5 Answers to Your Questions About Admission Management System

by Abhishek Ballabh | Jun 16, 2022 | ExtraEdge Blog
“Successful Admission Management Systems is about competing with other universities in the relationship dimension. Not as an alternative to having a competitive product or reasonable price- but as a differentiator. If your competing universities are doing the same thing you are (as they generally are), courses, offerings and fees won’t give you a long-term, sustainable competitive advantage. But if you can get an edge based on how prospective students feel about your university, it’s a much stickier–sustainable–relationship over the long haul.” 
Universities spend a lot of their critical time & bandwidth in the admission process. They generally end up using disparate and manual systems (as opposed to an all-in-one modern Admission Management System) that could save a lot of operational time of teams & help in personalized communications with the prospects across the student lifecycle.
An all-in-one Admission Management System enables the admission teams to Decrease the time to first admission response, boost conversion rates by personalized communication, convert more & save admission efforts by prioritizing the right prospects & finally measure what matters across admission & marketing.  This is an increasingly competitive sphere, these all-in-one Admission Management System increase an institution’s brand visibility.

In the blog, we are going to cover the 7 most common answers to questions about Admission Management Systems. This will help the Head of Admissions, Head of Marketing & Outreach to evaluate, recalibrate, and make the right technology choice for their Admission Management System needs.



Why should I invest in an Admission Management System?


Covid-19 has been shifting technology adoption of all ed-tech products across the globe. 
As per a report released by KPMG India and Google, Online Education in India: 2021, the market for online education in India is expected to witness a magnificent growth of eight times in three years. Such high growth in the online education market is projected to be the outcome of the increased number of paid online education users from 1.57 million in 2016 to 9.5 million in 2021. This highlights that the schools and educational institutions are accepting it and started implementing or advising children to opt for these technologies and make full use of education even in such a crisis.
With an increase in Online or Inbound as a core channel for admission inquiries having a dedicated Admission Technology solution becomes imperative now. An ERP, Spreadsheet or Google Sheets operates in silos and may not be equipped to handle this online first admissions & understand student journey.
It allows a few key advantages which warrant an investment :
  1. Understand Prospect Journey – Help you get deeper insights into a prospect’s admission journey, automate the tasks you hate and close more admissions faster.
  2. Integrate all online marketing demand channels – Decrease your time to the response by integrating all of your lead channels in our CRM system. Have a single view of all your prospects & the funnel they are in.
The Guide below talks about in detail Choosing the Best Education Admission Technology for your education institute.


When should I invest in an Admission Management System ?


Well now, if you haven’t you are already late!
A few years back Admission Marketing used to be in full swing with offline seminars 3-4 months prior to the admission cycle. This was based on a premise that students will come, attend the webinar & take admissions in engineering, medical, or other popular courses.
Now, the brand-building exercise happens across the year. Student’s enquired on aspects of courses, faculty, placements & options in advance. The Rise of millennials tipped in 2018-20 i.e. There was a demographic shift in the student population i.e. millennials born around the 90’s who just entered the higher education scene in around 2018-20. They do not follow herd mentality & need to be acquired, branded & nurtured on online & social platforms. Out of 400M, WhatsApp messages sent in India daily around 200M are being sent by the age group of 18-26.
So brand & engagement happens across the year. A strong Admission Management System makes sure a prompt communication at the right time i.e. personalized, to the point & in line with expectations of the prospective student is in place.
The below chart by Chegg – Mobilising Admission study clearly indicated that right communication via a strong Admission Management System leads to better admission motions leading to increased admits.


How does a Robust Admission Management System look like?


The below are the certain aspects the Director & Head of Admissions need to look in a strong, robust & comprehensive Admission Management System.

System of Records – Consolidation
A quality CRM for higher education will enable the university to streamline their communication efforts across the entire student lifecycle through easy data segmentation and automation, saving on time-consuming administrative and operational tasks.

In other words, an Admission Management System acts as a single source of truth, containing both contact details and engagement history.

Decision Analytics – Reporting
Historically, gathering data and inputting it into a report comprising of multiple excel sheets was something of an arduous and time-consuming task. Inbuilt reporting systems mean individuals and departments can do away with spreadsheets and access reports instantaneously.

Operational Efficiency – Saving time
The time freed up on admin tasks can be channeled into directly talking to the prospect students moreover creating targeted and meaningful content. Automated email marketing campaigns can do wonders to boost engagement. They can be scheduled for different stages of the admissions process and segmented according to things like academic subject and level of study.

Engagement Consistency – The winning recipe

Meaningful messages in the form of emails and SMS delivered in a consistent, timely way can help universities to drive academic results as well as admissions. Regular communication helps the university to establish itself at the forefront of the stakeholder’s mind, pre, and post-graduation! It builds brand trust in the mind space of the parents & students.

Key Insights – Intelligence in Marketing & Outreach
CRMs help universities track how prospective students initially find them. Did they find them by visiting the website, a well-placed ad on Google or from a specific marketing campaign, social-media oriented or otherwise? This enables the marketing department to determine where the largest scope of return on investment is and where there is room for improvement.


What to look for when purchasing an Admission Management System


Institutions looking to adopt a CRM face two choices : 

To build a system in-house or purchase an off-the-shelf (SaaS) product from a software provider. 

There are advantages and disadvantages to both approaches. It really depends on the university’s requirements and whether or not they have the know-how and manpower to build it themselves.
Universities that opt to build their own CRM often choose to do so as it allows them to customize features and functionalities according to their unique requirements. However, it’s important to note that further down the line the complexity of the software can present difficulties in terms of scope and development.
More often, the right decision will be to buy a license for a pre-built CRM. Different types of CRM systems are available on the market and given that each institution has its own unique identity, one size certainly doesn’t fit all. In order to be a discerning buyer, it helps to understand the vocabulary surrounding the market and to be able to distinguish between the different systems.
To get you started, here are 5 key considerations as you decide whether to build or buy and narrow down your options between providers:  
  1. Is it Deeply Integrated: Unified & Openly Integrated
  2. All in one converged: System of Records, Truth & Engagement
  3. Adaptability and cost-effectiveness: Easy on the admission budget
  4. Maintenance – Adding new feature capacity and product management
  5. Future Proofing Admission Technology  – Growth and scale


How do I move my existing admission team & data to the Admission Management System?

Making sure that the admission & marketing team also have a buy-in the choice for Admission Management System is supercritical for success. Most enterprise system onboarding fails as the real users are not aligned with the vision of the economic buyer.

People, Process & Data all three need to cleanly aligned and the technology provider needs to have systems in place to clean & migrate the data. Also, a great onboarding process is supercritical with videos, tutorials, walk-throughs along with critical hand-holding during the initial days of the implementation.



Final Thoughts

Admissions management systems helps school administrators run the entire student admissions and enrollment process, from processing applications to handling application-related fee payment. Schools use admissions and enrollment management software to manage the entire admissions process and take students from prospects to tuition-paying members of the school.
Admissions management systems integrates with student information systems or school resource management software to streamline the sharing of student data gathered during the admissions process with the tools used during their tenure at the school.

Choosing a Admission Software is probably the most important investment an University or Institute will be making. This will pave way for a scientific process for Admission, Outreach & Engagement with the future prospects of the institute. In the word’s of management guru & leader Jack Welch – An organization’s ability to learn, and translate that learning into action rapidly, is the ultimate competitive advantage. Having a robust Admissions management systems may well be the killer competitive advantage for an institute.