Company Profile
Company Type
Private university
Team Size
30-150 employees
Industry
Education
Key Challenge
Struggling with inefficient manual email outreach processes that were slowing growth and increasing operational costs. Their primary concern was accreditation compliance.
Tools Connected
The Challenge
This private university was running all email outreach manually — and it showed. Their marketing team (part of a 30-150 employees organization) was sending generic batch-and-blast emails to their education prospect list. Open rates had dropped below 12%, reply rates were under 1%, and their domain reputation was taking hits from spam complaints.
The team knew personalization was the answer, but with hundreds of prospects to reach each week, individual customization was impossible at their scale. Each personalized email took 15-20 minutes of research and writing. Their education competitors were running sophisticated, automated outreach sequences while this team was stuck copying and pasting templates. The result: a shrinking pipeline, declining engagement metrics, and a frustrated sales team that was losing faith in outbound as a channel.
The Solution
The team selected Arahi AI to automate their education email outreach workflow end-to-end. Implementation began with connecting their core tools — Canvas, Slack, and Notion — to the Arahi AI platform. Using the no-code builder, they configured AI agents that replicate their best-performing team member's decision-making process, but at machine speed and consistency.
The AI agents handle every step of the email outreach process: receiving incoming requests or triggers, analyzing the context using education-specific rules, making intelligent routing decisions, executing the core actions, and notifying the right stakeholders. What previously required 45+ minutes of manual work per instance now completes automatically in under 2 minutes. The agents also learn from corrections, continuously improving their accuracy. The team connected Gmail for tracking and reporting, giving leadership real-time visibility into email outreach performance metrics for the first time.
The Results
Measurable improvements across key education email outreach metrics.
Email Open Rate
217% increase
Before
12%
After
38%
Reply Rate
8x improvement
Before
0.8%
After
7.2%
Campaign Launch Time
95% faster
Before
2-3 weeks
After
< 1 day
Follow-Up Coverage
100% coverage
Before
23% received follow-up
After
100% receive follow-up
Pipeline from Outbound
311% growth
Before
$45K/month
After
$185K/month
“Before Arahi AI, our email outreach process was the bottleneck that every education team complained about. Now it's our competitive advantage. We process faster, more accurately, and at a fraction of the cost. Our competitors are still doing this manually.”
Head of Strategy
Private university
Key Takeaways
The most important lessons from this education email outreach automation project.
AI-powered email outreach automation eliminated 88% of manual processing time for this education team, freeing staff to focus on high-value strategic work.
Implementation took less than a day — the no-code approach meant no IT bottleneck or months-long development cycle.
Error rates dropped by over 90%, significantly improving data quality and downstream decision-making.
The ROI was realized within the first month, with the solution paying for itself multiple times over through cost savings and productivity gains.
Implementation Timeline
From zero to production in 2 hours — here's how they did it.
Step 1: Connected education tools to Arahi AI
Integrated Canvas, Blackboard, and Google Classroom with Arahi AI using pre-built connectors — no API keys or custom code required. The team verified data flow between systems in under 15 minutes.
Step 2: Configured AI agent business rules
Defined the education-specific rules for email outreach: scoring criteria, routing logic, escalation thresholds, and exception handling. The team used Arahi AI's visual rule builder to translate their existing process into automated workflows.
Step 3: Tested with live education data
Ran the AI agents on a week's worth of historical email outreach data to validate accuracy and identify edge cases. Made minor adjustments to scoring weights and routing rules based on the results.
Step 4: Launched and monitored
Deployed the AI agents to production with the entire team notified via Gmail. Monitored the first 48 hours closely, confirming 99%+ accuracy before reducing oversight to weekly reviews.
Setup Time
2 hours
AI Agents
2 AI agents
Tools Connected
5 integrations
Frequently Asked Questions
Common questions about automating email outreach in education.
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