Acunmedya Akademi — Kayıt Sistemi

Acunmedya Akademi is one of Turkey's leading media education institutions, operating under the Acunmedya Group. With programs spanning television production, digital media, acting, and more, the academy runs a highly structured admissions process — students first choose a main department, then a specialization branch, go through an interview stage, submit required documents, and finally complete their enrollment payment in two steps.

Managing all of this manually — across spreadsheets, phone calls, and disconnected tools — had become a bottleneck. The admissions team was spending more time chasing paperwork and payments than evaluating candidates.

The challenge

The core problem was process fragmentation. Each stage of enrollment — payment, interview, documents, final payment — lived in a different system or, worse, someone's inbox.

Key constraints:

• Payment amounts varied depending on the selected department and branch combination — no flat fee
• A deposit had to be collected upfront before the interview could be scheduled
• Interview outcome and document verification had to be tracked before the remaining balance could be requested
• The team needed visibility into where every applicant stood at any given moment

Without a unified system, applicants fell through the cracks and the admissions team had no reliable way to follow up at the right time.

What we built

We designed and built Kayıt Sistemi — a full-stack enrollment management platform purpose-built for Acunmedya Akademi's multi-stage admissions workflow.

Enrollment flow:

1. Applicant selects main department and branch → system calculates the deposit amount
2. Deposit is collected via better-payment; application moves to awaiting interview
3. Staff schedules and records the interview outcome
4. Document checklist is activated; staff marks items as received
5. Once documents are complete, the remaining balance is requested and collected
6. Application moves to enrolled

At every step, the staff dashboard shows a live pipeline view — how many applicants are at each stage, who is overdue, and what action is needed next.

The outcome

Before Kayıt Sistemi, the admissions team was handling enrollment through a patchwork of manual steps. Every new applicant meant generating a payment link by hand, sending it over, following up to confirm receipt, then making separate calls to align on interview slots — before any document or payment tracking had even started. For each student. Every term.

That entire loop is now gone.

Payment links are never generated manually — the system calculates the deposit based on the selected department and branch, presents it directly in the enrollment flow, and processes it on the spot. Interview scheduling requests, the back-and-forth calls to find a time, the reminders — all replaced by the workflow engine. Document checklists open automatically once an interview is passed; staff mark items off as they arrive instead of keeping mental tallies.

The result is an admissions process that runs on its own momentum. The team no longer drives applicants through stages — the system does. Staff attention is spent where it actually matters: evaluating candidates, not chasing paperwork.

On the applicant side, the experience is deliberately frictionless. From department and branch selection to deposit payment, the flow is linear, clearly explained, and optimized for mobile. Students reach the payment step in minutes, not after a phone call.

"Bu sistemi kullanmaya başladıktan sonra ödeme süreçlerimiz ciddi anlamda kolaylaştı. Tek bir link üzerinden hızlıca ödeme alabiliyor, yapılan ödemeleri anlık olarak sistem üzerinden takip edebiliyoruz. Ayrıca aylık satış performansımızı net bir şekilde analiz edebilmek, artış ve azalışları görmek bizim için büyük bir avantaj sağladı. Kullanıcıların sisteme girip ödeme durumlarını aktif edip etmediklerini izleyebilmek de operasyonel süreçlerimizi oldukça verimli hale getirdi. Genel olarak hem zaman kazandıran hem de satış süreçlerini daha şeffaf ve yönetilebilir hale getiren bir çözüm oldu."

— Mehmet Ayneli, Satış Koordinatörü, Acunmedya Akademi

What we learned

The most important design decision was treating payment as a state machine trigger, not just a transaction. Every time a payment completed, the application automatically advanced and the next responsible party — applicant or staff — got notified. This removed the manual "did they pay yet?" check that was consuming the team's time.

The second insight was that the staff dashboard needed to be opinionated about what action to take next. Rather than showing raw data, each application card surfaces exactly what is blocking it from moving forward. This turned a passive reporting tool into an active workflow driver.

Interested in a custom workflow system for your institution? Get in touch and we'll walk you through what a scoped build would look like.