From Inquiry Overload to Structured Institutional Access
The moment a vague email or voicemail becomes a structured, department-routed request — with the right ID numbers, deadlines, and context — before a human staff member ever engages. This is the 'Case-Ready Brief.'
Recommended starting point:Foundation Package
The Problem
Universities operate dozens of departments that all receive inbound inquiries: Admissions & Enrollment, Registrar & Transcripts, Financial Aid & Billing, Housing & Campus Life, Facilities & Parking, Alumni & Advancement. Today, most institutions rely on shared inboxes, phone trees, understaffed front desks, and manual ticket triage. Staff spend 50–70% of their time acting as Human Routers, repeatedly asking 'What's your student ID?' 'Which term?' 'Which department?' 'Is this undergraduate or graduate?' Without structured intake, universities scale friction, not service.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Institutions Start
Most institutions begin with the Foundation Package, installing Operator as a private administrative front door that lives on-premise — under institutional IT control.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Acknowledge all administrative inquiries 24/7: admissions questions after hours, parent billing questions on weekends, alumni transcript requests at night
- Capture Administrative Request DNA: request type, role (prospective student, current student, parent, alumni), identifiers (student ID, program, term), urgency signals
- Route Case-Ready Summaries: requests arrive internally as structured briefs, no raw voicemail hunting or email chains
What it intentionally does NOT include: Academic advising or degree planning. Admissions decisions or acceptance logic. Financial aid eligibility or award calculations. SIS, LMS, or grading system access. Automated approvals or policy enforcement. Foundation exists to structure access, not replace institutional authority.
Capability Expansion Path
HQ Pro applies niche-aware OS logic for university operations. Differentiates undergraduate vs graduate, domestic vs international, student vs alumni vs parent. Enforces required field logic for complete requests.
Staff only see processable cases, not partial inquiries.
Operator HQ represents the Unified Administrative Brain. The Core Stack operate as a coordinated system:
Cross-department awareness, prevents duplicate outreach, identifies repeat friction points like deadline confusion spikes.
Custom Operator is the 'Enterprise / Multi-Campus Layer' — for large universities, systems, or public institutions requiring policy retrieval, multi-campus routing, or FOIA / records intake.
Private retrieval over university policies, catalogs, bylaws. Correct campus, college, or department by intent. Structured public records requests with compliance logging.
Every tier reduces the administrative maze — higher tiers add role-aware logic, required field enforcement, and ultimately cross-department coordination while preserving institutional authority.
Outcomes (Modeled / Typical)
Universities deploying Operator for administrative functions may experience:
Outcomes vary by deployment level and configuration.
Pricing Notes
Packages cap scope, not capability.
Operator does not provide academic advising, admissions decisions, financial aid calculations, or grading system access. It strictly supports administrative intake, routing, and structured case preparation — it does not replace institutional authority.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.