Case Study
Scaling Scholarship Success
From manual scholarship research to a structured platform, with an agentic AI layer on top
$7.8M in verified scholarship wins from fewer than 400 active students, powered by a structured platform and agentic discovery
Key Achievements
Turned a manual, spreadsheet-driven operation into a purpose-built platform for students, parents, coaches, and admins
Layered an orchestrated agent workflow that searches, extracts requirements, enriches, and stages reviewable scholarship records from a single request
Supported $7.8M in verified scholarship wins across fewer than 400 active students (client-reported)
The Challenge
The client built its reputation on scholarship expertise and a proven coaching methodology, but the business ran on manual tools (Monday.com, spreadsheets, and staff-driven research) that limited visibility, scalability, and speed. Discovery meant searching the web by hand and reading eligibility rules. Data was copied into spreadsheet trackers by hand. Student status, parent visibility, and outcome reporting were harder than they needed to be. And unsupported students often simply canceled.
From Inputs to Reviewable Records
The Request
- Cohort or geography target
- Student type & field of study
- Demographic targeting
- Platform data model & APIs
- Existing scholarship records
Orchestrated Agents
- Orchestrator agent
- Scholarship search agent
- Enrichment & augmentation
- Qualification extraction
- Scholarship creation agent
Reviewable Records
- Structured scholarship records
- Eligibility rules & deadlines
- Award amounts & essay prompts
- Uncertainty flagged for review
- Admin approve & publish
Our Approach
We tackled it in two moves. First we turned the manual operation into a structured platform: scholarship records with deadlines, amounts, and status in one place, replacing the spreadsheets, plus essay prep, application tracking, reporting, and parent visibility. With that foundation in place, scholarship discovery was the next bottleneck: the most manual, highest-volume work in the business. So we automated the workflow itself. One request, like finding scholarships for a new cohort in a geography, now runs the full process: search, extract, enrich, structure, and stage reviewable opportunities for admins. Because the agents act on the platform's own data model, each result lands as a real record with eligibility, deadlines, award amounts, and essay prompts attached, and anything uncertain flagged for human review.
Our Solution
We built a structured platform first, then layered orchestrated agents on top, with humans kept in control at every step.
Structured Platform
Replaced spreadsheets with structured scholarship records: deadlines, amounts, status, and parent visibility in one place for students, parents, coaches, and admins.
Agentic Discovery
One request runs the full workflow: search, extract requirements, enrich, structure, and stage reviewable scholarship opportunities for admin approval.
Win Prediction & Matching
A second agent predicts which scholarships a student can actually win and explains why, so students and coaches spend time where it pays off.
Governed, Cited Records
Every field ties back to a source and uncertainty is flagged, so admins verify, edit, or hold before a record ever reaches students.
Measurable Results
The goal was to help more students win more scholarships, and the platform connects to real outcomes, not AI activity. It also opened new value beyond wins: students log in and engage daily, admins pull reporting and track outcomes, parents pay a premium for visibility, and retention improved through a new self-guided tier.
$7.8M Scholarship Wins
Verified private scholarship wins across fewer than 400 active students, with 3,000 applications started (client-reported).
80%+ Essay Conversion
Edited essays that convert to wins, with 60%+ of started applications reaching submission, the kind of adoption most companies can't show.
$18M → $28M
One education partner's class scholarship outcomes after platform access, a ~$10M increase (partner-reported, pending approval).
What Users Say
The client credited the platform for making its expertise visible and scalable, without diluting the coaching that drives results.
"My results weren't diluted with technology. Our secret sauce isn't the technology, but being tech-enabled lets me see what's going on. That transparency builds trust."
Why Choose Metacto?
Built on experience, focused on results
Years of App Development Experience
Successful Projects Delivered
In Client Fundraising Support
Star Rating on Clutch
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