Bulk Send, Bulk Save: Maximizing Efficiency at Farmington Public Schools

Transforming Educational Administration Through a Reliable eSignature Solution

Farmington Public Schools, a district committed to providing exceptional education, partnered with Blueink to revolutionize their document management processes. Khris Alexander, Executive Assistant, and Kathryn Richardson, Office Clerk of the Instructional Curriculum Department of the district, share their journey of transformation from paper-based processes to efficient digital solutions.

Challenges Before Blueink Adoption 

Prior to Blueink, the district struggled with manual processes that impacted efficiency:

• Hundreds of paper applications each semester requiring manual processing
• Time-consuming document routing and signature collection
• Extensive physical storage requirements
• Lengthy enrollment periods

"Before we started using Blueink, everything was on paper. We would get maybe 200 or 300 applications each semester. Each time we opened the application period, we had to go through and document everything manually. Parents had to sign and send things back. It was a long, drawn-out process over the years," Khris shared.

"We had about 12 file cabinets filled with School of Choice documentation over the years. The manual process was exhausting and took up a lot of space."

Path to Blueink Implementation 

The discovery of Blueink came through internal success and careful evaluation:

• Initial use in Special Education department for IEPs
• Comprehensive research into available solutions
• Focus on customer service and user-friendly features

"I knew about DocuSign and Remind, but our Special Education department recommended Blueink. They had been using it for our IEPs, and I finally learned about it from a colleague. I did my own research and found that Blueink had better customer service and more user-friendly features," Khris explained.

How Blueink Transforms Farmington’s Operations

Blueink's impact on the educational institution was evident through several key improvements:

Document Processing and Management 

The eSignature solution dramatically improved processing efficiency:

• Reduced enrollment period from 9 months to 6 weeks
• Eliminated manual mail handling
• Streamlined electronic processing
• Improved staffing efficiency

"Going from nine months of processing School of Choice applications to just six weeks is huge. We no longer have to wait for parents to mail things back or deal with email exchanges. Everything is done electronically, which saves a tremendous amount of time. This efficiency affects our staffing numbers and overall district operations," Khris said. "It's a domino effect."

Bulk Processing Capabilities 

The Bulk Send feature transformed multi-school management:

• Ability to manage 15 different schools simultaneously
• Quick customization options
• Significant time savings
• Streamlined document distribution

"The Bulk Send feature is a lifesaver. We manage documents for 15 different schools, and the ability to customize and send them out quickly has been a game changer. It's saved us so much time," Kathryn noted. She also shared, "Sending out documents for signatures is now a quick process. The ability to check where someone is in the signing process and send reminders is incredibly helpful."

Document Tracking and Accountability 

The platform introduced new levels of transparency:

• Real-time document tracking
• Automated reminder capabilities
• Customizable document availability
• Enhanced accountability measures

"My favorite feature is being able to see when people actually open and receive documents. There's a level of accountability now. I can say, 'I did send this out,' and even send friendly reminders if needed. The ability to send reminders and customize how long documents are available is also a huge plus," Khris emphasized.

User Experience 

The platform's intuitive design enhanced daily operations:

• Simple signature setup process
• Quick document processing
• User-friendly interface
• Efficient bulk management

"The process of setting up signatures is really simple and quick. When you're handling a large volume of documents, this makes a big difference. It's efficient and user-friendly," Kathryn shared. "Managing documents for 15 different schools manually was a time-consuming task. The Bulk Send feature saves me so much time," she added.

Implementation Success

The integration of Blueink into their processes delivered immediate benefits:

User Adoption and Feedback 

The system received widespread acceptance:

• Strong principal endorsement
• Positive staff feedback on mobile signing
• Parent satisfaction after initial adjustment
• Increased accessibility

"Our principals love it because they can be copied on documents without being directly involved in every step. Staff members complimented the ability to sign documents from their phones, reducing the need to travel," Khris explained.

Cost Effectiveness 

The solution delivered superior value:

• Competitive pricing structure
• Enhanced customization options
• Superior customer service
• Flexible pricing options

"Compared to other platforms, Blueink offered more customization and better customer service at a competitive price. The flexibility in pricing options was another factor that made it a viable choice for our district," Khris highlighted.

Expanded Usage 

Success led to broader implementation:

• Adoption by HR department
• Implementation for field trip forms
• Use in staff documentation
• District-wide integration

"Our HR department and other administrative teams are starting to use Blueink for various purposes, from field trip forms to staff documentation," Khris shared.

Looking Forward 

The implementation has become deeply integrated into the district's operations: "We're experts at Blueink now," Khris proudly stated. The partnership continues to grow, demonstrating the power of digital transformation in educational administration.

Ready to transform your operations? Schedule a demo today and see how Blueink can streamline your processes.