Edutech - Icanio Technology
To become the most trusted brand for undergrad students to empower them to enter the professional & academic world
Solution
Built their learning management and student workflow Management system to handle about 10000 students in 12 months.
Services
Web based services
Business Type
Enterprise
Location
Bangalore, Karnataka
How CareerLabs Scaled to 10,000 Students with a Custom LMS and Workflow Management System
The Problem Statement:
CareerLabs Technologies Pvt. Ltd. initially delivered preparatory courses through SD cards in a tablet app. While this approach worked for a smaller student base, it led to high overhead costs and limited scalability as their audience grew. Managing student data and workflows across multiple platforms became increasingly inefficient.
Additionally, CareerLabs faced challenges in student engagement—traditional test prep methods lacked interactivity, resulting in disengagement and lower course completion rates. The static nature of SD card-based content also made real-time progress tracking impossible, limiting the ability to offer personalized feedback and support. Furthermore, exams like GMAT and GRE required customized scoring logic, which their existing system couldn't accommodate.
Additionally, CareerLabs faced challenges in student engagement—traditional test prep methods lacked interactivity, resulting in disengagement and lower course completion rates. The static nature of SD card-based content also made real-time progress tracking impossible, limiting the ability to offer personalized feedback and support. Furthermore, exams like GMAT and GRE required customized scoring logic, which their existing system couldn't accommodate.
The inefficiencies of the existing system:
The inefficiencies of the old system were becoming increasingly evident:
- Limited scalability – Expanding beyond a few thousand students required significant manual effort.
- Poor student engagement – Long, monotonous study plans led to drop-offs.
- Lack of real-time tracking – Without real-time performance data, students and mentors struggled to measure progress.
- Unstructured workflows – Student data was scattered, making operational management cumbersome.
Why did the existing Learning Management Systems not work?
Traditional learning management systems (LMS) on the market offered generic solutions that lacked customization for competitive exam prep. Existing platforms couldn’t integrate CareerLabs’ unique scoring methodologies for GMAT and GRE, nor did they provide an efficient way to centralize student workflows. Attempting to scale with off-the-shelf solutions would have required multiple workarounds, leading to inefficiencies rather than solving the core issues.
Solution Implementation:
Icanio Technologies developed a custom Learning Management System (LMS) and a Data Management Portal tailored specifically for CareerLabs. This solution addressed all key pain points:
- Gamified Learning – The LMS introduced interactive quizzes, progress tracking, and real-time performance analytics to enhance engagement.
- Personalized Study Plans – Students received customized learning paths based on their strengths, weaknesses, and goals.
- Real-Time Data & Feedback – A centralized system allowed mentors to track student progress and intervene when necessary.
- Scalable Workflow Management – The Data Management Portal streamlined student enrollment, performance tracking, and mentor interventions, reducing administrative overhead.
The impact of the results:
The implementation of Icanio’s solution led to:
- 10,000 students onboarded in 12 months – A scalable system that accommodated rapid growth.
- 92% CSAT (Customer Satisfaction Score) – Improved learning experience and support.
- 81% NPS (Net Promoter Score) – High student satisfaction and referral potential.
- Optimized operational efficiency – Automated workflows freed up resources for mentorship and expansion.
Project Introduction
It is an EdTech Startup based out of Bangalore. They are primarily in the higher education space and provide students with preparatory courses for competitive exams like GMAT, GRE, IELTS and TOEFL. In addition, they also assist students with profile building and admissions consulting activities that could make their study abroad application stronger. The brand was delivering these courses on an SD Card that would operate in a specific application on a tablet.
- Since that added to their overheads, the organisation wanted to create a custom Learning Management System that would host their course content.
- In addition, they also had a lot of data on their students which they would use to manage the student workflow.
- Hence, they also wanted a platform that could help them simplify their workflow processes.
What we have received from client
- Learning Management System to host video content, quizzes and student journey.
- Data Management Portal to capture student data and manage the various stages of the student journey.
The teams needed were as follows
The various users used this platform
End Users
Students and clients - These would be the people who are consuming the content and attempting the quizzes on the portal and the platform.
Admin Users
Operations Teams, Associates, Mentors and Teachers - These would be the people who are managing the student journey. They are mainly from the Operations and Customer Support Team.
Super admin Users
Operations Teams, Associates, Mentors and Teachers - These would be the people who are managing the student journey. They are mainly from the Operations and Customer Support Team.
Challenges & Solutions
KEY CHALLENGES
SOLUTIONS
The requirements for the Data Management System
kept changing from time to time.
Set up a strict Agile Project Management System and educate all the stakeholders about the same so that the requirements are more streamlined.
Since the content was for test preparation, the
student journey could be perceived as long, boring and uninteresting.
student journey could be perceived as long, boring and uninteresting.
The Learning Management System tried to gamify the experience by providing various levels and by including an interactive UI.
The logic of the GMAT and GRE scoring system was unique and was not readily available to be replicated.
Regular brainstorming sessions were conducted with Academic Experts and Product Managers to break down the logic and a similar logic was built for the tests.
KEY CHALLENGES
The requirements for the Data Management System
kept changing from time to time.
Since the content was for test preparation, the
student journey could be perceived as long, boring and uninteresting.
student journey could be perceived as long, boring and uninteresting.
The logic of the GMAT and GRE scoring system was unique and was not readily available to be replicated.
SOLUTIONS
Set up a strict Agile Project Management System and educate all the stakeholders about the same so that the requirements are more streamlined.
The Learning Management System tried to gamify the experience by providing various levels and by including an interactive UI.
Regular brainstorming sessions were conducted with Academic Experts and Product Managers to break down the logic and a similar logic was built for the tests.
Learning Management System (LMS)
Setting Up
The student first enters personal information and the details regarding the proposed date on which the test will be taken.
Goal Setting
Additional details such as dream score, target college and the timeline are captured.
Personalized Plan
Then the platform customises the study plan based on the inputs given by the student.
Learning Phase
The student watches the concept videos and takes the topic test.
Practice & Reinforcement
The student then practises further using drill and question bank questions.
Performance Tracking
The LMS tracks the performance of the student on each of the sections and gives inputs accordingly.
Reporting & Monitoring
Teachers and mentors will be able to pull out student performance and progress reports at the backend.
Data Management Portal
Profile Setup
The student enters personal information and preferences.
Student Onboarding
The student then attends the onboarding process on the portal.
Schedule a Mentor Call
Once the onboarding is done, the student then schedules a call with the mentor using the calendar option on the portal.
Post - Call Review
Post-call reports and summaries can be seen in the portal.
Back end Reporting
Managers and Operations Associates will be able to pull our stage-wise and student performance reports at the backend.
Managing a large-scale student cohort: The impact of LMS and data management portal
5000
Total Students
92%
Overall CSAT
81%
Overall NPS
Office Locations
Development
Centre
Centre
Nazareth
Selvan's Complex, 203,
Margoschis Road, Nazareth,
Tamil Nadu 628617
Margoschis Road, Nazareth,
Tamil Nadu 628617
Development
Centre
Centre
Tirunelveli
Selvan's Complex, 203,
Margoschis Road, Nazareth,
Tamil Nadu 628617
Margoschis Road, Nazareth,
Tamil Nadu 628617
Development
Centre
Centre
Chennai
NO. 07, Kumaran Nagar, 200 Feet Radial Road,
Zamin Pallavaram, Chennai,
Tamil Nadu - 600117
Zamin Pallavaram, Chennai,
Tamil Nadu - 600117
Office Locations
US Office
United States
2093 Philadelphia, Pike,
#5056 Claymont,
DE 19703, United States
#5056 Claymont,
DE 19703, United States
Singapore Office
Singapore
101 Cecil Street,
#20-11 Tong Eng Building,
Singapore 069 533.
#20-11 Tong Eng Building,
Singapore 069 533.
Development
Centre
Centre
Nazareth
13, Agapaikulam 8th Street
Sathankulam Road, Nazareth,Tuticorin,
Tamil Nadu 628617
Sathankulam Road, Nazareth,Tuticorin,
Tamil Nadu 628617
Development
Centre
Centre
Tirunelveli
AP Towers No. A16, NGO 'A' Colony,
North Main Road, Tirunelveli,
Tamil Nadu - 627007
North Main Road, Tirunelveli,
Tamil Nadu - 627007
Development
Centre
Centre
Chennai
NO. 07, Kumaran Nagar, 200 Feet Radial Road,
Zamin Pallavaram, Chennai,
Tamil Nadu - 600117
Zamin Pallavaram, Chennai,
Tamil Nadu - 600117
Singapore Office
Singapore
101 Cecil Street,
#20-11 Tong Eng Building,
Singapore 069 533.
#20-11 Tong Eng Building,
Singapore 069 533.
Development
Centre
Centre
Nazareth
Selvan's Complex, 203,
Margoschis Road, Nazareth,
Tamil Nadu 628617
Margoschis Road, Nazareth,
Tamil Nadu 628617
Development
Centre
Centre
Tirunelveli
AP Towers No. A16, NGO 'A' Colony,
North Main Road, Tirunelveli,
Tamil Nadu - 627007
North Main Road, Tirunelveli,
Tamil Nadu - 627007
Development
Centre
Centre
Chennai
NO. 07, Kumaran Nagar, 200 Feet Radial Road,
Zamin Pallavaram, Chennai,
Tamil Nadu - 600117
Zamin Pallavaram, Chennai,
Tamil Nadu - 600117
Icanio Technologies aims to be the solution to any of your tech problems and a stepping stone to your digital transformation. Talk to us to find out how we have helped our clients become successful and we are sure you will also want to work with us.
United States : (+1) 302 480 9804
India : (+91) 63791 67118