Admission Management System: A Complete Guide

Whether you are a college, university, school, or edutech, your primary motive is to get more enrollments. However, with 36.6 Million students graduating YOY according to AISHE by MHRD, generating enough student inquiries is not an issue. Converting casual inquiries into admissions is what is more of a challenge. So, today, we will talk about how an admission management system can help you streamline your admission process and boost your student inquiry to admission ratio.

What is an admission management system?

The admission management system is a digital tool that helps educational institutions manage the student enrollment process effortlessly. It lets admission teams capture student inquiries, check their eligibility, follow-up, collect documents, and complete the application process digitally. The admission management system also allows students to apply online, check their application status, submit documents and pay fees online. 

Needless to say that the admission cycle is long and cumbersome. From student lead generation, document collection, selection, and admissions – everything involves a lot of paperwork. Digital solutions for admission management such as applicant and self-serve application portals make the admission process easy. 

a typical student journey workflow right from student inquiry capturing to admission process and enrollment.

Think of your student inquiries as vehicles and your admission process as a toll booth. As long as there are only a few vehicles, it is manageable. Once the vehicles start coming from multiple directions, the next thing you notice is a traffic jam. Before you know it, there is a delay in the movement due to congestion. Although it might not impact the toll booth as much as it would your educational business. Why? 

According to AISHE, there are 52,627+ private colleges, standalone institutes, and research institutions in India. And students also apply at multiple institutions to secure their education. Therefore, institutions must play smart to fetch the right talent for their courses. An admission management system streamlines the entire process from student inquiry to conversion.

Why do You Need an Admission Management System? 

You should consider an admission management system if you face the following challenges:

  • Low inquiry to admission ratio
  • Inefficient student inquiry capture, tracking, and management in real-time, leading to leakages
  • No system in place to capture student drop off rates
  • Counselors using excel sheets to manage the entire admission process – leading to confusions and further leakage

Even if you find these issues unrelated, these are the critical areas that need improvement to boost your admission rates.

The following are the benefits of an admission management system.

The benefits of using a student admission system

How can admission management system help?

1. Capture student inquiries from multiple sources

Gone are the days where you would generate inquiries only through referrals and traditional ads. Today, leads can pour in through social media, websites, offline ads, channel partners, or publisher integrations. Not having an efficient system in place translates to missed inquiries. But with the help of an admission system, you would be able to capture all leads with 0 leakages.

Capture all your student inquiries from various channels and distribute them automatically to your admission counselors.

2. Track application status

In general, an admission form consists of various sections and subsections, which is difficult to fill in one go. Often, students leave the site before completing the application form. So, to make it easier for them, ensure that the online application process is simple.

The applicants should be able to apply online, pay the fee, and check their status online. They should also be able to scan and upload documents on the go. In case they drop off for any reason, they may resume the application anytime they want to.

 A student admission system increases the resolution rate. Hence, applicants can see the status of their application in real-time.

Students will be able to track the application status and view their complete journey.  Counselors can map the student journey and take relevant steps wherever necessary.

3. Track student journey

A common misconception is that the student journey starts after they enroll in your institution. But, the journey begins from the time a student inquires for admission. Assisting the applicant from the very beginning will show that you care about them and you can do this easily by utilizing relevant touchpoints.

A student admission system provides a consolidated view of the applicant’s interaction history since their first interaction. Additionally, admission counselors can see the application status, drop-offs, activities of the student on the website, email opens, link clicks, tickets raised, pending queries, solved queries, etc. This way, counselors can have a full context of the student activities and engage with applicants with a personal-touch.

A one stop dashboard to view the complete student journey including application statuses, pending, and completed payments and more.

4. Student and counselor portals

An efficient student management system makes the enrollment process easier for the students and counselors. With paperless applicant portals, you can make the admission journey easy for students because a student-friendly form will always have a higher completion rate. With the help of a student portal, applicants can:

  • Fill the admission form at their convenience
  • Select their course
  • Schedule screening exams and interviews
  • Pay the application fee
  • Book virtual, physical campus tours, and continuously engage with counselors with the help of a dashboard.

Similarly, admission counselors can automate admission notifications. They can have all their scheduled and overdue tasks in one place. In other words, they would have a complete overview of their applicant’s journey and engage with them at the right time. Counselors can set reminders and alerts to notify them about incomplete applications. Hence, they reduce the response time, which is the primary reason for a lower inquiry to admission ratio. They also have access to documents online and save countless hours by decreasing paperwork.

A one stop dashboard to view the complete student journey including application statuses, pending, and completed payments and more.

5. Automate the selection process

With the help of an admission management system, you can connect all processes and teams. You can build an admission workflow and map student journeys, for example, inquiry, applications, counseling, enrollment, etc., with the relevant department. As soon as the student takes a crucial step, the admission management system assigns student inquiries to counselors automatically. You can also define the distribution rules based on your needs. For example, if you have multiple campuses, you can distribute inquiries to counselors based on location.

Automate the communication process with students whenever and wherever required.

6. Prioritize response

With a large volume of student inquiries coming in, who do you reach out to first? A dynamic admission management system assigns scores to the applicants based on their actions, such as email opens, link clicked, and website activities. You can also take eligibility into account. For instance, prioritize communication with students who scored more than 80% marks in their school. Thus, based on the score, your counselors can focus on the important inquiries first.

Prioritize between the student inquiries who have maximum chances of conversion and the low priority inquiries.

7. Advanced analytics

The only way to improve your admission rates is to draw insights into your admissions team’s KPIs. The customizable dashboard allows you to track the marketing team’s performance in addition to sources, campaigns, admissions teams (online and offline teams), counselors, call center agents, and more.

With reliable analytics, you can redefine your strategies and invest more in profitable sources. Imagine spending X amount of money on social media advertisements on Facebook, Instagram, and LinkedIn. You observe that most qualified leads are coming from Facebook. You also see that you are not getting enough student leads from Instagram and LinkedIn. So, instead of relying on these two sources, you can invest more in Facebook that’s getting you the best application conversion rates.

Generate payment milestone reports, phone call metrics, student admission stage transition analysis, and complete reporting for all your processes, teams, courses, and campaigns. One can also draw the performance reports across campuses and devise strategies to improve admission rates.

In short, an admission management system can help you generate payment milestone reports, phone call metrics, student admission stage transition analysis, and complete reporting for all your processes, teams, courses, and campaigns. You can also draw the performance reports across campuses and devise strategies to improve admission rates. 

The following are the KPIs and metrics delivered by an admission management system:

  • Daily calls made by counselors
  • Email open and clickthrough rates and the best time for sending emails
  • Region-wise percentage of student conversion achieved per admission counselor/program associate/consultant
  • Call to conversion ratio.
  • Admissions per employee
  • Hourly, weekly, monthly performance reports
  • Sources of qualified leads (Social Media, Publisher panel, etc.)
  • Pan India and location wise team performance
  • Performance of lead generation sources, admission counselors, teams, and marketing campaigns
  • Team performance
  • Product (subjects, courses) performance
  • Campaign source performance
  • Agents performance
  • Return on Advertisements (ROAs)

[Also read: 5 handy tips for admission officers]

To Summarize, 

India currently has 200 million school-going students, and 36.6 million students graduate YOY. It has the 3rd largest higher education sector globally. Thus, there is no dearth of students seeking admission to academic institutions. But, student inquiry inflow is causing tremendous pressure on admission teams. Irregular follow-ups and missing out on inquiries have strengthened the need for a digitized approach toward admissions. In short, a student admission system helps automate and streamline end-to-end admission operations. Thus, providing complete transparency to the students as well as the administration.

If you plan on boosting your inquiry to admission ratio, do check out LeadSquared. We would be happy to streamline your admission process for you!

LeadSquareds’ Admissions Management System has helped fine-tune the admissions process at RIT like a machine, which is synchronized with our daily activities. As a result of which our admissions process has increased our enrollment by 60%. Record-keeping and tracking have become more swift and systematic. Thus, LeadSquared has been of great advantage for us in these recent years

Amod Krishna, Dean at Roorkee Institute of Technology

FAQs

What is an admission management system?

An admission management system is a digital solution to manage student enrollments in colleges, universities, and training institutions. Educational institutions use Education CRM to distribute inquiries to counselors/admission teams, follow-up with leads, and complete the enrollment process digitally.

What is an online admission system?

An online admission system lets the student apply for a course online, submit mark sheets/documents, and check their application status. On the other hand, it allows the institutions to track the applicants, follow-up with them, schedule counseling sessions, accept digital documents, check eligibility, and accept/reject the application.


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Vivek Hariharan

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