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Discovery & UX Design for ISSOS University CRM System

Industry

Education / EdTech

Project Type

Discovery and UX Design for Custom CRM Development

Engagement model

Fixed-Price

Duration

3 months

Team involved

Lead Business Analyst, Technical Architect, UX/UI Designer, Project Manager

About ISSOS

ISSOS University runs summer schools at prestigious UK and US campuses, bringing together students from more than 80 countries. To keep pace with their growing community, they needed a CRM tailored to complex academic, administrative, and cultural workflows. Their manual systems couldn’t keep up.

That’s when ISSOS turned to Elogic Commerce–relying on our discovery expertise to untangle processes, design intuitive user journeys, and define a solid CRM architecture for long-term growth.

Our first step was to untangle these processes, making sense of how admissions, finance, housing, and academics all operated day to day.

From there, we aligned discovery objectives with broader goals: a CRM that could reduce inefficiencies, unify data, and scale with the university’s future.

01

Analyze fragmented workflows across departments

02

Identify process gaps slowing operations

03

Define the vision and scope for a custom CRM

04

Produce wireframes and a UX concept built around long-term goals

How we structured the discovery phase

The discovery objectives allowed us to move into execution swiftly, with a clear plan. Every activity was designed to resolve the inefficiencies ISSOS faced and translate them into a practical, future-proof CRM vision.

In-depth stakeholder interviews and departmental mapping

We began by speaking directly with the people who lived these processes every day. Admissions, housing, finance, and academic teams each brought their perspective on workflows and frustrations. These conversations helped us map departmental structures and highlight where manual work created bottlenecks.

Process decomposition & workflow design

With this input, we broke down entire journeys: student lifecycles, application reviews, teacher onboarding, course setup, and even billing.

Each workflow was mapped visually, allowing us to pinpoint redundancies and dependencies. This gave ISSOS a clear picture of how their operations functioned end to end and what needed to change.

Role-based access design

Security and control were critical. We defined permission layers for administrators, admissions officers, finance staff, teachers, and students. This framework ensured that sensitive data stayed protected while also making the system modular and scalable.

Modular CRM architecture blueprint

We outlined a structure that divided the CRM into core modules:

Student CRM
Program Manager
Teacher Hub
Financial Suite

Each module could evolve independently but still connect seamlessly, ensuring long-term flexibility.

Experience-centered UX discovery

Using Figma, we designed wireframes that reflected real user journeys. Prototypes highlighted how users would interact with the system, helping stakeholders visualize the end product and validate requirements before development.

Release planning and investment modeling

Finally, we laid out a roadmap that aligned technical priorities with business goals. This included phased releases, resource planning, and cost modeling–giving ISSOS a clear execution plan and confidence in the investment.

Tools & methods used

LucidChart workflow mapping
Figma (wireframes and interactive UI concepts)
Workshop sessions (remote and asynchronous)
User story mapping
Role-based access planning
Risk & readiness assessment

The concrete deliverables of our
discovery work

By the end of the discovery phase, ISSOS had a complete set of structured deliverables that transformed scattered processes into a clear, actionable blueprint. Each artifact served as a reference point, ensuring alignment across departments and removing ambiguity for future development.

They walked away with:

A Business Requirements Document (BRD) defining the full scope and vision of the CRM
Detailed process diagrams in Lucidchart covering eight key operational flows
A role-based access matrix and permission schema
A prioritized functional feature list and MVP definition
Clickable UX wireframes and prototypes in Figma

Additionally, we delivered a CRM module structure covering:

Application Management
Teacher Onboarding & Assignment
Student Lifecycle
Program & Class Management
Invoicing & Payments
CRM Dashboard & Notifications

The value of discovery beyond
deliverables

The discovery phase gave ISSOS a structured blueprint and the confidence to act on it.

Over 200 requirements were distilled into a roadmap that balanced immediate needs with long-term priorities. The modular architecture meant that core systems like admissions and finance could stand on their own yet grow together as the university expanded. A validated UX prototype brought stakeholders into alignment and cleared the path for faster decisions. With permissions, workflows, and governance already defined, ISSOS could shift focus from fixing inefficiencies to building for the future.

The groundwork is now in place for development, global scaling, and continuous improvement–turning discovery into the first step of a transformation that will support students, teachers, and administrators for years to come.

Setting the stage for smarter growth

For ISSOS, discovery was the turning point that transformed scattered processes into a clear, actionable plan for growth.

And that’s what we do for every client at Elogic. Instead of simply mapping systems, we help organizations align vision with execution and prepare for the future.

If your business needs the same clarity, let’s design a discovery phase that sets the foundation for your success.