Case Study: Seamless Transition of Two Full-Service Bookstore Locations
Background
In March 2024, a multi-campus community college selected Textbook Brokers to manage bookstore operations across two campus locations following a competitive evaluation process. The institution was transitioning away from a long-time incumbent provider and required a rapid, well-coordinated operational handoff.
The transition timeline was aggressive. Within 90 days of the award, Textbook Brokers was tasked with delivering a fully operational bookstore environment, including staffing, inventory, technology integrations, course material adoptions, financial aid purchasing, and a rebranded Inclusive Access program. The objectives were clear. Open on time, avoid disruption, and ensure students have access to materials from day one.
Transition Approach
From the start, the focus was on transparency, coordination, and execution. A custom transition website was launched less than one week after contract award to serve as a central source of truth for the project. This site included weekly meeting notes, detailed timelines, integration specifications, contact information, and step-by-step Inclusive Access documentation.
Weekly coordination calls with institutional leadership and the Textbook Brokers transition team ensured alignment across academic, IT, finance, and facilities teams. This structure allowed issues to be addressed early and kept the project moving on schedule.
Timeline Highlights
March 12, 2024
Contract awarded to Textbook Brokers
March 18, 2024
Custom transition website launched
March 19 to June 3, 2024
Weekly transition coordination calls held
April 1, 2024
Course file integrations tested and live
Faculty Portal launched to begin collecting adoptions
April 8, 2024
Financial aid payment system live for student purchases
April 10 to 11, 2024
LMS integration and single sign-on activated
April 15, 2024
Course material ordering began for the upcoming term
Online bookstore opened for student purchases
April 22, 2024
Adoption rates reached 98 percent for the upcoming fall term and 99 percent for the following winter term
May 6, 2024
Interview process began for store staffing
May 10, 2024
Employee onboarding and training process initiated
May 16, 2024
First physical course material shipments received into the transition space
May 21, 2024
POS hardware tested and confirmed ready, including 20 registers
June 5, 2024
Transition day with inventory transfer, POS installation, shelving resets, and system imports at both stores
June 10, 2024
Stores opened to customers
June 11, 2024
All course materials received and stocked
June 17, 2024
Summer classes began
Rebranded Inclusive Access program launched
Results
The transition delivered measurable outcomes across operations, technology, and readiness.
- Custom transition website streamlined coordination with real-time updates and documentation
- Adoption rates of 98 to 99 percent were secured well before term start
- All SIS, LMS, and financial aid integrations live on schedule
- All course materials stocked by June 11 for June 17 classes
- Online bookstore launched in mid-April, well ahead of the term
- 28 employees hired, onboarded, and trained prior to opening
- Two full-service stores transitioned in a single day without disruption
How the Transition Was Delivered
The success of the transition was driven by a hands-on, execution-focused approach. From the initial award through opening day, Textbook Brokers worked closely with institutional leadership to keep planning, technology, and operations aligned.
Key elements of the transition included:
- Dedicated transition management with weekly coordination calls
- Early launch of faculty adoption tools and training
- Rapid system integrations across SIS, LMS, POS, and financial aid
- Scalable hiring and training processes for store staff
- Clear, consistent communication with campus stakeholders
This approach allowed two full-service bookstore locations to transition on a compressed timeline while maintaining stability and service quality.
Conclusion
This transition stands as a strong example of what is possible when planning, communication, and execution are aligned. In just 90 days, Textbook Brokers replaced a long-time incumbent, transitioned two full-service bookstore locations, launched a new Inclusive Access program, and opened fully operational stores ahead of the first day of class.
The institution’s decision to partner with Textbook Brokers resulted in a technology-forward operation that improved access to course materials, strengthened affordability, and delivered a smoother experience for students, faculty, and staff.
A Blueprint for Complex Campus Transitions
This experience demonstrates how a large-scale bookstore transition can be completed quickly without disruption when planning and execution are tightly coordinated. Replacing an incumbent provider, standing up new systems, hiring staff, and launching a rebranded Inclusive Access program were all completed ahead of the first day of class.
For institutions considering a change in bookstore partners, this transition provides a clear example of what is possible with the right preparation, tools, and support in place.
Interested in learning how a transition like this could work at your institution?
Schedule a Free Bookstore Solutions Consultation to discuss timelines, integrations, and real-world outcomes based on transitions like this one.
