What is an Admission Management Software and Why Do We Need It?

Today, there exist many channels for students to interact with educational institutions. The proliferation of the internet has led to students enquiring about courses on social media and in response to digital advertisements apart from traditional channels, offline avenues and publishers among other platforms. The plethora of channels has made it cumbersome for course counselors and administrators to manage the inflow of enquiries. This is the case for the adoption of an admission management software to simplify the management of leads towards course admissions.

An admission management software is involved in the entire lifecycle of the admission process – right from securing enquiries and assessing eligibility to collecting documents and rounding out the process of application via digital technology. Students submit applications, are intimated about the status of their applications, furnish documents and pay fees – all through the online route. An admission management software is deployed with a built-in fees management system.

An admission management software makes the use of excel sheets and manual processes redundant. The software helps nurture leads, seals leakages in the lead generation process and boosts the conversion of student enquiries into student admissions. The productivity of counselors is improved and the software offers reports in real-time. Digitization removes paperwork, and manual processes and also allows for the automatic selection of candidates based upon pre-defined eligibility criteria.

Another key benefit of using an admission management system is the presence of advanced analytics and insights. Supervisors get access to a dashboard that provides an overview of the performance of marketing, admissions, counseling and other functions. The analytics section helps supervisors fine-tune strategies and gain access to reports that are key for decision-makers. The software provides reports on campaigns, teams, processes and courses. Other key data points include insights on phone calls, milestones on fee payment and analysis of the transition of a student’s application across the various phases of the admission process.

Here are certain metrics that admission management software provides insight on:

  • Performance of counselors, agents, teams, marketing campaigns, courses and sources of leads
  • Performance of teams by location across the country
  • Performance by the month, week and hour
  • Return on promotional activities such as advertisements
  • Admissions closed by an employee
  • Number of outgoing calls by counselors
  • The ideal schedule for the dispatch of emails and ensuing click-through and open rates
  • The ratio of conversions by the number of calls made
  • Region-wise breakdown of admission closed by an employee
  • Rate of application for admission, initiation of the admission process, enrollment, setting of appointments, showing up for appointments and contact made with leads
  • The ratio of enrollment by appointments completed

The number of students opting for higher education has now crossed 200 million worldwide as of 2022, according to Higher Education Strategy Associates (HESA), with the number of colleges at approximately 90,000 across the globe. With the rise in student enrollments, there has been a sharp increase in the number of colleges, revealing the spike in competition among education providers for prospective students. HESA added that the number of colleges across the globe has risen by 51% from 2006 levels. As of 2018, worldwide student enrolment jumped 52% from 2006 levels. With the rise in competition and the ensuing increase in prospective students, it does make sense to upgrade the way in which an educational institution handles its admissions process with a view to ensuring success in educational institutions.

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