Enrollment Software: Build or Buy?
Why SaaS Enrollment Tools Make Sense for Most Education Agencies
As more school districts, charter networks, and early childhood programs modernize their enrollment processes, one critical question keeps coming up: should you build a custom enrollment platform or adopt an off-the-shelf SaaS (Software-as-a-Service) solution?
A custom-built system is developed from scratch—either in-house or through a contracted team—to meet the exact specifications of your enrollment workflows. A SaaS solution, on the other hand, is a ready-made, cloud-based platform used by multiple districts or organizations. It’s typically configurable, but not endlessly customizable, and includes hosting, support, and regular updates as part of a subscription.
While both approaches have their place, custom systems often come with hidden risks and costs that districts underestimate.
At first glance, building your own system may seem like the best way to tailor technology to your exact policies and workflows. But in practice, the drawbacks stack up quickly:
High upfront costs
Hidden maintenance needs
Delayed updates
Strain on internal teams
Custom Systems Rarely Stand the Test of Time
Example of Total Cost of Ownership Over 5 Years
This illustrative chart compares the general cost trajectory of custom-built versus SaaS enrollment systems. While not based on actual dollar figures, it highlights how custom solutions often incur steep, unexpected costs over time, while SaaS offers more predictable, steady expenses.
Implementation Timeline: Speed of Deployment vs. Development
SaaS systems can often be configured and launched in a matter of weeks or months. Custom systems typically take a year or more to build and test—often missing key enrollment deadlines in the process.
Long-Term Maintenance and Support: Burden vs. Shared Responsibility
Custom-built platforms require internal teams (or ongoing contracts) to handle every update and bug fix. SaaS vendors maintain and improve their products continuously as part of the subscription, reducing overhead for schools.
Scalability and Performance: Handling Growth and Peak Demand
SaaS platforms are designed to scale effortlessly across districts and peak enrollment periods. Custom systems often struggle under load and require expensive reengineering to grow.
Innovation and Feature Updates: Keeping Pace with Change
SaaS vendors push out improvements regularly, often based on feedback from many clients. Custom systems only evolve if you fund and build each new feature, which can stall innovation.
Integration and Interoperability: System Connectivity
Most SaaS platforms include pre-built integrations or open APIs. With custom systems, every integration (SIS, CRM, reporting) becomes another custom project.
Case in Point: Oakland Unified’s $1M Custom Enrollment System
Oakland Unified School District invested over $500,000 in a custom-built enrollment platform and three years of maintenance in 2022. Within months, policy and workflow changes required additional development. The district ended up spending another $500,000 on updates and modifications, doubling their total investment in just a few years.
Now deeply embedded in a costly platform, switching to a SaaS alternative would mean walking away from a sunk investment—making future flexibility even harder.
Case in Point: NYC DOE Seeks to Rebuild MySchools Just Years After a Custom Launch
The New York City Department of Education also chose to build its own system, launching the MySchools platform to handle applications for 460,000+ students annually. But only a few years later, the district issued an RFP to rebuild it entirely.
According to the DOE, the system “no longer meets [their] needs” due to outdated technology and limited scalability.
So What’s the Right Path?
For most, SaaS enrollment solutions offer a faster, more affordable, and more sustainable path. They reduce risk, accelerate implementation, and continually improve over time—without demanding ongoing IT resources.
Custom development may still be the right fit for organizations with highly specialized workflows, extensive internal development capacity, or strict requirements that off-the-shelf tools cannot meet. But for most, SaaS delivers the best balance of flexibility, speed, and long-term value.
Coming soon: Download our full white paper on Custom Development vs. SaaS for Enrollment Systems.
