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How Regents School of Austin Streamlined their IT Operations

About

Regents School of Austin is a private classical Christian K-12 school located on 82 acres in southwest Austin, Texas.

Bryan Gustin is Chief Technology Officer for the school. He leads a team of four, whose primary mission is to support the teacher-student educational relationship. 

“As a classical Christian school, technology in the classroom is intentionally limited, but we use it as a way to enhance educational outcomes. We never want it to get in the way of learning.

Students

1,100 students

Subscription Type

Lite Plan 

Includes

Challenge

Before GAT, the IT team used GAM a lot. However, not everyone had a background in programming so overall, it was time-consuming. At Regents, they use a very specific format for email signatures, and maintaining this had become complicated and tedious involving scripts and importing data from CSV. 

Also, onboarding and offboarding students and staff was a manual process because of the many variables in Google. This was tracked in a spreadsheet, and each individual checked off when they had completed each individual task so it was taking a lot of time to ensure it was done correctly.

“Our old way of handling signatures involved using a combination of spreadsheets, GAM, and emails.  It was clunky, and we sometimes missed adding signatures for new employees.  With GAT, the system is fully automated. As soon as someone is added, they automatically are set up with a signature via GAT Flow.”

Bryan Gustin – Chief Technology Officer

Solution

Bryan now uses GAT Flow to manage signatures. It was a one-off setup, and now the signatures are created automatically. With GAT Flow, they also change dynamically if the user details change.

Managing students and employees leaving Regents used to be a very meticulous process involving 14 different steps including suspending accounts, changing OUs, removing them from groups, and changing 2FA.  Using GAT flow this is handled automatically, and Regents IT gets a report confirming that every step was completed. 

Regents IT also uses the GAT Security Officer feature. GAT’s Security Officer feature gives the team a certain peace of mind as it requires secondary approval for viewing files and other tasks. All-access or change requests are approved by an appointed Security Officer ensuring that only authorised changes are made. 

“GAT was a really nice find for us - it makes things so straightforward. We have seen tools that have pieces of GAT but nothing as robust.”

Results

Using GAT has automated many of the laborious routine tasks previously manually carried out by the IT department at Regents. The automatic generation of employee signatures using Google Flow saves a lot of time and effort. Automated onboarding and offboarding of employees and students saves significant time and ensures accuracy. Both features have saved the IT staff at Regents many hours of work and have proved to be very useful. They can also easily find the data they need and resolve issues almost immediately. 

GAT Labs is one of Bryan’s preferred vendors when it comes to support.

“If I have a question or if I have a problem, I can get an answer very quickly from y’al. Your online documentation is excellent. I really like that you follow up to ensure that our problem has been solved.  Also, your new features emails are welcome and show us what could be done with GAT.  Although don’t take advantage of that as much as we’d like, only because we’re a small team.”

Bryan’s advice to schools considering GAT: 

“Take a close look at the processes you are doing manually, and you will easily justify the cost of GAT versus the manual cost.”

Bryan Gustin – Chief Technology Officer

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