Insights

St. John's University Connects Systems and Modernizes Student Processes with Intellistack

Intellistack Team

At St. John's University, a Catholic Vincentian institution founded in 1870 and serving roughly 15,000 students in Queens, NYC, the emerging technology team faced a familiar higher-ed challenge: too many systems, not enough connection between them.

THE CHALLENGE: A Fragmented Systems Landscape

St. John's University's emerging technology team is charged with finding practical ways to use AI and automation to cut costs, improve efficiency, and take repetitive, often paper-bound tasks off staff members' plates. But the university ran into a common obstacle: many of its existing platform tools simply didn't work well with outside applications. That forced the team to buy separate iPaaS tools just to move data from one system to another.

On top of that, legacy vendors weren't agile enough to keep pace with the university's needs. Systems that should have been informing each other, including admissions, advisement, and purchasing, largely operated in isolation. And the scale of the problem was substantial: St. John's University already had nearly 2,500 forms live in its account, each one a potential point of friction and manual effort.

THE SOLUTION: Intellistack Streamline as a Connected Workflow Layer

St. John's University chose Intellistack Streamline as what the team describes as the university's next evolution: a way to coordinate systems that don't natively talk to each other into one succinct, connected workflow layer.

Here's how it's being put to work across campus:

A unified front end for student requests. As the university adopts Salesforce as its CRM for both prospective and currently-enrolled students, Intellistack Streamline gives students a single front end to submit academic requests as one connected experience, rather than a patchwork of disconnected forms and portals.

Automated, event-driven workflows. Intellistack Streamline can pull events from other campus systems and automatically trigger a workflow, directing a student to the right next step while carrying the relevant data along as a complete package, with no manual hand-off required.

Smarter document handling. Rather than requiring staff or students to manually re-enter information that already exists somewhere in the system, Intellistack Streamline reads existing documents, automatically fills out forms from that information, and flags exactly what's still missing. What used to be a manual data-entry task becomes a guided, mostly-automated one.

Data that's actually usable. Completed workflow data exports out to a data warehouse, where the team can query and pivot on it to evaluate whether a given process is actually working, turning process data into a feedback loop instead of a black box.

~2,500 forms already managed in the St. John's University Intellistack Streamline account.

THE RESULTS: From Static Documents to an Intelligence Layer

The impact so far has been meaningful:

A clear path to move nearly 2,500 existing forms from static documents into an intelligence layer that surfaces data the university already owns.
Systems that previously had no native connection, including admissions, advisement, purchasing, and Salesforce, now share data through a single workflow layer.
Staff are spending less time manually reconciling data across disconnected systems and more time acting on what that data shows.
A unified, self-service student experience: from academic advisement to financial aid, students now interact with one connected front end instead of navigating disconnected systems.

In the words of Nicholas Skrotzki, Emerging Technology Analyst at St. John's University:

"St. John's University definitely would recommend the Intellistack products. You have such a really good support system within Intellistack as well as you have some top-notch tools and developers working to make sure that what we need built within those tools is available for us to then actually use."