what is enrollment system - cover image
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Several factors contribute to the success of a world class enrollment team. One of these key ingredients lies in how efficient and responsive they are. Applicants are not only looking for personalized attention at each step but also looking to get it quick. More than ever, relevant, valuable and timely information could be ample determinants in a prospect’s decision. And this ultimately links back to the enrollment system in place.

Enrollment systems, when implemented correctly, give admission teams a better leverage over student needs and motivations. The entire process, from contact to conversion, becomes seamless with a centralized system in place. Let’s take an organized look at some of the reasons why automated enrollment systems have become a priority when it comes to student enrollment.

What is an Enrollment System?

One of the ripple effects of the stifling competition for education institutes is the growing necessity for schools to enhance their mechanisms for better serving applicant’s queries and objections. This is where enrollment systems come into play, simplifying and accelerating student enrollment

In simpler words, an enrollment system combines all activities involved in the entire enrollment process and integrates them into a system. This way, everything happens in one place, both online and offline. The conversation happened with the prospects, the pages they are visiting, their interests and motivations, their personal details, the meetings scheduled with them to name a few. The overall objective of an enrollment system is to help admission teams ultimately enroll more students.

What is the difference between Enrollment System and Education CRM?

It is really difficult to have a generic definition for an education CRM because it is a used very differently across various institutes. It is tuned to manage certain micro-processes; therefore it is very difficult to define it. Let’s take the example of a micro-process

  • Designing registration forms for events.
  • Single registration/multi registration criteria
  • Automatic invitations to the attendees
  • Sending reminder emails
  • Track cancellation of the event
  • Track attendance of the event
  • Send an email with a feedback form
  • Mark students who are interested in the enrollment

You can see this is one of the many micro-processes happening in an institute. A CRM is fully capable of handling this whereas enrollment system or enrollment management system only deals with managing processes which are directly related to enrollment or admission.

What features you should look for in an Enrollment System?

As with all tech platforms, enrollment systems offer certain features that combine to get the job done, which is increasing enrollment efficiency in this case. It is these features that make the decision to adopt an effective solution for admissions a really smart one.
Admission teams often require this understanding when answering the seemingly tough question; what should I be looking out for when choosing an enrollment system for my school?

Inquiry Management

Enrollment system- Inquiry Management

The admission process begins long before the applicant ever submits their first application. It starts when the prospects are weighing their options. As an admission officer, when a student asks to know more about your school, there is a very high chance that they are doing the same to several other schools. To keep ahead of the competition, you need to serve them before they do.
This is where an intuitive enrollment system gives you the edge – it stores all inquiries and communication about enrollment, automatically sends relevant information their way and instantly notifies you about the inquiry. You can also distribute these leads to your team members based on location and expertise while keeping an overlooking eye on the whole process.

Automated follow-ups

Enrollment system- Automated followups

It is not possible to be available to answer a prospect’s query 24/7. Inquiries can come on a weekend also. What will happen after 6:00 pm in the evening, when your team is away. Automated follow-ups or autoresponders solve this problem. It is not a generic” Thank you for your interest. We will contact you later” message but it is intelligent enough to decide what an applicant wants by reading their behavior.
Your admission team can receive email and text notifications on their mobile phones every time an important, enrollment-centric action is performed. The system can be integrated with individual email accounts, where conversations with prospects can be easily monitored and actions can be taken viz-a-viz these conversations.

Setting Parameters for Lead Prioritization

Another important feature is one that allows you to sort your prospects based on your ideal student persona. Enrollment system allows you to identify which applicants are the best fit for your institution by comparing in-system parameters like their age, location, the course of interest, GPA/test results, etc. to a new inquiry. This way your admission team can chase the best inquiries first and filter out the junk ones.

Enrollment system-Setting Parameters for Lead Prioritization

Communication and behavior tracking

Enrollment system- Communication and behavior tracking

The enrollment system stores all the communication and student behavior in one centralized view. Which means the admission rep has the visibility of all the necessary information about the prospect. Even when they follow up with the applicant they have clarity on what the applicant is up to and where did they leave him last time. This also makes sure that the admission team has the context to the conversation every time.
Apart from that each activity your prospect does is given a score based on its importance for example- email opened is given 2 points and filling up a contact form is given 5 points. The cumulative score of an applicant is the reflection of how active they are on your website and other marketing channels.

Admission Analytics

Enrollment system- Admission Analytics

There’s only one way to know if you’re doing the right thing with your enrollment process. Data analysis. It spells everything out; the ratio of inquiries to applications; the best source of inquiry generation, the ratio of complete to incomplete applications; major locations where inquiries are coming from; and many more. The value that these insights bring cannot be overemphasized. Perhaps a read of the University of Oklahoma’s story of how it reached an enrollment record through analytics will be more convincing.

Task Management

Enrollment system- Task Management

It is easy to lose track of activities when there’s no way of tracking them. An automated system simplifies the job of assigning tasks to members of an admissions team, as well as monitoring the execution, from counseling to spontaneous requests to attending scheduled meetings with applicants. A single lapse can lead to the drop-off of a prospect. This is why an enrollment system with a task management feature is important to student enrollment. The tasks could also be synced with mobile devices.

Why Enrollment Systems Are Important

What makes an enrollment system so integral to the success of admission teams in higher education? Why should institutions be doing everything they can to integrate their entire admission process? Here are some top reasons that give answers to these questions.

A chance to strongly compete for applicants

One of the unwanted statistics in the higher education ecosystem is the shrinking in the pool of applicants. The aftermath of this is the stiff competition that now exists for students. Over in the UK for instance, applications to attend universities in the country have decreased by 11,000.

This dip in applications hasn’t stopped the growing numbers of colleges. To harness the available, enrollment teams need to approach the admission process smartly. And this is where the importance of an automated enrollment system shines through. It is vital to enrollment management and so far, the colleges and universities doing better at enrolling students are those who have adopted smart application systems.

Attend to queries faster than ever before

Here’s a simple truth about student enrollment; the faster your responses to prospects’ requests, the higher your chances of engaging them. In today’s generation, no one wants to wait for ages for an admissions officer to attend to their inquiries when there’s another school out there waiting to attend to them. Because of the mobile nature of automated enrollment systems, admission officers can attend to inquiries on the go. They don’t have to be behind computers to get the job done.

how to increase student enrollment in colleges

Climbing the Roadblocks

Adopting enrollment systems may come across as tiring and burdensome for your admission team. This isn’t exactly the case as the new age enrollment systems are easy to learn and implement, especially because they come with plug and play model. It is with this perspective that admission teams should approach the implementation of such software.
These systems offer schools the chance to get the most out of their recruitment strategy by increasing the catching every opportunity which comes your way. However, this can only happen when you implement the most suitable enrollment system for your admission process. One that not only helps you stay ahead of the competition but to also remain there.

Agree? Disagree? Let’s discuss in the comments.

Way back in 2000 B.C, banking originated when merchants began loaning grains to farmers, in return for deposits. Since then, banking has evolved into an integral part of civilization, across geographies and cultures. Modern day banking, however, has realized that banking is not just about money transactions anymore. Today, with many money handling and payment technologies, the way people bank has undergone a revolutionary change. With customer centricity being the key, a banking CRM has become the modern banker’s cohort.

Banking CRM - banner

Why do banks need digital transformation?

Previously, banking involved a lot of planning, long queues, and dealing with an irritated teller, to withdraw your own money. But, now, with people more digitally aware, banks have slowly started to digitize their processes as well. 86% of banks believe that going digital will change the economics and competitive landscape in modern banking. With the advent of internet and mobile banking, they have successfully made it easier for customers to transact without having to visit an actual bank.

Banks deal with a lot of data on a daily basis. This includes customer information, transactions, loan applications, Demat accounts, trading information, and even bancassurance related data. It is nearly impossible for banks to process and understand this data manually without a digital tool helping them out. In the quest for a customer-focused business, banks are slowly adapting CRMs that help them to identify selling points that would not be possible otherwise.

Why a Banking CRM? 

The modern banking customer is spoilt for choices when it comes to choosing the right bank. Loyalty and brand names play a very small role in this process. With every bank offering discounts on their services right from mortgages, credit cards, savings accounts and more, customers go with the option that makes the most sense to them.

A banking CRM will keep you notified of these selling points and help you position your bank’s offerings in such a way, that your customer base is on a continual rise. Here are some ways in which a banking CRM can boost your conversion rates.

1. Enable flow of data from all sources

As a bank, you might have various online and offline sources from which you get your customers. This could be your website’s visitors,  cold outreach, paid ads, social media, referrals, email campaigns or through your third party vendors. Your banking CRM should help you to capture all these leads that are interested in all your products in one platform. This way, you will ensure that none of your prospective clients are missed out on.

Banking CRM - Lead Capture

2. Handle multiple products/teams

As we already discussed before, a bank is not just about monetary transactions anymore. They now have a portfolio of different products, with different teams servicing each of these verticals. When you have multiple teams/products, it is essential that all of them work towards a common goal. For this, all the teams need to have a transparent system in place. A banking CRM can help you do just that if configured properly.

Banking CRM - teams and products

3. Automate qualification of prospects

When it comes to loan dispersals, it is very important for banks to verify that their prospect is genuinely interested in applying for a loan. Banks usually employ tele-callers who call the applicant asking for confirmation. But, this is a long and manual and sometimes prone to human error. A good banking CRM, on the other hand, can automate the entire process, making the lives of bankers and their telecalling teams much simpler.

Banking CRM - verification

Additionally, banks also need to verify if a person is eligible to receive the loan he has applied for. Different banks have different criteria, such as their credit score, income, means of employment etc. With the help of a CRM, you can auto-qualify your leads for loans, and then distribute them to your relationship managers accordingly.

banking CRM - verify

4. Build lasting relationships with timely communication

To keep your prospects interested, it is very important to be in constant touch with them. Your CRM can help you design customer journeys, and depending on certain actions, you can trigger automated emails to them. You can also design dynamic templates, that send offers based on their website activity.

Banking CRM - relevant communications

You can also set up instant alerts when your lead performs a sales-friendly activity. For example, if your prospect starts filling your loan application, but then abandons it halfway, you can either send them an automated email asking them to complete or alert the appropriate salesperson, so that they can manually follow up with them.

5. Empower your call center teams

Call center teams are one of the most integral cogs in any banks process. They help both in bringing in new customers as well as helping solve the queries of existing customers. When this is the case, it is imperative that you call center team is given the right tools to carry out this task. Automatic lead distribution, instant call notifications, and complete lead history are some features that will make your banking CRM ideal for your call center team.

banking CRM - call center

6. Unify your entire process in a single platform

Every bank has its own process set in place. This means that the CRM that they choose should be capable of conforming to these process depending on the need. The banking CRM should be easily customizable, without the need for complex coding and complicated integrations.

Banking CRM - customised processes

7. Identify cross-sell/upsell opportunities

The best thing about banks is that most products are inter-related, which means that you can sell a customer more than one product. With the right CRM, you can pick up on these sales cues and help your team pitch in a relevant product that will benefit the customer. For example, if you see that your savings account customer has a tendency to spend a lot on movies, then your team can offer him a credit card that offers discounts on movies.

banking CRM - cross sell

8. Provide mobile access to your field teams

In all this, you should not forget your feet-on-street team, that goes out into the field. Your banking CRM should be able to work on mobile devices as well as desktops. This way, your field team can easily access a lead’s history to make a relevant pitch or identify upsell opportunities. Additionally, by having an instant document verification system on the mobile app, you will make processing a loan application much faster.

Banking CRM - mobile

9. Get complete and detailed reports

TImely and detailed reports help banks keep adrift of the success of their sales processes. They can figure out which product is raking in more money, at which geography and through which relationship manager. This way they can keep a track of what is working for them and what is not. A significant rise in loan dispersals in one geography can point to a positive impact, and they can easily find out why. Or if there is a drop in credit card purchases, they can try offering ones with more discounts.

Banking CRM - reporting

Embracing digital transformation, with an intent to grow is the key for modern banks. A banking CRM is just the answer to your solutions. Look for a CRM that fulfills all the above criteria and more. Powerful integrations with your other banking tools will only ensure that all your systems work together as one.

(Check out how LeadSquared’s CRM can help you digitally transform your bank)

In this webinar, Jenn Lyles, an award-winning marketing consultant demonstrated the power of reporting. She explained how to plug your money leaking sources, convert more visitors into leads and how to give your prospective students a seamless experience. And the most important part she explained what reports you need to pull weekly, monthly, quarterly & annually to boost enrollment.
Check out the recording here

B2B lead generation is challenging – if you are in the industry, you’re probably nodding along. If you ask any B2B marketer to make a wish, it would most likely be – more leads, better leads. This BrightTALK study confirms the same – 68% marketers say their top priority is increasing lead quality, whereas 55% say theirs is increasing lead volume.

The equation is really simple – More leads, better leads.

Simple, but not easy. B2B lead generation is tough because you are vying for attention in a space already overcrowded by businesses just like you, trying to sell the same services as you, at the same cost as you. Below is an infographic summing up the top four challenges faced by B2B marketers for lead generation.

B2B lead generation challenges and how to overcome them?

B2B lead generation infographic

Lead generation is a high-pressure job, and sometimes when the stakes are high, we usually forget the basics and fall into the trap of trying too many things as we hear them. We hear multiple ideas parroted to us – create infographics, create videos, tweet 12 times a day among others – and lose sight of our broader goal. It is true that all these things help, but they help only when you have the basics covered. It all starts with understanding the customer.

I know, it’s a cliché – but it’s such a widely repeated cliché for a reason – it’s true. Anyway, we will come back to it later. Let’s go into the challenges in more detail.

Long sales cycle

B2B challenges: long sales cycle

Well, you can’t really do much about this one because that is the nature of the business: You are trying to convince a whole bunch of people with different pain points and expectations, to buy from you. But it doesn’t mean you can do nothing about it.

a) Target right to start with

The best thing you can do to cut the long sales cycle short is choosing the best leads. 

You spend months following up and sending great content, only to hear that they don’t want to go ahead anymore. It is OK to lose to a competitor but it is really frustrating if you targeted the wrong guy in the wrong company to start with. All that time you spent on nurturing them would have been better utilized at a better place. Choosing the right battle sums up this point nicely.

b) Reach the decision makers early

Most of the time, influencers will shortlist products or services as asked by their managers. Convincing them is a good way to climb the ladder. Help them understand why you are different and better than others. Also, help them with resources like case studies, testimonials, etc., down the road, which they can then present to the management to get them to listen to you. Another thing is that you can learn a lot about the process and the requirement, and thereafter, pitch your solution to the top management accordingly.

Lack of resources

B2B challenges: lack of resources

In other words – cadence.

Getting their mindshare is not going to work without cadence. A lot of people confuse cadence with frequency. It is not the number of emails you send in a given time. It is the right amount of emails at the right interval to the right audience.

Easier said than done though. It is not easy to write original, compelling content week after week. It demands a lot of skill, hard work, and patience. There are ways in which you can solve this challenge.


You do a kick-ass webinar and send the recording to all the attendees. Now, why not create an infographic or a cool whitepaper? Why not post the answers on Quora? Why not spread the word on LinkedIn forums. Sure, it requires distribution tricks but definitely takes a shorter amount of time compared to starting something from scratch.

User-generated content

Let the experts work for you, for free. Invite the masters and give them due credit for writing your articles, taking your webinars and doing your podcasts. Nobody hates free promotion but you need convincing skills to do that. Plus, tell them what they will get out of it.


Find platforms like Fiverr, 99designs, Upwork, etc., to get your design and content writing done.


B2B challenges: competition

Losing to the competition is more painful in B2B because of the time and effort you invested in the prospect. But there are things you can do to beat the competition.

Know your competitor

To compare a and b you need to know a and b. You can’t really know your product and compare it without knowing the other one’s product. So keep a close watch on your competition and create your USP from there – that, is the correct message.

Use Marketing Automation

Marketing automation is not just a series of automated emails. It is much more than that. Lead segmentation, sending relevant content at the right time, combining sales and marketing teams, analyzing data and refining your content are just some of the components of a marketing automation platform.

Technical expertise

B2B challenges: technical expertise

Technology is ever-changing and essentially a marketer is making technology meet their customers. Well, I am not asking you to learn HTML or SQL but you should know enough to take a solution-focused approach like – how will the systems integrate, role of APIs and so on. These are important discussions in the sales process.

Listen to demo/meeting/call recordings

Always make sure that you are up-to-date with the recordings of the client’s conversations. They give valuable insights to real world problems and give you the perspective of the technical difficulties your customers are facing.

Spend some time with the tech team

The tech team should get more involved with sales and marketing. It is a two-way benefit. They will learn how the world is using their product or service and the marketing team will understand the developer’s perspective of building something, which eventually will help them in speaking the language other techies understand.

On closing note

All these B2B lead generation challenges have a core component called customer understanding. If you know your customer well – you will find a way to nurture them with valuable content and make the sales cycle shorter. You will position your product or service properly and beat the competition.

The key to conquering B2B lead generation is understanding the customer.