendance record, with the math shown for every refund, so a program reviewer sees exactly how each number was derived. Late-fee automation is opt-in; nothing touches a student’s money without a rule you set. And the three-way Title IV reconciliation (COD-accepted vs G5-received vs ledger-posted) the FA office used to grind through Excel over days runs in minutes on one screen with every variance shown.
Outcomes & PlacementOn the roadmap
Handshake · Symplicity · spreadsheets
Verified job placement with employer records and a verification status on every hire, the outcome career schools are judged on, on the same record as the enrollment that produced it. An employer-confirmed hire becomes the audit evidence. Defensible for gainful-employment and Workforce Pell narratives by construction.
Accreditation & complianceOn the roadmap
Watermark · Weave · Nuventive · spreadsheets
Capture each compliance datum once in a canonical model, then project it into every agency’s report, ACCSC, COE, ABHES, NACCAS, USDE Gainful Employment, each with its own math from the same dataset. Standards map to evidence on the live record; the site-visit binder assembles itself.
Lumen reportingOn the roadmap
Bolt-on BI · Crystal Reports · per-advisor spreadsheet emails
A governed report engine: every query gets tenant scope, FERPA field-masking, and role-based access injected by the compiler, so a shared report can never widen who sees what. Pixel-perfect letterhead PDF, drillable dashboards, and delivery that does the work for you: schedule a report once and every advisor receives just their own students, automatically. And if your IR office lives in Tableau or Power BI, keep it — a read-only warehouse feed serves your data as tokened CSV links, no export pipeline to build.
Built for what you’re graded on
Four things 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
An early-warning system that explains itself
Not "add AI." We compose the signals you already capture, attendance, SAP, balance, LMS engagement, enrollment changes, into one risk score per student, show the why, and alert the right advisor before the student is gone.
- Composite risk tier, Watch / At-Risk / Critical, recomputed nightly from real signals.
- The top three contributing reasons travel with every score. No black box in front of a regulator.
- Routed to that student’s advisor, not one giant list, then the intervention loop tracks whether the score improves, so you learn what works.
- FERPA-gated by construction; tuned for precision over recall so a "Critical" flag is always worth acting on.
Outcomes
Own the outcome, not just a job board
Placement rates are what accreditors measure and what Gainful Employment rules run on, so the outcome isn’t a nice-to-have, it’s the number that keeps your doors open. Employers post, students apply, admins match, but the real prize is the one no job board has: ApolloSRM is the system of record for the student, the program, the performance, and the verified placement. The hire confirmation becomes your audit evidence, not a spreadsheet you reconstruct after the fact.
- Three surfaces, one engine: an employer portal, a student portal, and admin matchmaking, every job admin-approved before a student sees it.
- Matching scored from verified SIS signals, program completed, competencies, credentials/licenses, attendance, not résumé keywords.
- An employer-confirmed hire writes straight to the placement record, the documented evidence ACCSC, ABHES, COE, and Gainful Employment require.
- Warm cold-start: seed the marketplace from the employers who already hired your grads, then grow a cross-tenant employer network.
Compliance
Accreditation Command: capture once, report to everyone
A career school answers to an institutional accreditor, programmatic accreditors, the USDE, the VA, and the state, each with its own forms, thresholds, and definitions. Capture every compliance datum once, in one canonical model, then project it into every agency’s report.
- One canonical compliance model; each agency is a profile/adapter, add an accreditor, never a rewrite.
- Same placement dataset, each agency’s own math: ACCSC, COE, ABHES, NACCAS, and USDE Gainful Employment compute differently from the same employer-confirmed hires.
- Live threshold dashboard, standard-to-evidence mapping, a compliance calendar of deadlines, and an auto-assembled site-visit binder.
- Decision-support, not auto-submit, the module prepares; your accreditation liaison reviews and signs.
Enrollment
Discovery that actually enrolls, the loop a directory can’t close
A prospective student explores careers, researches schools, and applies to yours in one click, right inside ApolloSRM. The directory sites hand you a lead in a form; ApolloSRM owns the whole funnel, because the school they discover is a tenant on the same platform. Discover → apply → compare cost → decide → enroll, on one record.
- One-click apply lands in your admissions pipeline pre-filled from the student’s discovery profile, your reader sees who applied and what they’re after, not a blank inquiry.
- Students reuse materials across schools (common-app style) and compare net price side-by-side, an honest, Pell-based estimate from the same financial-aid engine that runs your packaging, never a fabricated number.
- You release an admit and the student accepts the offer right from their tracker, it deposits and tells your team. The release gate holds by construction: a draft decision never reaches the applicant.
- Opt-in by design: a school chooses to appear and to accept applications, that opt-in is the consent that lets a discovery applicant into your funnel.
Student status
One picture of a student, and the student sees it too
A student’s standing isn’t one number; it’s a shape. The status radar plots academics, pace, attendance, and financial standing on one spider chart against your program’s real minimums, so a reader sees where a student is strong and where they’re slipping without opening five panels. The same chart shows up for the student on their own portal, framed to motivate, not to scare.
- Academic (GPA vs your minimum), pace (SAP earned÷attempted), attendance, and financial standing, your program’s real SAP floors drawn as the target ring, so it’s shape-vs-target at a glance.
- The student sees the identical chart on their /learn home, "where you’re strong, where to focus", never a guilt trip, never a number out of context.
- The staff-only risk axis is stripped from the student view by construction: the student route literally cannot return a risk signal (FERPA), not a checkbox someone can forget.
- Honest by design: only the SAP axes claim a floor, every axis shows its real value with a text flag (never color alone, WCAG 2.1 AA), and the risk axis only appears once you’ve turned on the early-warning system.
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 | ● | — | — | — | — | — |
● 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.
Open 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.
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?
You can start free with no card required, and migration is included. Pricing scales with your institution, so 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.