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How Automation Can Help Schools Scale Admissions Efforts During Peak Times

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How Automation Can Help Schools Scale Admissions Efforts During Peak Times

by Team Flowifier

October 11, 2024

October 11, 2024

October 11, 2024

Blog Contents

Every year, as the admissions season heats up, schools face the same challenge: an overwhelming influx of applications. For admissions teams, the pressure is on to process documents, answer questions, and review applications—often leading to burnout, delays, and a less-than-ideal applicant experience. But what if there was a way to lighten the load while improving efficiency? Enter admissions automation.

We’ll dive into how automation is transforming the admissions process for schools, with real-world examples of how universities are managing peak times seamlessly.

1. Streamlining Data Entry: No More Manual Work

One of the most time-consuming tasks during peak admission periods is manual data entry. From contact information to academic records, admissions staff typically spend hours inputting data. This is not only inefficient, but it also opens up opportunities for errors that could delay applications.

How automation helps: With automated data entry systems, information from forms can be captured and entered into school databases automatically, cutting down on hours of repetitive tasks. Tools like Optical Character Recognition (OCR) and Artificial Intelligence (AI)-powered forms scan documents and input data with impressive accuracy—making the entire process faster and more reliable.

Real-life example: The University of California system, which processes over 200,000 applications annually, uses automation to capture and process application data, reducing manual data entry by 50%. This means faster response times and fewer mistakes in applicants' profiles.

2. Instant Communication: No More Waiting for Responses

Imagine this: an applicant submits their application, and they receive an immediate acknowledgment, along with detailed next steps. Sounds ideal, right? The truth is, during peak times, manually responding to every applicant’s inquiry can overwhelm staff. But automated communication tools can fill in the gap.

How automation helps: Schools can set up automated email sequences to confirm receipt of applications, send reminders for missing documents, or provide updates on the application status. Additionally, chatbots powered by AI can answer frequently asked questions 24/7—keeping students informed without tying up staff time.

Real-life example: New York University (NYU) integrated an automated email system into their admissions process. This system sends out personalized emails based on the applicant’s stage in the application process, cutting down email response time from days to mere hours.

3. Automated Document Verification: Faster, More Accurate Reviews

A common bottleneck during admissions is document verification. Schools require a variety of documents, such as transcripts, recommendation letters, and personal statements. Manually verifying these documents for accuracy and completeness can be labor-intensive and prone to errors.

How automation helps: Document verification tools can automatically scan, validate, and flag incomplete or incorrect documents. Automation ensures all documents are in order, which speeds up the review process and reduces the chances of human error.

Real-life example: The University of Michigan implemented an automated document verification system to process admissions for over 50,000 applicants. This system ensures all submitted documents meet requirements before reaching the review stage, eliminating delays and human errors.

4. Smart Workflow Automation: Prioritize and Track Applications in Real-Time

During peak admissions periods, schools often struggle with prioritizing tasks and ensuring that every application receives the attention it deserves. Without a streamlined workflow, important tasks can slip through the cracks, causing delays.

How automation helps: Workflow automation software can route applications to the right department or individual, prioritizing urgent cases, and ensuring every applicant is processed efficiently. Real-time dashboards give admissions staff clear visibility into their workload, ensuring nothing falls behind schedule.

Real-life example: Purdue University has streamlined its admissions workflow with automation, ensuring that applications are routed to the appropriate department (academic, financial aid, etc.) based on pre-set criteria. This has reduced application processing time by 30%.

5. Data-Driven Decisions: Automating Reporting and Analytics

In today’s data-driven world, making informed decisions is crucial. During admissions season, however, schools often struggle to collect and analyze the vast amounts of data generated from thousands of applicants.

How automation helps: Automated reporting tools can track the volume of applications, processing times, and key demographics, providing real-time insights. With this data, schools can make adjustments to their processes or staffing levels as needed—allowing them to stay ahead of the curve.

Real-life example: The University of Oxford uses automated analytics tools to track application trends. They analyze data to predict peak application times, optimize staffing, and allocate resources efficiently, ultimately improving the applicant experience.

Why Schools Should Adopt Automation in Admissions

As peak application times approach, schools face the challenge of balancing efficiency, accuracy, and applicant satisfaction. Automation offers a solution by streamlining processes, reducing human error, and improving response times—allowing admissions teams to focus on what matters most: providing an exceptional experience for applicants.

By integrating automation tools like AI-powered data entry, document verification, communication, and workflow management, schools can better scale their efforts during peak periods, while keeping applicants engaged and satisfied.

Adopting automation is no longer just a luxury; it’s becoming a necessity in today’s fast-paced, data-driven educational environment.

Conclusion: Future-Proof Your Admissions Process with Automation

Automation is revolutionizing how schools handle admissions during peak times. By implementing the right tools and systems, schools can reduce administrative burdens, improve accuracy, and keep applicants informed and satisfied. The future of admissions is automated, and schools that embrace these tools will not only thrive during peak times but also be better positioned to scale their operations as they grow.

Read Time: 7 minutes

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